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HomeMy WebLinkAbout1982 BCCC/RSVP Minutes and NotesRETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building Bryan, Texas 77801 713 - 822 - 2712 POOHIS PARK COORDINATING COMMITTEE Agenda January 22, 1982 RSVP OFFICE 10:00 am 1. Call to order: Shirley Plapp presiding 2. Minutes of December meeting 3. Introduction of new Committee members 4. Selection of „February through June entertainment and assignment "of duties for Pooh's Park activities. 5. Other business 6. Adjournment at 11 :00 am Brazos County Community Council 309 Varisco Building a Bryan, Texas a Telephone 823 -5226 January 5, 1982 Delores Mezdorf. ACTION Region VI P.O. Box 370 Dallas, Texas 75221 In re: RSVP Quarterly Cash Request signature Dear Ms. Menzdorf: As Vice - President of the Executive Board of the Brazos County Community Council, I am authorized serve in the President's absence. Our local RSVP Director, Shirley - Plapp, has told me that the Quarterly Cash Request for January through March 1982.is prepared but the Presi- dent, Holly E. Rees, is out -of -town for another week. Consequently, I have signed the enclosed Cash Request. I have served on the BCCC Board for several years and am well- acquaint- ed with RSVP operations. I am also an active senior volunteer with RSVP. Sincerely, D.A. "Andy" Anderson Vice President Brazos County Community Council enc. cc: Shirley Plapp, RSVP Director Holly Rees, BCCC President Max Vigil, ACTION Program Officer. 9 ON SRAZ03 COUNTY COHLNUNITY COUNCIL The Brazos County Community Council board met at noon October 12, 1981 in the regular meeting room. Mr. Holly Rees presided. Others in attendance were ?sir. D.A. Anderson, Mr. Eldon Calloway, Xrs. Henryetta Doak, Mr. C.E. Gatlin, Mrs. Topaz Hughes, Mr. L.E. Keen, Mrs. Lila Lane, Dr. R.D. Lewis, Mrs. Judy Phillips, Mrs. Shirley Plapp, Mrs. LaVerne Skinner, and Mr. Jim Thompson. Minutes of the previous meeting were approved as mailed out. Mr. Gatlin presented a corrected Treasurer's Report for August and the September Treasurer's Report. Balance on hand September 30 was :7,790.16. A copy of the reports is attached to the original of these minutes. Mrs. Skinner gave the September I &R report: 92 individuals served through I &R; unable to assist 16 since there were no funds for medicine, dental, and hospital bills; 21 individals visited through Outreach but unable to assist 13 because of unavailability of funds; 1494 calls made for Telephone Reassurance (Mildred Wheeless is now calling 77 individuals daily.); 252 individuals transported by vans; 1957 trips logged; and 6 individuals were given job referrals through Jobs Unlimited. Mrs. Plapp presented the RSVP report for August: 393 volunteers of which 331 were active and served 8,656 hours in 36 active stations, representing 54¢ costs per hour and 39% local match; and for September: 398 volunteers Of Which 335 were active and served 8,806 hours in 35 active stations, representing 62.9 costs per hour and 62.6% local match. She submitted the quarterly report also, as well as the September financial report. Copies are attached to the original of these minutes. Mrs. Plapp reported 209 persons were served at the 10th Anniversary Banquet. The current volunteer opportunity column appeared in the Eagle yesterday. The one which erroneously appeared the week before was a copy of last month's column. Mrs. Plapp further reported about 1000 people attended the Senior Citizens' Festival and Olympics. RSVP will chair the food committee for next year's event. She sent in the final draft for RSVP grant and will probably get a response by the end of December. Mr. Rees reported there were ten 10 -year veterans of RSVP recognized at the banauet, including Mr. Robert Bossler, Dr. R.D. Lewis, and I =1rs. Aline Snyder. Mrs. Plapp was presented a plaque from ACTION in recognition of her outstanding contributions to volunteerism. A certificate of appreciation was also presented to BCCC as the sponsoring organization for RSVP. Mrs. Hughes announced Mrs. Virginia Wattinger, Assistan4 Director of I &R, died last night. If-the Assistant Director is replaced, minimum wage will be paid. Federal funds may be cut. Mrs. Hughes said the I &R office can be managed using STEP workers, until it is learned what funding will be available. Mr. Rees announced Mrs. Hughes has been appointed to the Citizens Advisory Council for the Texas Department on Aging. Judy Phillips, Secretary NEXT MEETING: November 9 BRAZOS COUN'T'Y COMMUNITY COUYCIL The Brazos County Community Council board met at noon November 9, 1981 in the regular meeting room. Mr. Holly Rees Dresided. Others in attendance were Mr. D.A. Anderson, Mr. Eldon Calloway, Mr. C.E. Gatlin, Iylrs. Lucile Gould, Mrs. Topaz Hughes, Mr. L.E. Keen, Mrs. Lila Lane, Dr. R.D. Lewis, I`rs. Judy Phillips, Mrs. Shirley Plapp, Mrs. Aline Snyder, and Mr. Jim Thompson. It was announced Mrs. Henryetta Doak is hospitalized with a hip fracture. Mr. Keen MOVED minutes of the previous meeting be approved as mailed. out. Hr. Anderson seconded. MOTION PASSED. Mrs. Hughes reported Virginia Wattinger's estate has been oaid for two months which includes sick leave and vacation accumulated. Social security was deducted. RSVP policy was used in the absence of a set policy for I &R. Mrs. Hughes gave the I &R report for October: assisted 90 individuals; unable to assist 14 because of lack of funds for rent, utilities, and. medical bills; 9 Outreach visits made, 7? individuals called daily for Telephone Reassurance; 1591 calls made; and part -time work found for two individuals. She explained there are four contracts with the Area Agency on Aging, each requiring separate reports and requests for funds. They are for I &R, Telephone Reassurance, Employment, and Outreach. 'There is also a contract with Community Action for Transportation. It is difficult to evaluate the cost.of services to_ individuals. The estimate for I &R is $11 per person. State average is $12. Mrs. Plapp asked for approval of sending a letter requesting non - federal match of 437 in RSVP budget be changed to 41% which she estimates to be more nearly correct by the end of the fiscal year. Mr. Anderson MOVED approving this procedure. Mr. Galloway seconded. MOTION PASSED. Mrs. Plapp pointed out the per diem currently budgeted for RSVP travel is X35, with $50 budgeted for the coming year. At a meeting to be Yield in Austin soon for 23/4 days, the motel will cost more than. 135 per day. Mr. Galloway MOVED approving an increase in per diem to 4 Mr. Thompson seconded. MOTION PASSED. Mrs. Plapp reported about eight responses to the recent volunteer column in the Eagle The board generally AGREED the column should be contiru.,; d.. Mrs. Hughes reported 26 BCCC memberships. Mr. Calloway noted Mr. Gene Pairette (775 -8185) of Home Health Care is trying to start a hospice. Home Health Care is listed with I &R though not yet in the telephone company's directory. Mr. Calloway called attention to the need for volunteers to help the elderly prepare their tax returns, as included in the EaZle volunteer. column. Three or four days of concentrated training are required. Volunteers need not be accountants, but must commit themselves to working four hours per week February 1 through April 15. There is no payment for services, however some reimbursement for car expenses is available under certain circumstances, Judy Phillips, Secretary NEXT MEETING: December 14 RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 PROGRAM I NFORMAT ION STATEMENT The purpose of the Retired Senior Volunteer Program (RSVP) is to develop a meaning- ful life for older adults (60 and over) in Brazos County through significant services as volunteers. An increasing number of these older citizens desire to find satisfying op- portunities 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, controlled and supported. Federal funding of up to 70% of the total budget may be supplied annually. Upon recommendation of the Governor's Committee on Aging, a permanent State agen- cy 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 ($24,736) for the first year (September 1972- August 1973) was received in August of 1972. The following numbers of Senior Volunteers have been enrolled in RSVP and actively serving: 72 -73, 100; 73- 74,125; 74 -75, 165; 75 -76, 215; 76 -77, 278; 77 -78, 303; 79 -79, 328; 79-00, 363. The 1991 projection is for 415 Senior Volunteers. The numbers of agencies or organizations in which these Senior Volunteers are likely to serve are estimated to rise to well over 40. RSVP is not a financial assistance program to older citizens. It is a program of in- volvement for concerned, commited, and variously talented older citizens in service to individuals and groups of any age - -not in service to self, but to others. There are no income, education, or specific experience requirements of an older adult to become a Senior Volunteer. There are no enrollment fees. The budget for the local RSVP includes only the paid administrative staff, essential transportation, rent, and other necessary operational expenses. The Volunteer is to receive no salary, only possible minimum allowance for meals and travel to the points of service. Accident and Liability Insurance coverage is provided by Project funds. The paid staff consists of Shirley Plapp, Project Director; Janie Velasquez, Volun- teer Coordinator; and Lillian Feldon, Secretary /Receptionist. The paid staff are supplemented 'by ih services of one clerical Senior Volunteer one half day week- ly. The - Tenth Anniversary of RSVP is being celebrated across the country from July 1, 1991 -June 30, 1982. It has been a Decade of Dedication for Senior Volunteers. GET INTO ACTION �$ 6� aoinaag do app � 6r 4-'&;unlOA -IotnaS Q RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 PERSONNEL PRACTICES Revised Febuary 9, 1981 1. Salary and Fringe a. RSVP staff salaries and fringe benefits shall irrplement those started in the RSVP annual grant application as approved by the BCCC Executive Board and author - ized by ACTION. b. Following the termination of an RSVP staff member, compensation and benefits shall be reviewed by the BCCC Supervisory Committee before employment of re- placement staff members. - 2. No Corrpensatory Time shall be allaved for members of the RSVP staff. 