R-87-1065 - 11/24/1987WHEREAS, the City Council has determined that it would be
desirable for the volunteer program to be continued in Round Rock,
and
WHEREAS, Capital Area Volunteer Center, Inc., of Austin, Texas
has submitted a contract to operate and manage a Volunteer Center in
Round Rock, and,
WHEREAS, the Council desires to enter into said contract with
Capital Area Volunteer Center, Inc., NOW THEREFORE
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS
That the Mayor is hereby authorized and directed to execute on
behalf of the City a contract to operate and manage a volunteer
center in Round Rock with Capital Area Volunteer Center, Inc., a copy
of said contract being attached hereto and incorporated herein for
all purposes. /
RESOLVED this c Y day of 221PAVAILaAlgLkML, 1987.
ATTEST:
G943R
WY)
E LAND, City Secretary
RESOLUTION NO. /O6,572
MIKE ROBINSON, Mayor
City of Round Rock, Texas
4.
THIS AGREEMENT, is entered into on the date last shown, by and
between City of Round Rock (hereinafter called "City "), a political
subdivision of the State of Texas, acting by and through Mike
Robinson, its Mayor, and Capital Area Volunteer Center, Inc., acting
by and through Marge Tripp, its duly authorized Executive Director.
The parties agree to perform and comply with the obligations, terms,
and conditions of this contract as hereinafter set forth:
1.0 TERM OF AGREEMENT
This agreement will be in effect from the 1st day of October
1987 until the 30th day of September 1988.
2.0 CONSIDERATION
2.1 Payment by the City: Subject to the terms and conditions set
forth herein, the City agrees to pay to the contractor for services
rendered by the contractor pursuant to this agreement during the term
indicated in paragraph (1.0) above, the sum of $10,939.00.
2.2 General duties of Contractor: The contractor agrees to
operate and manage a volunteer center in Round Rock for the purposes
of providing volunteers and coordinating the efforts of volunteers in
service to City government programs as requested by the City. The
services to be provided by the contract will include, but not limited
to:
GVSPCAGREE
VOLUNTEER SERVICES PROGRAM CONTRACT
1. Interviewing the staff in each City Department on a regular
basis to determine and evaluate the feasibility of each
department's using volunteer workers.
2. Conducting an orientation session for each City Department on
the management of volunteer workers.
3. Assisting City Department heads and the City Department of
Personnel & Budget in writing and updating volunteer job
descriptions.
4. Recruiting, interviewing, and screening prospective volunteer
workers for the City.
5. Conducting orientation sessions for volunteer workers.
6. Scheduling and monitoring volunteer workers' progress.
7. Maintaining records and reports on the volunteer program for
Round Rock; and,
8. Conducting program evaluation on a regular basis and
reporting to the City's appointed representative under this
contract.
3.0 REPRESENTATIVES OF THE PARTIES
3.1 City Representative: The Personnel Administrative Assistant
to the Round Rock Personnel & Budget Department (hereinafter called
City Representative "), will be the City's representative for the
administration of this contract.
3.2 Contractor Representative: Marge Tripp will be the
Contractor's representative for the management of all contractual
matters pertaining to this agreement.
4.0 COMPLIANCE WITH FEDERAL. STATE AND LOCAL LAWS
The contractor will comply with all applicable laws, ordinances,
and codes of the Federal, State, and local governments during the
terms of this contract.
5.0 TERMINATION
5.1 Either party may terminate this agreement, provided that the
terminating party will give a least sixty (60) days written notice to
the other party in the manner provided for giving notice generally
under this contract.
5.2 If either party should terminated this contract before the
end of the terms stated in paragraph (1.0) above: the (1) The City
will not be obligated to pay Contractor for any expenses which the
Contractor incurred on or after the date of termination; and (2) The
Contractor will not be obligated to perform any services under this
contract from and after the date of termination, except those
relating to final reports, accountings, and other procedures relating
to the winding up of the administration of this contract.
5.3 Nothing in this section relating to termination will be
construed to mean that either party waives its right to causes of
action or remedies for breaches of this contract which occur before
the effective date of termination by virtue of such termination.
6.0 PAYMENTS TO CONTRACTOR
6.1 Payment to the Contractor by the City will be based upon:
2.
