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HomeMy WebLinkAboutRES 14-176RESOLUTION NO.14 -176 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute a Memorandum of Understanding between the City of Beaumont and Golden Triangle Retired and Senior Volunteer Program (Golden Triangle RSVP) to provide volunteer literacy services to the Maurine Grey Literacy Program within the City of Beaumont Public Library System. Said Memorandum of Understanding is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of August, 2014. �Yor Becky Ames - MEMORANDUM OF UNDERSTANDING between the GOLDEN TRIANGLE RETIRED AND SENIOR VOLUNTEER PROGRAM and Name of Volunteer Station BEAUMONT PUBLIC LIBRARY SYSTEM - MAURINE GRAY LITERACY CENTER Street Address 801 PEARL STREET, BEAUMONT, TX 77701 Mailing Address P. O. BOX 3827, BEAUMONT, TX 777043827 Phone (409) 835 -7924 FAX e -mail Peddy(a)ci.beaumont.tx.us Name and title of the Volunteer Station Representative (RSVP liaison) _ PAUL EDDY LIBRARY ADMINISTRATOR Name Title Name and title of person responsible for MOU approval KYLE HAYES CITY MANAGER Name Title Consider this Memorandum of Understanding to be in effect from _ JUNE 13 2014 through JUNE 12, 2017 9 . VOLUNTEER ASSIGNMENTS — Volunteer Job Descriptions will be attached to this Memorandum. :Z. THE GOLDEN TRIANGLE RSVP WILL -- a. Provide orientation about the Golden Triangle RSVP for the Volunteer Station Representative. b. Review assignments with Volunteer Station Representative to determine acceptability with federal guidelines for RSVP members. C. Provide volunteer program management consultation when requested by the Volunteer Station. d. Recruit and interview potential senior volunteers (age 55 +) before referring them to the Volunteer Station. e. Provide orientation about RSVP membership to the potential volunteer. f. Participate in inter, -{ °c"n� , -- ", -.rs with Station Representatives EXHIBIT A MEMORANDUM OF UNDERSTANDING PAGE 2 upon request. g. Provide RSVP members excess Accident Medical Insurance, excess Volunteer Liability Insurance, and excess Automobile Liability Insurance during the hours of active volunteer service. h. Will offer a Volunteer Recognition event and other social affairs for RSVP members and Volunteer Station Representatives. 3. THE VOLUNTEER STATION WILL — a. Have the opportunity to interview potential RSVP members before placement. b. Provide RSVP members with a thorough Volunteer Station orientation and training for volunteer assignment. C. Maintain, review and sign all RSVP member timesheets and sign -in logs. In addition, the Volunteer Station will be responsible for sending originals of these forms to the RSVP office on a bi- monthly basis. d. Agree to assist RSVP staff in designing Performance Measurement Work Plans according to the Corporation for National and Community Service federal grant. e. Comply with all outcome and output measurements documentation requirements. Complete and return in a timely manner all surveys and /or questionnaires requested by RSVP staff. f. Immediately contact the RSVP office in the case of a RSVP member being involved in an accident. In addition, provide a signed accident report. g. Contact RSVP staff in the event of an RSVP member being removed from his /her assignment at the Volunteer Station (see section fib): h. Inform RSVP staff when additional recruitment is needed for a specific volunteer assignment or when special event volunteers are needed. i. Not assign or request senior volunteers to conduct or engage in religious, sectarian, or political activity or instruction. j. Not assign volunteers to any assignment which would displace employed workers. k. Will understand that RSVP volunteers are an additional resource to the station and will not supercede or displace any other volunteer recruited from other sources. RSVP volunteers will complete all forms required by the station, such as confidentiality, agreement to a background check, waiver and acknowledgement forms, just as any other volunteer is required to complete. 