3. Staff Leave a. Annual leave shall number 10 regular working days per project year to be taken daring that project year. Following one month of continuous employment, staff will be eligible for accrual of six and two thirds hours annual leave per month which may be advanced, with administrative approval, or accrued during that pro ject year. Beginning with the fourth year of continuous employment, eleven days annual leave shall be granted. For each year of continuous employment thereafter, one additional day of annual leave shall be granted up to a maxium of 15 days total annual leave to be taken during that project year. The project staff shall stagger annual leave with a notification, of such planned leave to the BCCC Pre sident or his /her designee, and the RSVP Advisory Council Chairman. A monthly record shall be kept by the project staff. %* b. Sick Leave shall number one day per month and may be advanced or accrued up to 12 days for each project year and may accumulate up to 30 days. C. Holidays shall number 10 days per year for each project year as follows: 1. Newts Years Day January 1 2. President's Birthday 3rd Monday in Febuary (OVER) Page 2 RSVP Personnel Practices 3. Easter Holiday 4. Memorial Day 5. Independence Day 6. Labor Day 7. Thanksgiving Day 8. Thanksgiving 9, Christmas Day r 10. Christmas will be Good Friday 4th Monday in May July 4th 1st Monday in September - 4th Thurday in November Friday after December 25 plus day after or day before d. If holiday falls on Saturday it shall be taken ors preceeding Friday; if on Sunday, taken or, 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, sick leave, court and jury duty, doctor's and denists 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 5:09 on 4 da s.Office may be closed during noon, to 1:99 pm lunch period. 5. Staff Job Descriptions shall be available and reviewed and revised as necessary through the cooperative efforts of the RSVP staff, Advisory Council, and the BCCC Executive Board. The RSVP staff shall include the positions identified in the approved annual grant app] ication. 6. Staff Selection Process a. The RSVP Director proposes other project staff as necessary with the approval of the BCCC and the RSVP Advisory Council, b. The selection, process for RSVP Director replacement shall be initiated by the BCCC with input from the RSVP Advisory Council. ACTION shall authorize the hiring of the RSVP Director. 7. RSVP Staff Personnel Policies are effective for duration of each project year. These Policies shall be reviewed and or revised annually by the RSVP staff and Advisory Cov:,cil. The BCCC Executive Board sral-L zils "a S. These policies shall be ir. accordance with ACTION policies an d the annual ackmin - i.stration of t s° grant as approved-by the BCC:: ' -' ecutive Board and authorized by ACTION. 9. Arner.dme.r.ts to these policies may be approved by the BCCC Executive Board at any time during each project year. REMISED AND APPROVED BY BCCC EXECUTIVE BOARD FEBUARY 9,1981. Lila Lane, President Brazos County COMMity Council Rte.- ......e..e- -_. ...�— __�:.. a ...�.- _._�._.. �... - r.- ... -. - -.. RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 —.823 -5543 February 3, 1982 Memo to: Brazos County Community Council Executive Board From: Shirley Plapp , RSVP Director Subject: Personnel Policy changes recommended by RSVP Advisory Council Please review the policies and Council he lor. charges below as r February 2, 1982. 1. Section 3 a., last sentence: "monthly" and "record ". insert "work" between the words 2. Section 3 c, item 3: delete 3. Section 3 c, item 4: delete 11 30" after the word "May". "will be ". "in" and substitute "or "; add 4. Section 4,: first sentence delete "Monday through Friday ". "on workdays" and substitute BRAZOS COUNTY COMMU COUNCIL The Brazos County Community Council board met at noon February 8, 1982 in the regular meeting room. The board did not hold its January 11 meeting because of the cold weather and no heat in the meeting room. Mr. Holly Rees presided. Others in attendance were Mr. D.A. Anderson, Mr. C.E. GDLtlin, Mrs. Lucile Gould, Firs. Topaz Hughes, Mr. L.E. Keen, Dr. H.D. Lewis, Mrs. Judy Phillips, Mrs. Shirley Plapp, and Hrs. Aline Snyder. Minutes of the December 14 meeting were approved as written. Mr. Gatlin gave the Treasurer's Report for December and January, copies of which are attached to the original of these minutes. Balance on hand January 31 was .0,714.o4. Mrs. Hughes announced rent for the I&R office will be increased from X60 to :,100 effective March 1. She also announced the. Brazos Valley r1transit Authority under Community Action has authorized Brazos Valley Transit Services to handle trar_sportation (1 ,9;13.. still schedules and dispatches the van) starting March I.' Riders must still give 24 'hours' notice and will be charged 50� per trip except to the nutrition center and I?cR which will still be free. Taere are no restrictions as to who can ride. Mrs. Hughes gave the January !&R report: 75 individuals served and 16 through Outreach; 79 individuals being called daily for Telephone Reassurance with a total of 1,205 calls in January; 1490 passenger trips; 938 incoming calls; 292 outgoing calls; 8 escorted Roadrunner trips; and no job place- ments under the employment program for the elderly. Mrs. Plapp gave the December RSVP volunteer report; 415 volunteers of which 352 were active and served 9,256 hours in 34 volunteer stations, representing a local match of 42.8% and 48.1¢ cost per volunteer hour (being about the lowest cost ever reported). The goals for 1982 include a volunteer strength of 455 with projected 71,500 hours. Mrs. Plapp submitted RSVP Financial Reports for December and January as well as the quarterly Program Report for the period ending December 31, 1981. Copies of these reports are attached to the original of these minutes. Mr. Anderson MOVED the RSVP Personnel Policy changes recommended by RSVP Advisory Council be approved as well as stating under item 4 (Office shall be closed during noon to 1 p.m. lunch period (rather than mom ). Mrs. Hughes seconded. MOTION PASSED. Mr. Anderson MOVED Mr. Lester Womack be appointed Fiscal Agent to RSVP for 1982. Dr. LeTfjis seconded. MOTION; PASSED. Mr. Rees appointed a Bylaws and Constitution Review Committee to be com- posed of 1 Anderson, Mr. Gatlin, and Mrs. Hughes. He will also ask Mr. John Rogers to serve on the Committee and Mr. Eldon Calloway to be Chairman. Mrs. Phillips was appointed BCCC nonvoting representative to RSVP Advisory Council. ., BC,CC board - February 8, 1982 page 2 Mrs. Plapp announced the folloeling I?SVP activities are being planned: February 20 -- RSVP will have a float in "larch for America" parade April 22 -- Orientation workshop for ;paid staff of volunteer stations September 30 -- RSVP Awareness Day to stimulate recruitment. She also reported Mr. Womack has been nominated for the President's Volunteer Action Award. She will be attending the annual regional conference for RSVP directors in New Orleans February 16 -19 and will have surgery February 22. Mr. Womack, Mr. Anderson, Mrs. Hughes, and Mrs. Janie Velasquez will attend the White House Conference on A wrapup session in Waco. Dr. Lewis pointed out the AARP February News Bulletin has a good summary of the Conference held in Washington. Mrs. Hughes MOVED I &R's Texas Workmen's Compensation insurance not be renewed. Mrs. Snyder seconded. MOTIOTd PASSED. Mr. Gatlin IYIOVED the liability insurance be discontinued< fog .I &R< ��: Mr. - Keen seconded. - MOTION PASSED. Mrs. Hughes and firs. Plapp will send information about I &R and RSVP to Post Oak Mall administrators. Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: March 8 BRAZOS COUNTY COMMUNITY COUNCIL BYLAWS Article I - Name The name of this organization shall be the Brazos County Community Council. Article II - Purpose Said organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) . No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, 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 distributions in furtherance of the purposes set forth in the preceding paragraph. No substantial part of the activities of the organiza- tion shall be the carrying on of propaganda, or otherwise attempting to influence legisla- tion, and the organization shall not participate in, or intervene in (including the publishing or distribution of 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 organization, 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) . Article III - Disposition of Assets upon Dissolution Upon the dissolution of the organization, the Board of Trustees shall, after paying or making provision for the payment of all of the liabilities of the organization, dispose of all of the assets of the organization exclusively for the purposes of the organization in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt: organization or organizations under Section 501 (c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) , as the Board of Trustees 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 organiza- tion or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. L Article IV - Membership Section I - Membership in the Council shall be open to: (a) non- profit organiza- tions operating locally in the areas of health, recreation, character - building, and /or welfare; (b) non - profit and non - political or non - partisan organizations which have concern for the social well -being of Brazos County; and (c) interested individual citizens. Qualifications for both organizational and individual membership shall be determined by the Board of Directors. Section 2 - Organizations and individuals shall apply to the Board of Directors for membership in the Council. Membership shall be granted upon the approval of the Board of Directors. Organizations shall remain members until withdrawal or until membership is terminated by a two -thirds vote of the members present at a regular meeting of the Board or at a special meeting called for that purpose. Failure to pay the annual dues by associa- tion or individuals shall be cause for termination of their membership. Article V - Officers The officers of the Community Council, elected by the member3hip, shall be a President, Vice - President for Program and Planning, Vice - President for Membership, Vice - President for Publicity and Promotion, Secretary, and Treasurer. They shall perform the duties which usually pertain to their respective offices. Additional officers may be elected at the discretion of the Board of Directors. Election to office shall cont-ititute election to the Board of Directors. Officers shall serve for a period of one year, or until their succes- sors are qualified and elected. Officers shall take office at the Jiine Meeting of the Board of Directors following their election in April. Article VI - Board of Directors Section I - A Board of Directors, consisting of at least fourteen Brazos County residents, shall be responsible for the formulation 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 reg or special committees, appointed by and responsible to the Board of Directors. r iembers of such committees need not be members of the Board. The Board of Directors shall include the following members: President Vice - President for Program and Planning Vice- President for Membership Vice - President for Publicity and Promotion Secretary Treasurer Liaison to Agencies Member or Members at large One County Representative (appointee - member) City of Bryan Representative (appointee- tnember) City of College Station Representative (appointee-member) Representative of Greater Bryan United Fund (appointee - member) -3- Representative of the College Station United Chest (appointee- member) Representative of B -CS Chamber of Commerce (appointee- member) Standing committee chairmen shall be selected from members of the Board. Other committee chairmen, appointed by the Board, may be asked to sit with the Board. Heads of BCCC Community Services (Information & Referral Office, Roadrunners, Volunteer Bureau and other Services, Telephone Reassurance) and of RSVP may be invited to sit with the Board for purposes of reporting, supplying information as to plans and progress, etc. Section 2 - Additional members of the Board of Directors shall be added each year for a two -year term. Among those to be added to the Board shall be representatives appointed by various governmental and civic organizations including but not limited to those listed in Section I above, to replace those appointee - members whose terms are expiring. The names of such new appointee - members shall be submitted to the Board of Directors at its last meeting before the annual meeting of the membership. If such appointees are accepted by the Board of Directors, they will,' by a separate motion, be elected to the Board of Directors to serve a term of two years following their election replacing those appointee - members whose terms are expiring, joining the members elected to a two -year term the previous year, so that the Board shall consist of at least fourteen members. Section 3 - Vacancies on the Board caused by death or resignation of a member may be filled as required by the Board to serve the unexpired term of the member replaced. Section 4 - The immediate Past President of the Council shall be an ex- officio member of the Board of Directors and be the Parliamentarian for one year after his term expires, and shall have full Board membership. 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 - There shall be constituted an Executive Committee consisting of the President, Vice - President, Secretary and Treasurer and such other Board members or non -Board members as the President may invite to attend. It shall be formulated after the election of officers as provided for in Section 2 of Article VII - Elections. Its function shall be to examine the conduct of the Council's affairs, to formulate policies pertaining thereto, and to take affirmative action on certain urgent and necessary items, on which the failure to take such immediate action would be prejudicial to the best interests of the Council. The Executive Committee shall meet between meetings of the Board of Directors at the discretion of the President on one day's notice. Policy formulated and action taken by the Executive Committee shall be approved or not approved by the Board of Directors at the next meeting thereof. Article VII - Elections Section I - Nominating Committee: The President shall appoint a nominating committee of five members of the Council, to be approved by the Board, at least 60 days before the annual meeting. Three members shall be off -Board and two from the Board. The Chairman of this committee shall be appointed by the President. Section 2 - A slate of officers shall be presented to the annual meeting by the nominating committee. Nominations may be made from the floor with the prior consent of the nominees. Election is by plurality of those present and voting provided a quorum is in attendance. -4- Section 3 - The nominating committee shall also present to the general meeting following the annual meeting of the Board a slate of nominees for election to the Board in number determined as follows: The total new members (not including the appointee - members provided for in Section 2 of Article VI) to be added to the Board shall be not less than four nor more than six. However, if any officer is elected who was not a director at the time of his election, then three, four, or five additional Board members shall be elected. If more than one officer who was not a director at the time of his election shall have been elected to office, the number of additional Board members to be elected shall be decreased equally. If four or more new officers shall have been elected none of whom was a director at the time of election to office, no or two additional new directors shall be elected. Board members shall serve for a term of two years, and may be reelected. Article VIII - Duties of the Officers President 1. Presiding Officer The President, or in his absence the Vice - President for Programs and Planning, 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. Appointing Committees The President shall appoint all committees of the Council and the Board of Directors. 3. General Supervision The President shall exercise a general supervision over all the affairs of the Council. 4. Ex- Officio Member of Committees 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 appropriate Vice - President may serve in his stead. Secretary The Secretary shall keep an accurate record of all proceedings of the Council and Board of Directors (including the meetings of the Executive Committee) and shall have responsibility for all official papers and records pertaining to his office. At the annual meeting in April of each year he shall submit a written report covering the activities of his office. At the expiration of his term of office he shall turn over to his successor all books, records, and other property of the Council in his custody. He shall attend to such correspondence as may be necessary or desirable in connection with his office. He shall cause to be mailed notices of the annual and Board meetings to all members of the Council and /or the Board and Executive Committee. Treasurer The Treasurer shall keep accurate records of all monies of the Council, which records shall be kept in his possession and shall deposit all monies received in one or more -5- banks and /or savings institutions as directed by the Board to the credit of the Brazos County Community Council, and shall make investments only in such securities as are approved by the Board of Directors. All such investments shall be in the name of the Brazos County Community Council. He shall be responsible for the payment of all just bills incurred by the Council. He shall deliver the account books of the Council to a certified public accountant for an independent audit at the end of the fiscal year, and shall submit a written report of his office at the annual meeting of the Council. (He shall be ex- officio a member of the Budget and Finance Committee.) Vice - Presidents In the absence of the President or in the event of his inability or refusal to act, the Vice- President for Programs and Planning shall perform the duties of the President, and when so acting shall have all the powers of and be subject to all the restrictions on the President. The Vice - Presidents shall perform such duties as are hereinafter described. Every effort will be made to coordinate the activities of the various vice - presidents to promote harmony and unity of action, and to prevent overlap and duplication of effort. 1. The Vice - President for Programs and Planning shall be concerned with the over -all objectives of the Council, and how these objectives are to be attained. He 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. 2. The Vice - President for Membership shall be responsible for the solicitation of memberships in the Council among organizations and individuals. He may conduct membership drives, produce and distribute brochures, seek publi- city through television, radio and the press in his efforts to secure member- ships. He shall keep an accurate record of membership, by classes, and shall report to the President, and to the Council at the quarterly and annual meetings. Reasonable and legitimate expenses incurred in line of his activities shall be paid by the Council, subject only to prior approval of the President. 3. The Vice - President 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 his duties. Reasonable and legitimate expenses incurred in line of his activities shall be paid by the Council, subject to prior approval of the President. Article IX - Meetings Section I - A general meeting of the Community Council shall be held in April of each year at which meeting annual reports shall be given and officers and directors elected. Notice to the membership shall contain the slate of officers, directors and appointees to be presented by the nominating committee and shall be mailed 15 days before the meeting date. -6- 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 six members or 50% of the members of the Board, whichever is the lesser. Article X - Finance Section I Dues for individual membership and for organizations shall be set by the Board. Section 2 - The Board of Directors shall be responsible for all financial matters. They may seek and accept assistance'as they deem appropriate. Article XI - Fiscal Year The fiscal year of the Council shall run from January 1 throug:a December 31 of each year. Article XII - Amendments These bylaws may be amended by an affirmative vote of two - thirds of the tpembers present at a meeting of the Council. provided that the proposed amendioent shall h�ve been submitted in writing to each member prior to the meeting and notice of the pending Grote is announced in the call of the meeting at which action is to be taken. Article XIII - Date of Enactment These by -laws, having been adopted by the membership of the Brazos County Community Council at a meeting held on April 30, 1973, concerning irhich 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 April 30, 1973. Pres Bent V. Presidfnt sec rAry fire asu�r Hol ly Re - -- - - - -- - - _ r TI ZhonlpSorl - - — - - a �►E a� Tbo M OLD NC5 c� c�t � Yr •Terms ��n eow��n �� Now oaf Obis Coorst Year) Tofia 3 ku hes r C. E. Gail �n M (rny K. • Ju I a Mind Sri de r � Suer= Gomm - Nnes Medd to wo {te TOP°3 Ilqbp-s A+ zd -- In N►awNaas) VLC Sch am d r ; C,E•Gaflin - r)n y t�rc n +n�r► Ga. - Judy 76111 s x sub- Aline Sn r Mt�urt:Q, Un W*#JW 3.,c� Brazos County Community Council 309 Varisco Building - a Bryan, Texas .5 Telaphone 823 -5228 President A April Lila Lane p 7. 