(1) an invoice requesting draw down of funds; and (2) an expenditure
report. The Contractor will deliver the invoice and expenditure
report to the City Personnel & Budget Department no later than the
tenth (10th) working day of the month following the month covered by
the invoice and expenditure report.
6.3 Upon receipt and approval by the City of each invoice and
monthly expenditure report, the City will process payment to the
Contractor in an amount equal to one - twelth (1/12) of the total
consideration to be paid by the City during the term of this
contract. Any amount exceeding such one - twelth share for any given
month will be the subject of the approval of the City Council.
6.4 Notwithstanding the foregoing, the City will have the right
to withhold payment for the final month that this contract is in
effect until a final accounting has been submitted to the City.
7.0 PROPERTY PURCHASED WITH CITY FUNDS
7.1 No property of any kind, especially office equipment, office
furniture, or other similar articles of personal property, will be
purchased by the Contractor in whole or in part with City funds
unless the Contractor receives the express permission of the City
Council. If the City Council grants such permission, the Contractor
shall permit authorized agents of the City to inventory and mark such
property for identification as City property.
7.2 It is agreed that such property will be the property of the
City. In further consideration of the Contractor's services, the
Contractor has the right to use such property in connection with the
performance of its duties under this contract without charge, but
upon expiration or termination of this contract, such property will
be returned to the City or the City may send its agents to the
premises where the property is located and recover same, allowing a
reasonable time for the winding up of the administration of this
contract.
8.0 INSURANCE
8.1 The contractor will maintain adequate and continuois
liability insurance on all vehicles owned, leased, or operated by the
3.
Contractor which vehicles are used at any time in service to the
City. All employees of the Contractor who perform services for the
City pursuant to this contract and all volunteers provided by the
Contractor to work for the City who drive a vehicle during the normal
course and scope of their employment or tenure of service must
possess a valid Texas drivers license and liability insurance.
Evidence of the employee's current possession of a valid drivers and
insurance must be maintained on a current basis in the Contractor's
files.
8.2 To the extent that insurance is required by this contract,
losses actually incurred which are not covered by insurance are not
allowable costs under this contract.
9.0 AUDITING AND MAINTENANCE OF RECORDS
9.1 The Contractor will maintain records of all receipts and
disbursements and any other records which pertain to, directly or
indirectly, any expenses which the City is obligated to pay for, or
reimburse the Contractor for, under this contract. Such records will
be maintained by the Contractor until a final accounting of the
Contractor's management of funds paid by the City to it has been
presented to the City Council and the City Council has approved such
accounting. The requirement that such records be maintained by the
Contractor and the requirement that a final accounting be presented
to the City Council for its approval will be binding upon the
Contractor even after the effective date of termination or expiration
of this contract.
10.0 REPORTS AND INFORMATION
10.1 Every month, along with its submission of the invoice and
expenditure report, the Contractor will submit a report to the
Director of City Personnel & Budget a report on volunteer service
done for the City during the previous calendar period. The report
will contain a breakdown on an individual City department basis of:
(1) the number of requests for volunteers and service made by each
City department; (2) the number of requests for services filled for
each department by the Contractor; (3) a list of all the types of
4.
jobs filled by the Contractor for each City department; and, (4) the
total number of hours worked by volunteers in service for each City
department.
10.2 At such time and in such form as the City may require, the
Contractor will furnish such statements, records, reports, data, and
information as the City may request pertaining to matters covered by
this contract. A final report must be submitted to the City prior to
payment of the last installment of this contract.
11.0 PUBLICATIONS
All published material and written reports submitted under this
project must be originally developed material unless otherwise
specifically provided in the contract document. When material not
originally developed is included in a report, it will have the source
identified. This identification may be in the body of the report or
by footnote. This provision is applicable when the material is in a
verbatim or extensive paraphrase format.
12.0 RIGHTS TO PROPOSAL AND CONTRACTUAL MATERIAL
All reports, charts, schedules, or other appended documentation
to any proposal, contents of basis proposal, or contracts and any
responses, inquiries, correspondence, and related materials submitted
by the Contractor will become the property of the City upon receipt
of the paragraph.