1. Be responsible for reimbursing RSVP members for any out -of- pocket expenses in direct relation to volunteer assignment, such as office supplies or uniforms required by the station. RSVP will not be responsible for such expenses if the station reimburses or provides these to other volunteers 4. MEALS — a. The Volunteer Station will provide the senior volunteer with meals occurring during hours of volunteer service. The Volunteer Station will MEMORANDUM OF UNDERSTANDING PAGE 3 participate in documenting such as an in -kind contribution to the Golden Triangle RSVP. b. The Volunteer Station will partially participate in the provision of meals i.e., meal vouchers, contribution requested. The Volunteer Station will participate in documenting such as an in -kind contribution to the Golden Triangle RSVP. C. The senior volunteers will provide own meals. X d. Volunteer shifts do not coincide with a normal meal time. 5. RSVP MONTHLY FORMS — The following individuals are approved to sign -off on volunteer timesheets, attendance logs, and /or mileage forms. BARBARA BEARD S. OTHER INFORMATION - a. Prohibition of Discrimination: Discrimination on the basis of race, color, creed, sex, or handicap will not be permitted. The Volunteer Station and the Golden Triangle RSVP will actively comply with provisions of Title VI of the Civil Rights Act of 1964 and the Rehabilitation Act of 1973, which prohibits discrimination against disabled persons in all programs, services, and activities. X Yes No is your building handicap accessible? X Yes No Do you have accessible parking? 1974 -2003 When was the building in which you are housed built? b. Separation from Volunteer Service: The Volunteer Station may request the removal of a senior volunteer. The Golden Triangle RSVP may recall a senior volunteer. A senior volunteer may resign from service to a Volunteer Station or from the Golden Triangle RSVP. Discussion of individual separations will occur between the Golden Triangle RSVP staff, staff at the Volunteer Station and the senior volunteer to clarify the reasons or resolve conflict. C. Federal IRS Tax Exemption Status Letter: Federal Regulations allow RSVP to enter into a MOU with non - profit organizations and governmental MEMORANDUM OF UNDERSTANDING 9.01= agencies. Regulations also allow for a MOU with proprietary healthcare organizations providing volunteer assignments are directly patient /resident related (not administrative). Non - Profit Organization - Federal IRS Tax Exemption Status Letter provided to RSVP X _ Governmental Entity, status letter not required Proprietary Healthcare, no Federal IRS Tax Exemption Status Letter available d. Amendments: This Memorandum of Understanding may be amended in writing by concurrence of the parties hereto, d a4 L� l Volunteer Station's Authorized Signature Title CITY MANAGER Date Golden/triangle R-SVP­BifoG4or Signature I- �­) � (-q, Date �%, MEMORANDUM OF UNDERSTANDING ADDITIONAL COMMENTS: AGENCY BEAUMONT PUBLIC LIBRARY SYSTEM DESCRIPTION OF VOLUNTEER OPPORTUNITIES JOB TITLE: ESL or GED Tutor, Pro Literacy America SUPERVISOR: Director of Literacy Depot PAGE 5 PURPOSE: 1. To be willing to expend time, energy and effort to help an adult learn . 2. To respect the adult learner as a person of worth. 3. To be willing to learn ways which will bring about growth of self - esteem as well as help clients reach their goals. JOB DESCRIPTION AND DUTIES: 1. To become aware of the nature and characteristics of the adult learner, to respect the learner as a fellow human being; to encourage the learner to set realistic learning goals as well as personal goals; to help the learner realize those goals through the use of a learning plan and periodic evaluation. 2. To be committed to the program philosophy, guidelines, methods and materials. 3. To attend training workshops and periodic staff development meetings. 4. To keep accurate records of attendance, contact hours, test results and a cumulative folder of student data and progress. 5. tutor a student in reading once or twice a week for 1 Y -2 hours each time at a _ site mutually agreed upon by the tutor, student and Literacy Coordinator. TIME REQUIRED: (Days needed, hours needed, etc.) Preferably 9 months to a year; minimum of 6 months commitment. DESCRIBE TRAINING THAT WILL BE PROVIDED: Volunteer tutors will receive training in the following: 1. How adults learn and process information 2. The philosophy, goals and strategies of local volunteer literacy work 3. The methods and materials used to teach adults in our area SPECIAL SKILLS REQUIRED: Willingness to cornmit to the above duties and responsibilities. Ability to read and write.