1981 V. President NOTICE: ' Holly Rees Secretary As a member of Brazos County Co�_Ilmuni ty Coune- Judy Phillips for 1980, you are invited to our Annual .Brown Bag Treasurer Luncheon on Mond. f, April 13th (12100) at 310 Va r�isco ".!,T lte_r Manning Building. BOARD OF The nominating committee will present the 701lowing DIRECTORS reports Holly "Rees President Holly Rees Mrs, Dub Pearson Vice President D. A. Anderson Li l a Lewis Secretary Judy Phillips John Leonard Treasurer C.E. Gatlin Henryetta Doak Jim Thompson_ Lu cille Gould Directors for 2 year terms D.A. Anderson Eldon Calloway Holly ees Y birs. Dub Pearson Lila Lane C.E. Gatlin Jim Thompson Lucille Gould R.D. Lewis Topaz Hughes Henryetta Doak John Leonard 1 Year term 11 1al ter i4 Judy Phillips Tiny Keene Aline Snyder Irma Benaviles Hope we will have your continued suppoit. Our dues Supervisory Committee are still $5.00 , Topaz Hughes Chairman CONGRESSMAN PHIL GRAT+M will be our guest for a Public Agnes Bowen Meeting Ap ll 20th, T+Ionday, at 200 P.M., First, :'ederal Freddie Wolters Savings & Loan, 2 Texas Avenue, Bryan. He will speak Director. on LEGISLATION A ND THE OLDER AMERICANS. LaVerne Skinner Brazos County Community Council 300 Varisco Building • Bryan, Texas 'telephone 823 -5226 BOARD MEMBERS July 1, 1980 - - June 30, 1981 1 YEAR TERM Holly Rees 1300 Texas B B 822 - 1371 Mrs. Dub Pearson 3502 Spring Lane B 846 -3525 Lila Lane 410 N. Randolph B R.D. Lewis 102 Greenway Join B 846 -9256 a oq yh ' �congra? ``Pat Newton yt5 244 907 Briarcliff B 846 -6793 -- Henryetta Doak g22 FB�� 300 Pershing C/S 696 -5492 Ji Thompson 3300 East 29th B 822 - 0193 Lucille Gould Rt. 4 Box 83 C/S 693 -9248 2 YEAR TERM D.A. Anderson 1202 Foster C/S 696 -4241 Eldon Calloway 605 Oakwood B 846 -0702 693 -4141 C.E. Gatlin 1501 Laura Lane C/S 693 -2054 Topaz Hughes:,/-;', 711 S. Coulter B 822 -2538 Judy Phillips 1704 Glade C/S 6937855 Aline Snyder 311 Crescent B 846 -6237 04- Irma Benavides' ° '� 714 S. Coulter B 823 -0921 OFFICERS & COMMITTEES PRESIDENT Lila Lane 0 �4 kuvM� Publicity VICE PRESIDENT Holly Rees OZZ 0j< -D, ,.4aiderson SECRETt Juuy Phillips# Membership TREASURER -- - �`�f2--Ma:�3:. K 19l4QaSaU0way .1 Supervisory Committee Topaz Hughes Chairman Agnes Bowen 802 East 25th B Freddie Wolters P.O. Drawer 913 B Robert Bossler Ex- officio P.O. Box 4008 B - Fa AOM vlw D Brazos Coun Communi Council 309 Varisco Building 9 Bryan, Texas o ei--phone 8235220 BOJU D Z-CE ZO x._ J u.Y1 > 1979- - -Junt 30 , 118: I YEAR s2r D .A. Ana�: 1202 Fosiar C 696 - 42.41 Eldon Calloway 605 O :, -xood 3 8'�' - � Willis Yaa Dollahite 4200 kilaA 3 846- 7200 6 Tampa., Hughes 711 S. Coultar B 822 --2538 `alter Manningr 405 Wal':an F C/s 690 Judy Phillips 1704 Glade C /S 693 --7855 Aline Sn ar , 31: Crescent , 3 846 -623 A/ 2 YEAR T Holly Rees 1300 Texas B 822 -1371 Mrs. Dub Pearson 3502 Sprizq Lane B 846 - 3525 Lila Lane 410 N, Randolph B 822 -1733 R..D. La-Aa 102 Creenway 3 846 -9256 Pat NAytf'}'On 907 B i arcl iff 3 846 -6793 Fleas- -jatta Doak 300 Parsh C/S 696 5 -5492 Jim Thompson 33 00 Fast 291 3 822 -01 Jon Quisenbarry 1006 Puryaar C/S 696 -4245 OFFICERS- A CObWm.T3'ZS Pre Vi c�� x r dsiden t Sawi-t 'IC ary Tre as carer Lila Lana Pat Newton Judy Phillips Walter Yhnzr -"-g Publicity D., -.I. A ifaarson Yambershia Eldon C o-my Suparvisory Committee l opa-0 Hugh.e � - Chairmen Agne9 Baw--n 802 E"", 25th Freddie Wolters P.O „Drav°►r 913 � ��'✓"C�� /��a.� "-YYii�" 1. 2!' i n.. �YG��C- �.YI /� '�i'"'v�E= -,- i� 1�9�'YYr7- <�I�YL� L - At !N', ?aae 4E Bryan - College Station Eagle Sunday, March 7, 1982 VOLUNTEERS Volunteers are needed for a variety of services to local non- profit organizations and agen- cies. This listing of local volunteer opportunities has been organized by the Retired Senior Volunteer Program (RSVP), to which inquiries should be made. Persons of any age interested in the volunteer work listed may call the RSVP office at 822 -2712 or 823 -5543 from 8:30 a.m. to 5 p.m. Monday through Friday. CHILDREN Children in grades one to three are seeking grandparents to enchance their living, loving and learning experiences. Time required is three to four hours weekly. Volunteer orientation is scheduled for March 11. Both men and women are need- ed for this intergenerational project. B-5 CLERICAL Local office of a national organization needs volunteers to serve as receptionists/ - typists, assist in the record- keeping process, work on com- mittees and perform as instruc- tors in classes on first -aid, CPR, parenting, water safety, youth services, etc. A minimum time of three hours weekly is preferred, with flexibility . in work hours. A -2 A two - year -old non - profit agency needs a volunteer to design and set up a small filing system for general office opera- tions. Work times are three to four hours weekly for one to two months or until filing system is operational. A -1 HEALTH SERVICES Greeters are needed for com- munity health fair at local mall March 26 and 27. Duties in- clude providing information, giving directions and leading short tours. Training for the two- or three -hour shifts will be provided. G-4 NURSING HOMES A craft leader is needed to assist residents in varied arts and crafts projects two hours weekly. Attendance at occa- sional craft training workshops is desired. Volunteer with good human relations skills and knowledge and experience in arts and crafts activities is preferred. J -3 Keep fit and stay trim by leading residents in physical fitness exercises three times weekly for 30 minutes. Train- ing will be provided. J -5 . RECRUITERS . Persons with skills in per- sonal interviewing, relating to people and assessing personal interest /ability might think about serving as recruiters for community volunteers. Time required is three to four hours weekly. Training will be pro- vided by professionals in the field of volunteerism. R -1 YOUTH Underpriviledged girls, ages 6 to 8, need a volunteer piano teacher, sewing instructors and recreation supervisors to assist in after- school activities. N -1, 2, 3 RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 PERSONNEL PRACTICES Revised February 8, 1982 1. Salary and Fringe a. RSVP staff salaries and fringe benefits shall implement those stated in the RSVP annual grant application as approved by the BCCC Executive Board and authorized by ACTION. b. Following the termination of an RSVP staff member, compensation and benefits shall be reviewed by the BCCC Supervisory Committee before employment of replacement staff members. 2. No Compensatory Time shall be allowed for members of the RSVP staff.. 3. Staff Leave a. Annual leave shall number 10 regular working days per project year to be taken during that project year. Following one month of continuous employment, staff will be eligible for accrual of six and two thirds hours annual leave per month which may be advanced, with administrative approval, or accrued during that project year. Beginning with the fourth year of continuous employment, eleven days annual leave shall be granted. For each year of continuous employment thereafter, one additional day of annual leave shall be granted.up to a maxium of 15 days total annual leave to be taken during that project year. The project staff shall stagger annual leave with a notification of such planned leave tp the BCCC President or his /her designee, and the RSVP Advisory Council Chairman. A monthly work record shall be kept by the project staff. b. Sick Leave shall number one day per month and may be advanced or accrued up to 12 days for each project year and may accumulate up to 30 days. c. Holidays shall number 10 days per year for each project year as follows. 1 . New Years' Day 2. Presidents' Birthday 3. Easter Holiday 4. Memorial Day 5. Independance Day 6.. Labor Day 7. Thanksgiving Day 9. Thank sgiving 9. Christmas Day 10. Christmas January 1 3rd Monday in February Good Friday 4th Monday or May 30 July 4th 1st Monday in September 4th Thursday in November Friday after. December 25 plus day after or day before Personnel Practices Continued........ f d. If 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 ap- proved by the BCCC Executive Board. f. Leave with pay shall include stated holidays, annual leave, sick 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 , Monday through Friday. Office shall be closed during noon to 1:00 pm lunch period. 5. Staff Job Description shall be available and reviewed and revised as necessary through the cooperative efforts of the RSVP Staff, Advisory Council, and the BCCC Executive i Board. The RSVP staff shall include the positions identified in the approval annual grant application. 6. Staff Selection Process a. The RSVP Director proposes other project staff as necessary with the approval of the BCCC and the RSVP Advisory Council. b. The selection process for RSVP Director replacement shall be initiated by the BCCC with input from the RSVP Advisory Council. ACTION shall authorize the hiring of the RSVP Director. 7. RSVP Staff Personnel Policies are effective for duration of each project year. These policies shall be reviewed and or revised annually by the RSVP Staff and Advisory Council. The BCCC Executive Board shall annually approve these policies. 3. 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. 9. Amendments to these policies may be approved by the BCCC Executive Board at any time during each project year. REVISED AND APPROVED BY BCCC EXECUTIVE BOARD FEBRUARY 8, 1982. — //�_ f Ce, Ho ly ReE0 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 — 823 -5543 RSVP FISCAL POLICIES January 1, 1982-December 31, 1982 1. Personnel Compensation a. The compensation of Shirley Plapp, RSVP Director, shall be $16,942 per annum for the year beginning January 1, 1982 and ending Decem- ber 31, 1962. b. The compensation of-Jnaie Velasquez, RSVP Volunteer Coordinator shall be $11,508 per annum for the year beginning-January 1, 1982, and end- ing December 31, 1982. c. The compensation of Lillian Feldon, RSVP Secretary /Receptionist shall be $8,220 per annum for the year beginning January 1, 1982 and end- ing December 31, 1 982 , 2. Personnel Fringe Benefits a. The grantee FICA employers share for RSVP staff shall be provided in the RSVP budget. b. Workmen's Compensation for RSVP staff shall be provided in the RSVP budget. c. Staff participation in retirement and /or insurance plans are an avail- able option for which budgeted funds are authorized. 3. Travel Policies a. The authority for RSVP conference travel is authorized by ACTION and approved by BCCC president or his /her designee. b. Monies for conference travel in the RSVP budget shall includde the following conferences: one regional and three others during the tenth year. These meetings include expenses of $75 and $50 per diem.respec- tively, with a maxium of $25 per trip for miscellaneous expenses. Transportation to these conferences will be by public carrier or automobile.Reimbursement shall be given upon receipt of public car- rier vouchers and /ormileage records at 20V per mile. c. Local staff travel shall be reimbursed monthly at 200 per mile rate for actual miles traveled. 4. Space Cost a. Office space for RSVP quarters shall be $327.60 per month cash and $72.80 per month in-kind from the Vari -sco Estate. These rates will be in effect from January 1, 1982 to December 31, 1982. 5. Financial Disbursements a. Volunteer transportation reimbursement shall be given at a rate of 200 per mile and provided for those who file the reimbursement forms. b. Volunteer meal reimbursement shall be available up to $2.00 per meal for those volunteers who serve during a meal period and file the re- imbursement forms. In -kind budgetary credit will also be accepted by RSVP from Volunteer Stations who provide free meals to those serving during a meal period. A maxium in -kind credit rate of $2.00 per per meal per volunteer shall apply when signed records are available. C. Approval of other disbursements relating to volunteer expenses and other expenses in the approved budget categories as required by ACTION shall be a fuction of the RSVP Director. d. A petty cash check shall be issused to and accounted for by the direc- tor 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 counsel- ing and assistance as needed. 