13.0 COPYRIGHTS AND RIGHTS IN DATA
Where activities supported by this project produce original
computer programs, writings, sound recordings, pictorial
reproduction, drawings, or other graphical representation and works
of any similar nature (the term "computer program" includes
executable computer programs and supporting data in any form), the
City has the right to use, duplicate, and disclose, in whole or in
part, such material, in any manner, for any purpose whatsoever, and
cause others to do so. If the material is copyrightable the
subgrantee may copyright the material, and the City reserves a
royalty -free, non - exclusive, and irrevocable license to reproduce,
5 .
publish, and use such materials, in whole or in part, or authorize
others to do so.
14.0 NOTIFICATION OF ACTION BROUGHT
In the event that any claims, demands, suits, or other actions
are made or brought by any person, firm, corporation, or other entity
against the Contractor, the Contractor shall give written notice
thereof to the City within two (2) working days after having been
notified of such claim, demand, suit, or action. The notice will
state: (1) the date and hour of notification of any such claim,
demand, suit, or other action; (2) the names and addresses of the
person, firm, corporation, or other entity making such claim; (3) the
basis of such claim, action, or proceeding; (4) and the name of any
person against whom such claim is being made. The notice required
hereunder will be in writing and will be given in the manner provided
for notices generally under this contract subject to the requirements
listed in this paragraph.
15.0 ASSIGNMENT
The Contractor shall not transfer, pledge, or otherwise assign
this contract or any interest therein, or any claim arising
thereunder, to anyone without the prior written approval of the City.
16.0 SEVERABILITY
If any provision of this contract is held invalid, illegal, or
unenforceable, the remainder of this contract will remain in force
and effect and will be construed to conform to the intent of the
parties.
17.0 NO WAIVER OF PERFORMANCE
Any waiver by either party to this contract or any breach of
this contract will not constitute a continuing waiver of any other
prior or subsequent breach of the contract.
18.0 NOTICES
18.1 All notices under this contract, except as otherwise
specifically provided herein, will be in writing and will be either
6.
hand delivered, or sent postage prepaid, by U.S. Mail, certified or
registered mail with return receipt requested.
18.2 Notice to the Contractor will be sent to the following
person at the following address: Marge Tripp, Capital Area Volunteer
Center, Inc., 5828 Balcones, Suite 205, Austin, Texas 78731.
18.3 Notice to the City will be sent to the following persons at
the following address: Director, Round Rock Personnel & Budget, Round
Rock City Annex, Round Rock, Texas 78664; with copy to (certified or
registered mail, return receipt requested, is not required): Round
Rock City Attorney, Round Rock, Texas 78664.
18.4 Notice will be deemed effective, if sent in the manner
prescribed above, immediately in the case of hand delivery, and three
days after the date of posting in the case of mailing.
19.0 VENUE
Both parties agree that venue for any litigation arising from
this contract will lie in Round Rock, Williamson County, Texas.
20.0 ENTIRE AGREEMENT /CHANGES IN THE CONTRACT
This contract constitutes the entire agreement of the parties
hereto and cannot be changed except by a writing, signed by the party
to be charged. No officer, agent, employee, or representative of the
City has any authority to modify the terms of this contract except in
accordance with such express authority as may be granted by the Round
Rock City Council.
21.0 HOLD HARMLESS
The Contractor agrees to save and hold harmless the City, its
agents, servants, officials, and employees from any and all liability
or negligence of whatsoever type or nature, resulting from any act of
commission or ommission by the Contractor, its agents, servants,
employees or any volunteers which it places in service to the City,
arising from any activities performed pursuant to this contract.
7 .
19
ATTEST:
EXECUTED IN DUPLICATE ORIGINALS on this d7 day of ) ? 2' it
E LAND, City Secretary
ROUND ROCK, TEXAS
By: d� 14 s�2:�/i'
MIKE ROBINSON, Mayor
CAPITAL AREA VOLUNTEER CENTER, INC.
By:
MARGE T
S
ive Director
DATE: November 20, 1987
SUBJECT: Council Agenda, November 24, 1987
ITEM: 10A. Consider a resolution authorizing the Mayor to
enter into a contract with the Round Rock Volunteer
Center.
STAFF RESOURCE PERSON: Sam Huey
STAFF RECOMMENDATION:
This item is for the renewal of the Volunteer
Services Program Contract with the City
of Round Rock and the Capital Area Volunteer
Center Inc. The past years program has
been very successful,as a startup program
as citizens have been realizing there is
a method by which they can volunteer services
and time to the community.
The cost of this contract will be $10,939
for the period of the current fiscal year.
Volunteer Center
1104 South Mays Suite 105
Round Rock, To 75664
Lend a hand 5
The Capital Area Volunteer Center, Inc. is proposing to the
City of Round Rock that it be allowed to continue to manage
and coordinate the citywide volunteer program called the
Municipal Volunteer Program, henceforth referred to as MVP.
The Volunteer Center is a communitywide clearinghouse for anyone
wanting to volunteer for a non - profit agency. In addition to
being an information and referral center for volunteers, the
Volunteer Center provides consultation and training to non-
profit agency staff and volunteer program administrators through
workshops, seminars, individual consultation and technical
assistance.
The Volunteer Center has effectively managed the MVP program
since January of 1987 and proposes to continue to:
1. Market the volunteer program to department
supervisors and have productive volunteers
in thirteen different departments.
2. Market the volunteer programs to the public
at large, so that potential volunteers are
aware of the opportunities to work within
city government and have 30 volunteers on
the job monthly, with a minimum of 230
volunteer -hours per month.
3. Identify potential areas where expanded and
creative assignments of volunteers would
assist in increasing the city's capacity to
provide services.
4. Continue to develop the advisory board, -
composed of retirement groups, major companies,
media, city government, and community volunteers.
5. Continue recognition of volunteers for services
rendered.
Figure 1 reflects the role of the MVP Director in relationship
to the Capital Area Volunteer Center, Inc. and the Round Rock
city staff. The responsibilities of the MVP Director are to:
1. Interview key staff in each department to determine
and evaluate the feasibility of their using volunteers.
2. Assist each city department interested in using vol-
unteers with writing and /or updating job descriptions.
3. Conduct an orientation for each department on the
management and effective utilization of volunteers.
4. Recruit, interview, and screen prospective volunteers.
5. Meet with the department representative and prospective
volunteers to negotiate the contract.
6. Conduct orientations for new volunteers.
7. Schedule and monitor progress of volunteers.
8. Maintain necessary records and reports.
There are many benefits to the City of Round Rock in allowing
the Volunteer Center to continue the management of the Municipal
Volunteer Program. They are:
1. Saving on city expenditures of existing programs by
maintaining and increasing the current rate of service
hours.
2. Allowing more staff hours to be spent on new and
expanding programs.
3. Having immediate access to the vast multitude of
resources and the volunteer base collected by the
Volunteer Center, including the Center's skills bank,
a computer -based means to identify skilled profes-
sionals with diverse talents who are willing to
provide their skills to non - profit agencies, the
Disabled Program, and the Retiree Round Table.
4. Utilizing existing forms developed expressly for
interviewing, placing, tracking, and monitoring MVP
volunteers.
5. Maximizing the rapport established between the MVP
Director and city departments, thereby eliminating
the effects of transition on communication and service
delivery. In addition, the MVP Director will continue
to explore opportunities to enhance the utilization of
volunteers within the various divisions.
Volunteer Coda
CITY HALL/
ADMINISTRATION
COMMUNITY DEVELOPMENT
& PLANNING
VOLUNTEER CENTER
DIRECTOR
DATA PROCESSING
MVP DIRECTOR
FIRE
FINANCE
LIBRARY
LEGAL
PUBLIC SAFETY
MUNICIPAL
COURT
PARKS &
RECREATION
PUBLIC
WORKS
MUNICIPAL VOLUNTEER PROGRAM FOR THE CITY OF ROUND ROCK
I. BUSINESS ORGANIZATION
Capital Area Volunteer Center, Inc.
5828 Balcones, Suite 205
Austin, Texas 78731
Incorporated State of Texas #501 -C -3
Tax Identification Number: 74- 2179887
II. SCOPE OF CONTRACTOR'S DUTIES
Goal: In order to meet the purpose of the proposed
contract, the Capital Area Volunteer Center, Inc.
proposes a two -fold goal:
. Expend 20 hours a week to administer and coordinate
a volunteer center for the City of Round Rock,
henceforth called the Municipal Volunteer Program (MVP).
. Provide a minimum of 230 volunteer -hours per month by
having 30 volunteers on the job monthly.
Following are the services to be provided as per the bid
specifications:
1. Identifying the Potential Areas
The MVP Director will actively seek to:
. Make contacts with all levels of staff in
city departments and offices.