6. Annual Audit a. An audit of RSVP's financial records shall be performed within a reasonable time after the end of each project year. Holly Rees resident Brazos County Community Council 0 RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 April 5, 1982 Memo to: RSVP Volunteer Stations and Other Non - Profit Agencies and Organizations From: Shirley P1app, RSVP Director 4 & - Subject: Pre - registration Form for RSVP Workshop for Supervisors of Volunteers _ RSVP has scheduled its annual Orientation Workshop for supervisors of volunteers on April 22,1:00- 3:30pm at the Fellowship Hall of First Presbyterian Church, 1100 Carter Creek Parkway, Bryan. A tentative Workshop Agenda is included for your information. For your convience, a tear -off registration form appears below. Please fill this out and mail to RSVP by April 15. Pre - registration by mail will allow for more efficient use of time at the Workshop. Your attendance is desired, regardless of whether or not you are currently using the services of RSVP Volunteers. Mail by April 15, 1982 to: RSVP - Retired Senior Volunteer Program Room 310 Varisco Building Bryan, Texas 77801 I will attend the RSVP Orientation Workshop on April 22, 1:00- 3:30pm I will bring others from my staff. Signature A-g-an;y or Organization RETIRED SENIOR VOLUNTEER PROGRAM of the Brazos County Community Council Room 31.0 Varisco Building - Bryan, Texas 77801 713/822 -2712 — 823 -5543 RSVP CRI ENTATI ON WORKSHOP AGENDA( DRAFT) -------------------------------------------- -------------------------------------------- April 22, 1932 1:00- 3:30pm Fel I owshi p Hal I First Presbyterian Church 1 : 00-1 •10 Renistra ti,)n 1.10 - 1:15 Welcome 1:15 -1:35 Interrelat ionship- and Responsibilities: _­ pervisars art" Volui^teers Barbara Stine !ntercliciplina :y Er:u cati.)n TAMLI 1:35 -1:55 V^ by 1 An A Volunteer Panel -f RS'v P V olunteers 1:55 - 2:15 Identification of VDlunteer Roles - Candi da Lutes Assaci.3te. Dear - Liberal Arts 1 "AMLt Z05-2:30 Brae.k 2:30 -3:15 Cncti. rg : nt-Discussi.xi W ^r•kF;h.: ps(Salect ane) Supervisiz- Sf.VDlunteers Bil] J:)hnsto^ District. ay Scouts 'Obtivetion of ValuROe Agency Organizational Structures Job Descriptions 3:15 -3:20 Overview of RSVP 3: 0=3 :30 E� Nikki Ravey , Chairman "athers` March March of Rimes Betty Franklin. Activity Director Sherwcad Health Care Clara M-z;unce B yan Library * RSVP Orientation WDrkshop Committee: Jady Bates, Chairman:; Wilma Haider, R.D. L wis, :.rude Warren, RSVP !.taff, ex-- officia BRAZOS COW 17Z COMM= TY COUNCIL VherBrazos County Community Council board met at noon march 8, 1982 in the regular meeting room. Mr. Holly Rees presided. Others in attendance were Mr. D.A. Anderson, Mr. Eldon Calloway, Mr. C.:. Gatlin, Mrs. Lucile Gould, Mrs. Topaz Hughes, Mr. L.L. Keen, Dr. R.D. Lewis, Mrs. Judy Phillips, Mrs. Shirley Plapp, and Mrs. Laverne Skinner. Minutes of the previous meeting were approved as mailed. Mr. Gatlin presented. the Treasurer's Report, a copy of which is attached to the original of these minutes. Balance on hand March 1 was .$8,554.87. Mr. Anderson MOVED approving 'the report. Mr. Keen seconded. MOTION PASSED. Mrs. Skinner gave the I&R report for February: 76 individuals served; unable to assist 18 because of lack of funds for utilities, utility deposits, rent, and medical bills; 6 served through Outreach; 78 called daily for a total of 1316 calls for Telephone Reassurance; and employment found for 3 individuals through the Elderly Employment program. Mrs. Plapp.reported for RS 354 were active and served representing a local match She read a letter from Mr. found the records to be in with the bank. VP for January: 418 volunteers of which 94.77 hours in 32 volunteer stations, of 49.9; and 46.7 per hoar. Joe Wheeler who had audited RSVP books and excellent order and the balance in agreement She distributed copies of the RSVP Personnel Policies and 1982 Fiscal Policies drawn from the grant. Copies are attached to original of these minutes. Mrs. Plapp further reported the RSVP Advisory Council Finance Committee will be contacting foundations and local industries in an effort to obtain $3500 in additional funds needed for 1982. The suggestion was made that civic organizations be approached. RSVP was prepared to participate in the "March for Americatt parade, using the transportation van, but the parade was cancelled due to rain. RSVP Recognition Committee and Recruiting Committee will be meeting this week. Mrs. Plapp hopes to have' several senior citizens at an orientation March 11 for "grandparents." Tne County Extension Committee on Aging is planning an educational program on crime prevention. Mr. Rees announced he had appointed. a Bylaws Review Committee: Mr. Calloway, chairman, Mr. Gatlin, Mrs. Hughes, Mr. Anderson, and ilr. John Rogers. i4r. Anderson, chairman of the Nominating Committee, gave that Committee's report. Also serving on the Committee were Mrs. Gould and Mrs. Hughes. - BCCC - page 2 President -- C.E. Gatlin Vice President -- Topaz Hughes Secretary -- Judy Phillips Treasurer -- Jim Thompson Two -year terms -- Gus Lampe and David Ruesink One year to fill unexpired terms -- Emma Gay and John Birkner Supervisory Committee -- Topaz Hughes, Agr_es Bowen, and Freddie Wolters Mr. Anderson MOVED accepting the report. I�r. Keen seconded. MOTION PASSED. Mrs. Hughes will send notices of the April 12 Annual Meeting to members who are not on the board. No program is planned. Tne meeting will be held in the regular meeting room. Mr. Calloway announced a wheel chair for use by veterans or their families is available through Eddie McSwain, Service Officer of American Legion's Graham Post 159• Mrs. Hughes reported on the follow -up meeting in Waco of the White :douse Conference on Aging. Some items of concern 7, recommended as long -term, short -term, or as being feasible to pass on to the Legislature. The STEP program will be abolished as such in September: Dr. Lewis said the priority adopted by AARP is alternatives to nursing homes. Mrs. Hughes indicated a need for funds for emergency assistance to the needy and it would be helpful if various civic organizations could add to the funds. The practice is to limit disbursements. to .$50 per family. Mrs. Plapp announced Mrs. Lila Lane broke her wrist on Friday. Respectfully submitted, Judy Phillips, Secretary NEXT MEETING: April 12 3ii!�?Oa CO'jj,1 f Cui UI`rITY COUi±CIL County Co?mmianit Council oar-1 �,ne re, -alas meeting room. 1 , 1r. Ioll,y Rees absent. becgase of a d.eatla in tier fqr -lily. :gas rend, s ^ yin, she was unable - to attend i r. an Aais L'in hospital.. met at noon i•ia.rch 9, 1 in prc!sided. firs. Lila L lne wns note from T'?rs. Lucile Go because of :'r. Gould' s bein7 Others in 1tten.dance viere Mr. D. A. Anderson, Ers. Henryetta Done, 1',r. C.E. G� Alin, i•irs. Topaz Hughes, Dr. R.D. Lewis, fir. ;Iolter i°annin7, firs. Ja y Phillips, and Mrs. Shirley Plapp. 'also present eras Mr. Randy Clements frorz Xt GC radio. -Ir.. Anderson INIOV 'D minutes of the orevious meetin be ^nproved a.s mailed. oat. 7econded by Mr. Gatlin. MOTIO1 P',SSLD. i:rs. :r?ighes announced Congress?1an P'zil Gramm will sDe ^k April 20 at 2P1 at First Fed.era.l S.?cL on the federal government a.nd the senior citizen. It was k that a newsletter concerning this meeting sponsored. by 3CCC be sent to all churches, clubs, individuals Tr'no are oast r_crvmbe of BCCC, attorneys, qnd physicians. 3CCC Annu -1 Meeting will be April 13 a.nd.all members will be notified. The lKominating Committee report will be a, part of this notice. 14r. Anderson, Cha.irma.n of the Nominating Committee gave its report. Other members ar r 2rs oak a.nd Mr. Thompson. President - -holly Rees Vice President - -D. k Anderson Secretary- -Judy Phillips `i're- surer - -C. L. Gatlin Tyro -yea.r Terms -- 'dolly Rees, Johnnie_Pea.rson, R.D. Lewis, Lila. Lane, 'ienryetta Doak, Jim Thompson, Lucile Gould, a.nd John Leonard One -year Term to replace Mr. Manning L.S.. Tiny Keen Terms expire June 30, 1982 for: D. k. �;ldon Ca.11ovr C.E. Keen, Judy Phillips, who resigned effective 6/30,/81 -- Anderson, Irma• Benavides, Gatlin, Topaz Hughes, L.S.Tiny a.nd Aline Snyder. Dr. Lewis'MOVLD accep ng e :ominating Committee Report. Seconded by :Manning. MOTION PASSED. Mr. And!�rson announced he will not accept re- election when his term expires June 30, 1982. Mrs. Pla.pp said CAA is completing writing a. grant for two new Foster Gra.ndpa.rents programs, so RSVP will not duplicate this effort. i•ir. :.fanning presented the Treasurer's Report, a copy of Whic is attached to ttiie original of these minutes. 13a.lance on hand Mgrch 1, 1981 iq :?5,966.07. Dr. Lewis MOVED accepting the report. Seconded by i�T,rs. Doak. *10TT.O'ty PASSED. i -rs. Pla.pp gave the RSVP report for January: 366 volunteers of w 3 were active and served 6,660 hours in 35 st= q.tions. 7nis re;oreso is a. 31.4; locq.l match and 56.8 cost per hour which is one of the lowest reported costs. The audit of RSVP books is scheduled for 111arch 10 and 11. She reported the new Program Officer from Austin. was here egrliPr this !oath and met with herself and Mrs. .Lane. He c,,as t^110r? ~;o sF�rcr ^1 tro, - , .)rteer stations q.nd sec. -nee) nleasef?. ?:,i th riis observ11ti ens. N —_I-- -2- Firs. Plana reported further on Don Dq- .lets providing POOht s Park fAcilities to senior citizens. He is furnishin- refresh:ients and RSV`p will nro�ride some progvlms a.nd special activities until it is seen i,..hat the grog rl wants. N coordinating committee is working on details. 1rr?•n are being made to have residents from nursing homes attend. Mrs. Plopp said .198.27 eras realized. from the 3SVP 'rummage sale' last week. She reported that on Februa..ry 26 three RSVPers enroute to Sherwood NursinY Home were injured in.a.n automobile accident. Insurance papers are being filed. Mrs. Plapp has called on the three and had consulted. with sirs. Colleen Batchelor, a.n a-ttorney and past °RSVP 4dvisory Council Cha.irmPn. here '.ill be a full bus going to the 14arch 24 t?SVP kwareness Day in virs . r =lam np will _go to Austin 1 12 in reg=ard. to State appro tions for IBS VP . Dr. Lewis made available a.n information paper from the U.S. Senate Special Committee on 4ging, which pertained to possible income tax deductions. He also made a.va.ila.ble Senator Ca,pertont s letter supporting the report of the Legislative Budget Board concerning funding for RSVPs which will probably not be as much as requested. Dr. Lewis pointed out a.n article in February -March issue of Modern Maturity entitled "Deed Help ?" and pertaining to krea !kgencies on Aging. Mr. Rees gave an explanation of PL 96 -265 (Jake Pickle bill) which t•ras enacted in June 1980 and which he said is primarily an administration internal bill. The intent of the bill was to tighten social security benefits. There is now a. family maximum on disability (pa yments which cannot exceed 80% of the a.vera.ge earnings of the worker before becoming disabled. Mrs. Hughes had raised the question of provisions of this bill at the previous board meeting, a.s a. destitute family she had helped were affected. The family sud.denl; .