. Become knowledgeable about all aspects of the
functions and operations of the department, and
. Work with city personnel to identify all
possible ways in which volunteers can supplement
services offered by the Department.
. Use the information to develop a detailed
volunteer job description for each position
identified.
Volunteer Center
2. Writing and Updating Volunteer Job Descriptions
The Municipal Volunteer Program currently has on file
forty -seven job descriptions for the City of Round
Rock which have been written and developed by the MVP
Director since the inception of the program in January,
1987. The Director will continue to meet with city
personnel currently utilizing volunteers, to insure
that job descriptions in their departments are timely
and accurate. Additionally, the MVP Director will develop
the appropriate job descriptions as new volunteer positions
are created in previously unserved departments. (See
Attachment A)
3. a. Developing Recruitment Materials
For effective marketing, the volunteer program must
have printed support materials which explain the efforts
of the program, describe the kinds of positions that are
available, and detail the mutual benefits of both city
government and volunteers. Attached are examples of
brochures developed by the present contractor for the
MVP. (See Attachment B)
b. Marketing the Volunteer` Program
Brochures will be distributed to all area university
campuses, city offices, and public locations.
Additionally they will be given to all present
volunteers and be available for all prospective
volunteers at the volunteer fairs, etc. '
Fliers will be regularly posted on all bulletin
boards at Southwestern University.
The career counseling center of Southwestern
University will post job openings of the MVP, and
will make referrals to the MVP to a great variety
of people seeking career changes and relevant
work experience.
Information about the MVP will be given in the
form of a brochure and information sheet to all
new city employees during New Employee Orientation.
The MVP Director and the Director of the Capital
Area Volunteer Center, Inc., will speak to community
groups such as the elderly, students, and mentally
retarded and social and academic clubs on average
of two times a month on the subject of volunteering
for the city. They will also appear on a weekly
radio program on B -93 with Disk Jockey Mike Butts
to advertise volunteer openings.
Volunteer Center
-2-
. Job descriptions for volunteers will be regularly
featured in the volunteer file of the Round Rock
Leader in the Lend -a -Hand Column of the Volunteer
Center.
. The MVP Director will work with the Volunteer
Coordinator of the Capital Area Volunteer Center's
Disabled and Retiree Round Table to encourage
involvement by both groups.
. Job descriptions for city volunteers will be
regularly featured in newsletters of seventeen
local corporations in columns written by the
Volunteer Center Staff.
4. Conducting Orientation Session for City Staff
The MVP Director will identify and meet with city per-
sonnel interested in having volunteers to provide a
thorough orientation to the Municipal Volunteer Program.
The MVP Director will use a professionally prepared
folder of salient information about the volunteer
program which clearly explains all procedures involved,
including:
. Writing job descriptions,
. Interviewing prospective volunteers,
. Training and managing volunteers, and
. Providing recognition for volunteers.
This orientation will include practical suggestions for
the staff's responsibility of the day -to -day supervision
of volunteers, especially in areas of creative problem -
solving. The director will be available for consultation
throughout the contract period regarding any problems or
questions that may arise during the course of the
volunteer's work commitment.
5. a. Recruiting, Interviewing and Screening Prospective
Volunteers
The director will utilize all recruitment strategies
available, including targeting special groups such as
university students, retirees, members of social and
professional clubs, people seeking career exploration
and change, and other community- minded citizens. The
MVP Director will also present city volunteer oppor-
tunities to those prospective volunteers who come to the
Volunteer Center seeking information about available
volunteer positions. All persons interested in the
city MVP positions will be personally interviewed by the
MVP Director, who will determine their skills, interests
Volunteer Center -
-3-
and availability. (See Attachment C ) On the basis of
this initial screening,, volunteers will be referred to
the most appropriate volunteer position, and the MVP Dir-
ector will accompany the volunteer on a personal interview
with the volunteer supervisor at the earliest mutually
convenient time.
b. Developing a Skills Bank
A skills bank database was developed by the present con-
tractor to facilitate prompt accessibility to potential
volunteers with particular skills. The skills bank will
continue to be maintained and enhanced as marketing and
recruitment efforts continue to yield prospective volunteers.