•- ha.d, to return to their home in North Carolina and she recommended the family pursue the matter of benefits upon their return to T•:orth Carolina. Respectfully submitted, Judy Phillips, Secretary TV;T J, , IPJG: April 13 yiE„�TI :;: ,ITi CONGRESSMAI" GRIIi -IM: gpri1 20 Brazos County Community Council 309 Varisco Building a Bryan, Texas s Telephone 823 -5226 BOARD r,7E!4BERS July 1, 1981 - June -0, 1982 1 YEAR TERM D.A. Anderson 1202 Foster C/S 696 -4241 Eldon Calloway 605 Oakwood B 846 -0702 693 -4141 C.E. Gatlin 1501 Laura Lane C/S 693 -2054 Topaz Hughes 711 S. Coulter B 822 -2538 L.S. Tiny Keen 1501 Medina C/S 6 93 -9732 Judy Phillips 17 Glade C/S 693 -7855 Aline Snyder 311 Crescent B 846 - 6237 Irma%,3enavides 714 S. Coulter B 779 -4400 779 - 2 YEAR TERM Holly Rees 1300 Texas B 822 -1371 846 -7444 Mrs. Dub Pearson 3502 Spring Lane B 846 -3525 Lila Lane 410 N. Randolph B 775 - b87 0 R.D. Lewis 102 Greenway B 846 -9256 John Leonard 3200 Cavitt B 822 -4844 uerryetta Doak 300 Pershing C/S 696 -5492 Jim Thompson 33 East 29th B 822 -0193 Lucille Gould Rt 4 Box 483 C/S 693 -9248 OFFICERS & CONZITTEES PRESIDENT Holly Rees VICE PRESIDENT D.A. Anderson SECRETARY Judy Phillips TREASURER C.E. Gatlin Supervisory Committee Chairman Topaz Hughes Agnes Bowen 802 East 25th B Freddie Wolters P.O. Drawer 913 B Ex- officio Robert Bossler 1115 Anderson C/S � Z � Y e 1 .-II - - W I ---------- l B'Y -LAWS OF THE RETIRED SENIOR VOLUNTEER PROGRAM ADVISORY COUNCIL OF THE BRAZOS COUNTY COMMUNITY COUNCIL ARTICLE I AUTHORITY Section 1 : The creation of the Retired Senior Volunteer Program Advisory Council is authorized by the Brazos County Community Coun- cil and Order 4500.8 of the Federal ACTION Agency. Section 2 : The Advisory Council shall implement its purposes with- in the service area of non - profit agencies and organizations of Brazos County. ARTICLE II PURPOSES &, RESPONSIBILITIES Section 1 : The Advisory Council shall advise and assist the BCCC with the implementation of the objectives of the local RSVP Project in the following activities: (a) Program development (b) Community and financial support (c) Local policies and personnel_ decisions (d) Annual project evaluation (e) Public relations (f) Selection and dismissal of RSVP Director Section 2 : The Advisory Council shall advise and assist the RSVP staff to implement these objectives through functioning in the following activities: ' {a) Development of Volunteer Stations (b) Establishment of reimbursement limits for meals and transportation of Senior Volunteers (c) Awareness of problems and or needs of Senior Citizens (d) Assistance with recruitment, orientation, and assign- ment of Senior Volunteers. 2 (e) Coordination with community organizations and agencies (f) Establishment of sound community and financial support sources (g) Development of in- service activities for Senior Volun- teers and Stations, including recognition and social activities (h) Consultation during the preparation of the annual bud= get and continuation application proposal (i) Preparation of an annual program evaluation survey (j) Awareness of the financial management and administra- tion of the RSVP Project ARTICLE III MEMBERSHIP Section 1 : Membership on the RSVP Advisory Council shall be broadly representative of the community. The membership shall stand at 25 voting members. Section 2 : The membership composition of the Advisory Council shall meet the following requirements: (a) At least one- fourth of the members must be over 60, some of which must be Senior Volunteers. (b) Some Volunteer Stations shall be represented. (c) Other community segments such as government, business, medical, legal, social services, professors, ministers, retired groups, and other specializations may be repre- sented. (d) The sex, ethnic, and economic background of members shall approximately comply with census distribution figures Section 3 : The terms of Advisory Council members shall be two years. Each two year tenure shall begin in September to correspond with the RSVP fiscal year. These terms shall be staggered with half the mem- bership rotating annually. A Council member may serve two successive terms and shall not be eligible for re- election until one year has I 3 elapsed from the completion of the last tenure. Section 4 : A vacancy in the membership of the Advisory Council shall occur upon the resignation, inability to serve, or upon continued ab- sences of a member. A member shall lose an Advisory Council seat for having three consecutive unexcused absences. Prior notification shall constitute an excused absence. Resignation from the Council shall be made either orally or in writing through the notification of the Advisory Council Chairperson. Vacancies in an unexpired term may be filled by the Chairperson. ARTICLE IV OFFICERS Section 1 : The Advisory Council officers shall include a Chairper- son and a Secretary. The RSVP Director shall prepare and present aci,ivity and financial reports at the regular meetings of the Advisory Counci] . Section 2 : The President of the Brazos County Community Council and the RSVP Director shall be ex- officio but non - voting members of the Advisory Council. Other members may be designated as either ex -of- ficio or non - voting members at the discretion of the Advisory Council Chairperson. Section 3 : The tenure of the Advisory Council Officers shall be one year. These Officers shall be nominated by the !`dominating Committee from among those Advisory Council members who have served half of a two year term. A majority of the Advisory Council shall concur in the confirmation of these Officers.. Section 4 : The duties of the Officers shall be as follows: (a) The Chairperson shall preside at all meetings of the Advisory Council and shall perform such other duties as may be necessary to implement the program opera- tions of RSVP. The Chairperson or designee shall rep- resent the Council at all meetings of the BCCC Executive Board. The Chairperson shall appoint such subcommittees as are necessary to achieve the objectives as stated in ARTICLE II. The Chairperson shall designate a presiding N officer in the event of his /her absence from a meeting. (b) The Secretary shall record minutes of the proceedings of the Advisory Council and may perfurm other dutle:; assigned or dele: ated b\, the Chairper 3LI11. erection 5 : These Officers shall assume their respective duties in September of each year. ARTICLE V NOMINATIONS &. ELECTIONS � Section 1 : The Chairperson shall appoint a nominating committee in April of each year. This committee will consist of four persons currently serving on the Advisory Council. The Nominating Committee shall prepare a list of new officers and new Advisory Council members to be presented and confirmed at the May Advisory Council meeting each year. The Nominating Committee may also select new members to fill vacancies in un- expired terms, if they are so instructed by the Ad- visory Council Chairperson. ARTICLE VI SUBCOMMITTEES Section 1 : Subcommittees shall be appointed by the Advisory Council Chairperson or his /her designee. Active subcommittees shall be ap- pointed for the following: (a) Soliciting local financial support (b) Recruitment (c) Recognition (d) Program appraisal Section 2 : Special subcommitees may be appointed by the Advisory Council Chairperson to fulfill the implementation of Advisory Coun- cil objectives as outlined in Article II. Section 3 : Subcommittee leaders shall be full members of the Advis- ory Council. Other members of subcommittees may or may not be full members of the Advisory Council. Subcommittee members shall have full voting rights in their respective subcommittees. 7 Section 4 : Subcommittee tenure shall be established by the Advis- ory Council Chairperson. Section 5 : Subcommittee meetings may be called at the discretion of the subcommittee leaders or when requested by the subcommittee members, the Advisory Council Chairperson, or the RSVP Director. ARTICLE VII MEETINGS Section 1 : The Advisory Council shall meet at least nine times per fiscal year and at other times at the discretion of the Chairperson. Regular meetings shall take place during the third week of the month. Date and time of meeting shall be set by the Chairperson at each pre - ceeding meeting. Section 2 : Written notices of time and place of regular meetings shall be mailed to each Advisory Council member along with an Agenda seven calendar days prior to the date set for such meeting. The minutes from the previous meeting will also be included in the meet- ing announcement. Advisory Council members may submit written items for the Agenda through the RSVP Director. Section 3 : Special meetings may be called at the discretion of the Chairperson. Section 4 : All meetings shall be open to the public. Section 5 : Brief summaries of Advisory Council proceedings shall be published in the RSVP Newsletter. ARTICLE VIII RSVP STAFF Section 1 : The BCCC shall employ a Director and an Administrative Secretary who shall administer the program activities and manage f.hir o t' f' ice operations. Section 2 : The RSVP Director shall be the executive resource officer for the Advisory Council affairs and be responsible for staff activi- ties of concern to the Advisory Council. d ARTICLE IX QUORUM 2eci, n I Those members pr(!serit a t aii o I't' is is L Ly ca I I ed Aciv i_sory Council r^ee- -gig, as outlined in ARTICLi_ VII, Sections 1 -3, shah con- stitute a gjcrum. ARTICLE X 9 PROCEDURAL RULES Robert's Rules of Order (Revised edition) shall govern all matters of parliamentary procedure. ARTICLE XI AMENDMENTS These By -laws may be amended by a three fourths vote of members present at a Council meeting. Proposed amendments may be made by any member of the Advisory Council and must be mailed to all Advisory Council mem- bers seven calendar days prior to the next Council meeting. These By -laws were approved and adopted by the RSVP Advisory Council on January 20, 1975 4) '4 .