(See Attachment D )
6. Facilitating Contract Between Volunteers and City
Supervisors
Development of volunteer opportunities is a process that
is undertaken jointly by the MVP Director. and Round Rock
departmental staff. Cooperation and support of the line
staff in identifying volunteer opportunities and providing
the necessary training and supervision are key elements
of a successful volunteer program. Following the recruit-
ment and pre- screening done by the MVP Director, the
volunteer, MVP Director and departmental staff meet to:
. Determine the work to be done by the volunteers,
. Clarify expectations regarding the volunteer's role
in the department,
. Determine the amount of decision - making authority and
independence the volunteer will possess,
. Emphasize the need for dependability on the part of
the volunteer,
. Detail recordkeeping requirements. (See Attachment E)
If all parties agree to work together, the volunteer con-
tract is drawn up and signed. (See Attachment 1' ) The
volunteer contract is an informal contract which specifies
the duties that the volunteer commits to, the length of
the commitment, the needs of the volunteer in order to
be able to accomplish the job, a specification of the
days and hours the volunteer will work each week, and
signatures of all interested parties.
Vol ntccr Ccntcr
-4-
7. Monitoring and Evaluating the Progress of Volunteers
Monthly contact will be made with the volunteer and /or
volunteer's supervisor, as an informal assessment of the
volunteer's progress. A more formalized evaluation will
be implemented in which the volunteer will be evaluated
by the departmental supervisor at six month intervals.
(See Attachment G)
8. Maintaining Detailed Records
The Director will keep detailed records of the program,
including hours accumulated by individual volunteers (see
Attachment H), financial expenditures, number of hours
worked by volunteers in various departments, and specific
services rendered by volunteers in the participating city
departments (see Attachment I ).
9. Submitting Monthly Reports
The monthly reporting form and financial expenditures
statement will be submitted by the MVP Director to Sam
Huey in the Personnel and Budget Department before the
10th of the following month.
10. Conducting a Program Evaluation and Reporting Evaluation
Changes
Program evaluation will be done on two levels:
. Quantifiable Data
Monthly reports will be written and sent to Sam Huey
in the Personnel and Budget Department detailing the
financial value of the volunteer program to the city.
The financial estimate will be figured on the basis of
the number of hours contributed multiplied by the
current wage and salary scale. The program will be
evaluated as minimally compliant with the contract at
the level of 230 volunteer -hours per month. (See
Attachment J )
. Non - Quantifiable Data
An annual interview process will be conducted by the
director with volunteer supervisors. Information will
be solicited concerning departmental improvement of
services and functions as a result of having volunteers,
positive observations or suggestions for improvement
in the placement of volunteers, and plans or changes
in the departments for the future that would make an
Volunteer Center
-5-
expanded use of volunteers possible. These interview
results will be presented to the Director of the
Volunteer Center, and to Sam Huey in the Personnel
and Budget Department. Results will be used to design
and implement any necessary improvements or adjustments
to program. (See Attachment K )
11. Developing an Advisory Board
An advisory board of 8 members will be recruited whose
members are community volunteers with various areas of
expertise. The Board members will be available for
consultation with the director and members will regularly
make contact with individual MVP volunteers to promote
greater communication with and recognition of their
efforts on behalf of the City of Round Rock.
12. Implementing Volunteer Recognition Activities
The MVP will formally recognize the city volunteers
during two annual events. Each year in April, the Vol-
unteer Center hosts a citywide volunteer recognition
event during National Volunteer Week. In October, the
volunteers were invited to a city council meeting and
presented a certificate of appreciation.
Staff members are also encouraged to show their appreci-
ation in small ways on a more ongoing basis, e.g., by
taking the volunteer out for lunch, or organizing a small
departmental party in honor of the volunteer.
When volunteers finish their volunteer jobs, the Director
will write a letter of appreciation to them for their
contribution to the city, and offer to write letters of
reference for them, should they ever have the need for
documentation of their volunteer work.
13. Complying with Local, State and Federal Laws
The Municipal Volunteer Program follows the same guide-
lines as the Capital Area Volunteer Center, Inc. for
compliance with legal issues. These read as follows:
. The Volunteer Center does not discriminate in hiring
or employment on the basis of race, color, religious
creed, national origin, sex or ancestry.
. All individuals and /or agencies calling for services
of the Volunteer Center will be honored to the maximum
extent possible. No consideration /restrictions will
be made as a result of a person's race, color, creed,
Volunteer Caller
national origin or sex. All individuals and /or
agencies will be given the opportunity to participate
in the Volunteer Center's programs regardless of race,
color, creed, national origin or sex.