� �& I Chairperson, RSVP Advisory Council 05 2_0 RSVP Director / ET1RED SEN109 VOLUNTEER PROGRAM of the Brazos County Community Council Room 310 Varisco Building - Bryan, Texas 77301 713 - 822 - 2712 RSVP ADVISORY COUNCIL Proposed Bylaws Amendments The proposed amendments to ARTICLE IV, Sections derlined and included as ARTICLE IV would read approved by the Advisory Council. The words to in brackets. [ ] ARTICLE IV pFFTf FRr, June 3, 1975 1,3, and 4 (a) are un- if these amendments are be removed are enclosed Section 1: The Advisory Council officers shall include a Chairperson, Vice - Chairperson, and Secretary. The RSVP Director shall prepare and present activity and financial reports at the regular meetings of the Advisory Council. Section 2: No changes proposed. Section 3: The tenure of the Advisory Council officers shall be one year. It is recommended that these officers [shall] be nominated by the Nominating Committee from among those Ad- visory Council members who have served half of a two year term. A majority of the Adivsory Council shall concur in the confirmation of these Officers. Section 4. The duties of the Officers shall be as follows: (a) The Chairperson, or the Vic - Chai rperson in the ab- sence of the Chairperson, shall preside at all meet= ings of the Advisory Council shall perform such other duties as may be necessary to implement the pro- gram operations of RSVP. The Chairperson, Vice- Chair- person, or designee shall represent the Council at all meetings of the BCCC Executive Board. The Chairperson shall appoint such subcommitees as are necessary to achieve the objectives as stated in ARTICLE II. The Chair- person or Vice - Chairperson shall designate a presiding officer in the event of his /her absence from a meeting of the Advisory Council. (b) No changes proposed. Section 5: No changes proposed. Respectfully submitted: Lillian McNeely, Bylaws Subcommittee Approved (as proposed) by Advisory Council on June Shirley P app RSVP Director 17, 1975 i Brazos County Cot,nmuni ty Counci 309 Varisco Building a Bryan, Tt o Telephone 823 -5226 February 11, 1980 t i LETTER OF AUTHORITYs TREASURER Shall sign checks; �;Ivo monthly report, and over see the bo SUPERVISOR: Topaz Hughes (Mrs. W. Frank) shall have authority for ?_gning legal documents as follovis: 1. Checks. (when treasurer unavailable) 2. Tax forms which she has prepared 3. Applications and Grants as follovrs: a, Area Agency on Aging b. Brazos Valley Community Ac L' ion c. STEP d . Brazo3 County e. Brazos County United Flay 4. Forms requesting FUNDS from above. 5. F or ms and policies for Libiality Insurance and Vlorll marl's Compensation. Voted at Executive Board ,,eating February 11, 1980. T Preside S e cre t t'y I INFORM. &T:ION AND REFERRAL OFFICE (IRO) �✓ �t of the 22 Brazos County Community Council 2-5 OBJECTIVES, POLICIES AND ORGAN ZAT`ION T II III NAT TE The n;a1ie of th. organi.zat.ion --'.s ` Tne :I..Io- rmation and e.terra.l Office (:IRO) of the Brazos County Commun.:"Lty Council. AUT HORIZATION.- The InIL'ormation and Referral Office (IRO) was created y action of the Board of Directors of the Brazo$ County Community Council.. to provide a service needed by the County. It was empowered to formulate policies, develop programs and an organization to carry out the work. A Director was named to set the IRO in motion. DUTIES.- The duties of the Information and Referral Office are ivi.d'ed into two parts (A) INFORMATION.- For the purposes of achieving a better .Ieage of the functions, limitations and objectives of the many organizations serving Brazos County which are directed to the alleviation of human suffering, wants or ne�_ds beyond the abilities of certain people to supply, it will be the duty of IRO to produce a Director of Communit ,Services, listing health, welm tare, educational and recreational resources available in Brazos County, and to distribute the Directory to all agencies, groups or interested persons in the County. The Directory shall be mai.nIjained current by IRO for its own use, and a list of changes made and distributed annually. It shall also be the duty of IRO to maintain a file of information pertaining to Federal. and State agencies whose objectives are similar to those of the BCCC o (B REFERRAL. In seeking to alleviate human suffering and to implement the aims of the Brazos County Community Council, the objectives of Referral are three-fold: 1. To direct the applicant in need of services, advice or education byond his ability . to fulfill, to the agency or group whose function is to fill that needo Areas of assistance wi.:I..�1 be largely the following a (a) Econom c Problems: Need for shelter, clot` ping- -t'E` asic essentials of living. IRO Objectives., Po11---;.es a: t)r r Pa.ga 2 (b) Hea." th Prob Need for medication, T73 ical care. (c) Sod a. Adj;ustment Need for counseling, ser- v with complex personal, or emotional. pr°obl ems o ~'e,� reat on Need for co- str- c: e group for healthful group exper and. f an. (e`" EL .s a tioa Reed for formq.l or informal. pro- grams, to reduce J ardship, language har.r. obstacles of any sort, to enable self -fu1® fil' -Iment and enco independence. 20 To seek. ou.1-: people in rieed! 'who do not know of ava.i.lall. e assistance, who have lost hope or who for 2"..1.1- f.oji -n- ,ed reasons do not apply for avail - ECble a. a ..stance o 3. To identify unfulfilled needs of the community and to recom en.d. the establishment of an office or agency to satisfy these needs, a-ud conversely, a ,af � L� i en , degree of overlap of function may become evident and a. recommendation of merger of agencies cr transfer of fUn tion may he appropriate, IV. ORGANIZATION OF THE AD+�:��ORsX CO1M iTI' FR'° The general opera- tion policies and Erec`61on oJL tE 0 shall he the re- sponsibility of an Advisory Committee. (A.) The operation of the I.RO shail be under the direction of an Advisory Committee approved by and responsible to the Board of Directors of the Brazos Colinty Community Council. the Adv.- 'Isory Commit -ee sha ;.? consist of aty least seven- (7) members o It sha.l.?. be respomasi le for establishing and malr;t the I.nformat = -Lon. and Referral Office, and sas. ",l. f•ormu + Its po lcies,, supervise the general operation and na;�aa,.gement thereof, shall secure a ad ad- m:�nis er necessa -finances and sha.- carry out its purposes, except insofar as such responsibilities may be delegated'. to the Pirector of IRO. (C) The off-`Lcers of the Advisory Committee shall be a chalrma. -n, a. vice- ch,a-i.rma.n, a. secretary and a treasurer, (D) The duties of tic of flcers stall be those c�xstanasri.Iy performed by such. officers, in accordance with Roberts Rules of Orde.1 -o IRO - Objectives, Po`_ � 'es ar=- ? Rene 3 (F) The is m o.f of ", e A b•,.isor°y Co *tee ' m mi „ shall be t: -.ree � � yep.: L. � -�. ,� one third of the members being a.ppo. s,~ t: ;� 5 i of D'Lre�,to.v s of Bravos Coun - r. - - `10= —nity of eazq year. No member shall, serge more t:aan two (2) c -c— seci - ve terms. Members of the "Irs a A.dv.i.= Jr�,� Comm: t ee sawµ ! draw lots for one -, two- or t: r�eti�=•yea:r terms . (.F) Meet.ir - gs of the A4!v .,sory Comma ttee sh.a'l r' be held quarterly on dates to 'be determined by the Committee. Additional meetings mad be called as deemed necessary or at tube request, , of tae Director. A. majority of duly elected and se - ving members shall const - , tute a quorum at all mee t2ings of the Advlsort' Committee. V. FINANCES (A) The Advisory Committee in cooperation with the Director shall develop the e.nz a`_ 'budget of the IRO which shall be approved by the Bcard. of Directors of the Brazos County C ommunity Council. (B) The fiscal year shale be from June 1 of each year through May 31 of the next succeeding year. (C) Upo a di.;sso:qution of t,be I.R.O. any funds, property or assets remainirg shad be d.istribut as determined by the Brazos Co•un - ,T Community Council, but shall not be distributed in &ay- mennrr InIch would inure to the benefit of a=y pr -Nate cory -por°ation, agency or individual. VI. ADMINI TPA.T - 'ON x (A) Th.e administration �:,f the 1R0 sha'll be the duty of Ube Director, w:io s °€. blS appointed by the directors of the Brazos County C'omurimityr Co mcil t y ou the recommendaTM >: on of the A,dv;=:scr^y Camm -ittee o (B) The Director of IRC aimindster t;he af fairs of the office, �.`��9 .� smp -.O Person its needed to carry ou.t 'tie : unctionr Of .APO and ger�er��!y have charge of directing - he personnel, - .n;s�.:r sng them in their duties and supervising their activities. VII. AMENDMENT, Changes of, additions - It - lo or d.e.I,et ons of pests of These 31 of Ob eck:1ves,, Policies and Organization of the IRO of the Brazos County ommjni ty Ooun --cil may be made under the following c.onlitio.ns o A favorable Grote of 213 of the members of tae Ads msor Committee present.. at- a quarterly or called meeting, e. quorum bung presen�:, sh.a ' be required ,4 IRO - Objectives, Po .ic and O�ga7�.� nation Page 4 for the amendment of phis Statement of Objectives, Policies and O.-�ganizav ion of IRO, and no vote on a proposed .amendment shall be taken unless it has `peen. presented in writing at the preceding meeting of .r..e Aa4 Committee or unless it shall have been presented ---' a wr-iting to all members of the Advisory Comma ttee at `:.east ten (-.0) days prior to the date of the vote . 7 11) s,&J,� t 4p, BRAZOS COUNTY COMMUNITY COUNCIL ! BY -LAWS Established 1968 0 � Article I - Name M The name of this organization shall be the 3razos Count Community Council. Article II - Objectives do Purposes soc«t The Brazos County Community )�Ouncil 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 aaaist 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 an7aT by the Board of Directors. Section 2 - Organizations shall remain members unless they voluntarily withdraw or until membership 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.'' Faire to pay 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 Directors, consisting of at least fourteen members of the Brazos County Community Council, shall be responsible for the formula- 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,pof Directors. Members of such committees need not be members of the Board. ) The Board of Directors shall Im4ude the following M Ut President u Vice - President Secretary Treasurer Chairperson for Members Chairperson for Publ' it,y and Promotion Eight General Men rs V ' ' III" Ads o a 'on grgups sponsored by or cooperating with the 9razos County Community Council may be invited to sit with the Board for purposes of planning, reporting, etc. Section 2 - Members of the Board shall serve for a term of two years, or until their successors are elected. One half of the membership of the Board shall be elected each year, to replace those whose term is expiring. Members who have 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 Roard. Section 6 - Members of the Board shall be nominated and elected with- out discrimination. Article VI - Elections Section 1 - Nominating 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 an i o d Q�t_p iytgc_tgr s . 