14. Carrying Adequate Insurance
The Volunteer Center purchases personal injury liability,
property damage liability or both combined at the value
of $1,000,000 each occurrence, $5,000,000 annual aggregate
with the Insurance Company of North America, Columbia, MD.
15. Allowing City Use of Original MVP Materials
Where activities produce original books, manuals, films,
computer programs (including executable computer programs
and supporting data in any form), or other copyrightable
material, the volunteer may copyright such, but the city
reserves a royalty -free, non - exclusive, and irrevocable
license to produce, publish and use such materials, and
to authorize others to do so. Disposition of royalties
will be determined by the city.
16. An invoice will be submitted monthly in the amount of
one - twelfth of the contracted price (See Attachment L ).
17. a. A monthly report will be submitted between the last
calendar day of the month and before the 10th day of
the following month (See Attachment M ).
b. Any information about the program will be submitted
at the request of the city and a final report will
be submitted prior to the last installment of this
contract.
c. A record of volunteer complaints, or complaints of
Round Rock employees regarding volunteers will be
maintained and submitted monthly to the city
representative.
III. QUALIFICATIONS AND RELEVANT EXPERIENCE
The Capital Area Volunteer Center, Inc. was developed in 1980
under the leadership of Marge Tripp,the current Executive
Director of the Volunteer Center and supervisor of Francie
Cleary, MVP Director.
In 1984, the City of Austin Volunteer Program was organized
with Marge Tripp's supervision, and in 1985 a similar program
was orgnaized for Travis County. In 1987, a City Volunteer
Program was presented and accepted by the City of Round Rock.
In six years, four volunteer programs have been developed and
evaluated as effective and well- managed. Marge Tripp will
allocate ten hours per month on the MVP.
Volunteer Ceder
-7-
IV. REFERENCES
Sherri L. Allred, Director
Human Services Department
City of Austin
P.O. Box 1088
Austin, Texas 78767
Phone: 445 -1030
Earl Hoenes
City Treasurer
City of Austin
P.O. Box 1088
Austin, Texas 78767
Phone: 499 -2578
Ann Dolce
Past Chairwoman of the Board
104 Canyon Circle West
Austin, Texas 78746
Phone: 327 -1299
VI. BIDDER INFORMATION
The Volunteer Center
5828 Balcones, Suite 205
Austin, Texas 78731
Name of Contact Person: Marge Tripp
Telephone Number: 451 -6651
Lump Sum Bid for Services During Term:
Bid Price for Option Year One:
Bid Price for Option Year Two:
Signature of Authorized Representative:
Volunteer Cater
-8-
Timothy Dyson
Travis County Law Librarian
P.O. Box 1748
Austin, Texas 78767
Phone: 473 -9519
Bruce Elfant, Director
Family Unit
Constable Stacey Suit's Office
P.O. Box 1748
Austin, Texas 78767
Phone: 473 -9101
V. Please refer to Attachments for samples of recruitment
and recordkeeping materials.
$10,939
fir
Title:
Dated: AIN 5 19 ?
I. Personnel:
III. Commodities
TOTAL
MUNICIPAL VOLUNTEER PROGRAM
1987 -88 Proposed Budget
Director $7,500
FICA 620
TOTAL $8,120
II. Contractural:
Telephone $ 950
Postage & Shipping 180
Printing & Publication 244
Travel 600
Conference, Conventions, and Meetings 100
Miscellaneous 345
TOTAL $2,419
TOTAL OF I, II, & III' $10,939
Volunteer Center
$ 400
$ 400
ACHIEVEMENT SATISFACTION EXPERIENCE
CONTACT: FRANCIE CLEARY 388 -4575
ROUND ROCK VOLUNTEER CENTER
1104 SOUTH MAYS
The Round Rock Volunteer Center has opportunities for you
to get involved in city government and community
nonprofits. Coaches, story- tellers, office assistants, phone
counselors, sports officials, photographers, researchers, and
animal caretakers are needed. Contribute the skills you
have Volunteer.
Municipal Volunteer Program
City of Round Rock
The Volunteer Center of Round Rock's sole purpose is
to promote volunteerism. This purpose is accomplished
through the placement of volunteers in city government
through the Municipal Volunteer Program and in the
community through our community resources. In
addition, we desire to serve as a referral agency, helping
to link citizens with non - profit organizations in their
community and as a point of distribution for reusable /re-
cycled goods. Read Volunteer File, Thursdays, in the
Round Rock Leader for specific volunteer jobs available
to you. Drop in and see us from 10:00 a.m. to 2:00 p.m.
at H &K Executive Suites, 1104 South Mays, Round
Rock, Texas.
• Public Informant for Justice of Peace Operations
• Assistant to City Secretary
• Organize Knowledge and Information about
Community Resources
• Data Entry Operator
• Public Education Coordinator
• Computer Programmer
• Receptionist —File Clerk
• Phone Counselor
• Research Assistant— Finance
• Professional Librarian
• Photographer for Fire Department
• Public Education Assistant —Fire Department
• Animal Control Worker
• Librarian
• Bilingual Interpreter for Municipal Court
• Data Analyst
• Counselor in Crisis Program
• Program Planner for Senior Citizens Program
• Storyteller for Children's Hour
• Puppeteer in Fire Education Program
• Public Speaker for Fire Safety Program
Volunteer Center
388 -4575
PIRSTCITY
First City National Bank of Austin
Volunteer Center
uo4 South Mays Suitt 105
Round Roth, Tx 75664
Lend a hand 51=
TO:
FROM:
DATE:
Marge Tripp
Francie Cleary
November 3, 1987
REFERENCE: October 1987 Report
At the City Council meeting on October 22, certificates of appreci-
ation were presented to seven volunteers from the Municipal Volunteer
Program. At this presentation, we also recognized volunteers in the
Police Reserves and the Volunteer Fire Department. Volunteer repre-
sentatives from these two programs were also given certificates of
appreciation which were signed by Mayor Robinson.
Jerry Dorf, who also volunteered for Community Development and
Planning, will be photographing park sites, events, and activities
for Parks and Recreation Department.
Jon, a high school student, will be volunteering for animal control
on Sundays as an animal caretaker.
We had several volunteers leave the program during October.
Jean Sherwin volunteered sixty hours over three months in the
Telephone Assurance Program with the Police Department. She has
moved to Albuquerque with her family and will be missed in the
program.
Increased work demands have required Charles to further postpone
some volunteer work with Community Development and Planning. He
is hoping to rejoin the program again.
Rex Simms, who volunteered just under one hundred hours in seven
months with the Streets Division of the Public Works Department,
has joined the department as an employee.
Marge Tripp
Diane, a graphic artist with Parks and Recreation, is leaving
the program to pursue other projects.
The attached flyer about the Municipal Volunteer Program will be
enclosed in November statements from the utility department.
bs
-2- November 3, 1987
Volunteer Canter
Legal Department
0
0
Clerical
0
Municipal Court
4
2
Bilingual Interpreter
Clerical
0
Public Works
2
0
Switchboard Operator
0
Streets
2
0
Brush Pick -up; Pick -up signs;
Bookkeeping
12.5
Engineering
0
0
Drafting Assistant
o
Parks & Recreation
11
2
Graphic Artist; Photographer;
Handyman; Gardner;
0
Fire Department
4
1
Photographer;
Coordinator, Liason
Dispatcher; Documentarian
0
Planning & Community
Development
5
2
Architectural; Site
Investigator; Blue -line Copier;
Clerical
15
Public Safety
4
4
Probation Officer Assistant
Animal Countrol
Phone Counselor
53
Date November Q 1987
Submitted by Francie Cleary
Department
VOLUNTEER CENTER
ROUND ROCK MUNICIPAL VOLUNTEER PROGRAM
Requests Placements
Job Title
Hours
Library
•
5
5
Shelvers; Storytellers;
Display Coordinator;
Adult Programmer
50.25
Finance
3
0
Public Informant;
Research Assistant;
Consultant
0
Data Processing
2
1
Data Entry; Clerical
20
City Secretary
0
0
Chamber Preparer; Aide
0 '
Volunteer Center-
Round Rock
5
3
Telephone Counselors
4
Round Rock Municipal Volunteer Program
Page 2
Department
Requests Placements
TOTALS
47
20
CURRENT MONTH
Hours Given by Volunteers 154.75
Estimated Value $852.75
of Volunteer Hours
Job Title
ACCUMULATED
YEAR TO DATE
1,168.75
7,334.03
Hours
154.7T