3. The President shall exercise general supervision over all the affairs of the Council. wg7j � 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 M 1 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 Board meetings to all members of the Council and /or the Board. -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 Brazos County Community Council, and shall make investments only in such securities as are approved by the Board of Directors. The Treasurer shall be responsible for the payment of all just bills incurred by the Council, and shall deliver 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 meetinr� of the Council. V io e -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 among organizations and individuals. The Chairperson for Membershi.n 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, and 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 committee 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 50% 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 Board 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 for the corresponding provision of any future United States Internal Revenue Law). No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distri- butions in furtherance of the purposes set forth in the preceding paragraph. 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 di.stritution of 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). 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 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Directors shall determine. Any of such assets not so disposed of shall be disposed of by the Court of Common Pleas of the County in which the principal office of the 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 meetinr of the Council, provided that the proposed 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 XIV - 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 . Brazos County Community Council 309 Varisco Building • Bryan, Texas • Telephone 823 -5226 BOARD MEMBERS JULY 1, 1982 -- JUNE 30,1983 1 YEAR TERM Holly Rees Gus Lampe Lila Lane R.D. Lewis John Birkner Henryetta Doak Jim Thompson Lucille Gould 2 YEAR TERM David Ruesink Emma Gay C.E. Gatlin Topaz Hughes L.S. (Tiny) Keene Judy Phillips Aline Snyder 1300 Texas P 0. Box 4509 77805 410 N. Randolph 102 Greenway 3809 Holly Dr. 300 Pershing 3300 East 29th 111 Lee S. 1902 Lawyer 201 Suffolk 1501 Laura In. 711 S. Coulter 1501 Medina 1704 Glade 311 Crescent B B B C/S B C/S 822 -1371 779 -9436 775 -6870 846 -9256 846 -9363 696 -5492 822 -0193 693 -9248 846 -7444 770- 1771 846 -3492 845 -2672 OFFICERS PRESIDENT VICE PRESIDENT SECRETARY TREASURER C.E. Gatlin Topaz Hughes Judy Phillips Jim Thompson C/S C/S C/S B C/S C/S B 693 -0774 696 -4442 693 -2054 822 -2538 693 -9732 693 -7855 846 -6237 SUPERVISORY COMMITTEE Topaz Hughes Chairman Agnes Bowen 802 E. 25th B Freddie Wolters P.O. Drawer 913 B Ex- officio Robert Bossler 1115 Andderson C/S 100 BRAZOS COUNTY COMIrIJNITY COUNCIL The Brazos County Community Council board met at noon May 10, 1982 in the regular meeting room. Mr. Holly Rees presided. Others in attendance were Mr. D.A. Anderson, Mr. Eldon Calloway, I Henryetta Doak, Mr. C.E. Gatlin, Mrs. Topaz Hughes, 11Ir. L.E. Keen, Dr. R.D. LeTVis, Mrs. Judy Phillips, Mrs. Shirley Plapp, sirs. LaVerne Skinner, Mrs. Aline Snyder, and Mr. Jim Thompson. Mr. Anderson MOVED minutes of the previous meeting reflect the following changes: Elected for two -year terms were Emma Gay and David Ruesink. Elected for one year to fill unexpired terms were Gus Lampe and John Birkner. Mrs. Doak seconded. MOTION PASSED. The minutes were approved as modified. Mr. Gatlin presented the Treasurer's Report. Balance on hand May 1 was :'8,359.86. A copy is attached to the original of these minutes. Mrs. Skinner presented the April I &R Report: 89 individuals served; unable to assist 11 because of lack of funds for rent, utilities, and medical bills and unable to locate low -cost housing; five individuals visited through Outreach; four individuals referred for adult sitting jobs; 1,352 Telephone Reassurance calls made; and 1,972 passenger trips scheduled on the Brazos Transit System. No charge is made for authorized trips taken by riders who qualify under the DHR and Area Agency on Aging contracts. Mrs. Plapp gave the RSVP March report: 426 volunteers of which 361 were active and served 9,909 hours in 35 active stations, representing - a 56.9% non - federal match and 48.2;4 cost per hour. She also submitted the RSVP Financial report for the period ending April 25, 1982, a copy of which is attached to the original of these minutes. Mrs. Plapp also reported 34 people had attended the April 22 annual orientation workshop for paid staff of volunteer stations, and she presented the evaluations made by participants. Dr. Lewis said effective presentations were made by volunteers and it was overall a good workshop. Mr. Rees reported receiving a letter from ACTION in response to the one written as directed at the annual meeting, concerning amount due from RSVP because of an imbalance in federal funds received and spent over the past nine years. ACTION now says that figure amounts to $15. The question of how this amount should be paid was not answered in the letter. The board DECIDED the figure should be listed as an audit adjustment with reference to the letter, taking the amount from non - federal funds. Mr. Rees read a letter from.Max Vigil, ACTION program officer, as a follow -up to his April visit. Mr. Vigil stated there were no reasons to call any exceptions to compliance with the grant. However, he sug;ested, if a need exists, implementing a policy for providing for volunteer grievances or cause for dismissal as well as staff hiring and separation. The board DECIDED these suggestions should be referred to the RSVP Advisory Council for consideration when 'reviewing personnel policies. Nveral suggestions were made to the Bylaws Committee which will be M ing soon to make recommendations for changes. P , BCCC board. = ':� =. 10, 1932 - page 2 Tlie board then met in executive session to consider the salary of the I &H Director. Mr. Gatlin MOVED Mrs. Sriinnert s salary be increased effective Hay 1 to M,230 annually (.;P940 per rionth ). Motion was seconded. 'MOTION PASSED. This represents an 8.4% increase. Mrs. Skinner is performing additional responsibilities since Mrs. olattinger's death. The funds are to be taken from current budget. Mrs. Hughes stated brochures need to be updated. 'These funds will also come from Mrs. Wattinger's unspent salary under the Community Action grant. Judy Phillips, Secretary NEXT MEETING: June 14 a BRAZ OS COUNTY COMMUNITY COUNCIL INFORMATION AND REFERRAL PERSONNEL PRACTICES `'' '` ✓ -��12 i�7 I. Jo & REFERRAL DIRECTOR 1. Serve as an information and referral office in Brazos County in the following areas: a. To refer any applicant in need of service tothe agency or group whose function it is to fill that need. b. Seek help with emergency cases when possible. C. Help prepare budget with treasurer and supervisory committee. d. Shall administer the affairs of the office by cooperating with the executive board of the BCCC. e. Purchase all supplies for IRO and those requested j by BCCC Board. f. Prepare a Directory of Services when feasible and shall keep up to date list. of community services. II.CONTRACT WITH BVDC a. Prepare to assist older people with the entire range of needs or problems they may confront. b. Perform outreach services locating and contacting isolated and low- income elderly persons in all parts of the county to aid them in meeting their needs for resource assistance. c. Schedule van rides for those over 60 and those on Medicaid as outlined in Project Independence contract with Brazos Valley Community "Action. d. Fulfull contract items listed by BVDC Area Office on Aging. II. SALARY 1.Established by Supervisory Committee and approved by the Executive Board of BCC at the beginning of each fiscal year. 2. COMPENSATORY time may be taken with approval of one member of Supervisory Committee according to hours listed on time chart. 3. MILEAGE at 15¢ per mile will be paid for official business. 4. VACATION. One week each year after one years employment. 5. HOLIDAYS as follows: New Year's Day President's day in February Good Friday July 4th Labor Day Thanksgiving & Friday after Christmas Day & day after or before 6. LEAVE without pay at discretion of Supervisory Committee. 7. SICK LEAVE shall number 1 day per month and may be advanced or accrued up to 12 days. III OFFICE HOURS .will be from 9 :00 to 3:00 P.M. With outreach hours being from 3 :00 to 5:00. Outreach hours will be from 1 :00 to 5:00 two days each week when office can be staffed with a volunteer from 1100 to 3 ;00. BRAIO S COUNTY COMMUNITY COUNCIL SUPERVISORY COMMITTEE I. FINANCE 1. R.S.V.P. Check to see that monthly IRS & FICA checks have been disposited. Check to be sure quarterly report and check has been sent to IRS & FICA. Check monthly financial reports and make suggestions for change if indicated. Work with treasurer. 2. Information & Referral Office. r Same as above.°. Help prepare budgets for BVDC and United Funds. Determine need for other funds. Work closely with treasurer to see that books reflect our contract with BVDC and that "in kind" and matching funds are shown. 3. OVER SEE BANK ACCOUNTS Oversee budget expenditures. II. PERSONNEL Communicate irregular hours of employees. Keep record of vacation time. Keep record of leave of absences. PREPARE AND OVERSEE PERSONNEL PRACTICES. Oversee work of all employees and offer suggestions for improvements. Encourage attendance at meetings for personal growth. Evualate work of all employees. Work with personnel on job descriptions. Keep record of speeches and other contacts with groups. III. GENERAL Oversee function and operation of both offices. Encourage publicity and public awareness of function of offices. Be aware of community needs and enlist aid of BCCC for expansion of our facilities as needed. Keep BCCC informed of needs and what is being done. WORK with BVDC to be sure IRO is doing a satisfactory job. Check evualation of workers by BVDC. See that annual evualtions are done on the work and personnel in each office. Provide,.feed back to Action as necessary. BRALOS COUNTY COMMUNITY COUNCIL CALENDAR JANUARY 1 - 10 Quarterly IRS & FICA report to I @S FICA & IRS check to bank American Cancer Society billed for phone. QUARTERLY MEETING BOARD MEETING FEBRUARY Appoint nominating committee Monthly FICA & IRS Check to Bank BOARD MEETING MARL Monthly FICA & IRS check to bank BOARD MEETING APRIL Monthly FICA & IRS check to bank Quarterly IRS & FICA report to IRS Grant application due - -if applicable. 'Notice to membership of ANNUAL MEETING Nominations for directors sent to membership ANNUAL MEETING OF BCCC MEMBERRHIP Election of officers Written reports by secretary and treasurer at annual meeting. BOARD MEETING MAY Monthly FICA & IRS check to bank BOARD MEETING JUNE Monthly FICA & IRS check to bank New Officers take over Audit of books - BOARD MEE�yNre for United Fund appeals JULY Monthly FICA & IRS check to bank Quarterly IRS & FICA report to IRS QUARTERLY MEETING BOARD MEETING AUGUST Monthly FICA & IRS Check to bank BOARD MMEETING SEPTEMBER Monthly FICA & IRO check to Audit of R.S.V.P. books. BOARD MEETING OCTOBER Monthly FICA & IRS check to Quarterly FICA & IRS report QUARTERLY MEETING BOARD MEETING NOVEMBER DECEMBER bank bank to IRS Monthly FICA & IRS check to bank Tax exemption tax return due by November 15. BOARD MEETING Monthly FICA AND IRS check to bank BOARD MEETING r