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Agenda 12/08/2015 Item #16D1512/8/2015 16.D.15. EXECUTIVE SUMMARY Recommendation to approve Memorandums of Understanding with Catholic Charities of Collier County, Childrens' Advocacy Center of Collier County and the Pace Center for Girds to provide volunteer opportunities for participants in the Retired and Senior Volunteer Program (RSVP). OBJECTIVE: To provide uninterrupted operation of Collier County's Retired and Senior Volunteer (RSVP) grant program at Catholic Charities of Collier County, Child Advocacy Center and Pace Center for Girls. CONSIDERATIONS: Co- sponsored by Collier County since 1990, RSVP places senior volunteers in various non - profit organizations and County agencies to provide support and community service. The Community and Human Services Division (CHS) will continue to administer this project. This is a three - year grant with a period of July 1, 2015 to June 30, 2018 and a total grant award of $163,566. The Memorandum of Understanding (MOU) with each volunteer station outlines provisions to ensure compliance with program regulations. The basic requirements for the MOU are found in the regulations 45CFR2553.23(c)(2). Collier's RSVP program partners only with non - profit, government and proprietary health care agencies that have volunteer opportunities identified under focus areas in the Serve America Act. Currently, Collier has fifteen volunteer stations that provide volunteer opportunities to RSVP volunteers. Two of these stations include Parks and Recreation and Veteran Services. Prior to placement of any volunteers, signing a Memorandum of Understanding with Collier's RSVP program to establish working relationships and mutual responsibilities and detailing the responsibilities is required. The MOU includes general conditions applicable to all projects and volunteer stations and special conditions applicable to the local volunteer station. On October 13, 2015, the Board approved fifteen MOUs with volunteer stations across Collier County that provide volunteer opportunities to RSVP volunteers(Agenda Item 16D8). The program has since expanded, and three additional non - profit agencies are interested in becoming stations. The MOU must be reviewed and renegotiated at least every three years. In order to provide uninterrupted operation of the program, the period covered on the Pace Center at Immokalee and the Catholic Charities, Diocese of Venice, Inc. MOU is from October 1, 2015 to June 30, 2018 and the period covered on the Children's Advocacy Center of Collier County is December 1, 2015 to June 30, 2018; however the MOUs may be amended, in writing, at any time with concurrence of both parties. FISCAL IMPACT: There is no Fiscal Impact associated with this Executive Summary. LEGAL CONSIDERATIONS: 45 CFR 2553.23(c)(2) expressly requires that the placement of volunteers be governed by a Memorandum of Understanding. This item is approved as to form and legality and requires a majority vote. -JAB GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary. RECOMMENDATION: That the Board of County Commissioners approves the Memorandums of Understanding for the Retired and Senior Volunteer Program (RSVP) for additional volunteer stations to include identification of project requirements, working relationships and mutual responsibilities. Prepared By: Rachel Brandhorst, Grants Coordinator, Community and Human Services Division Attachments: 3 MOUs Packet Page -1296- 12/8/2015 16.D.15. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.D.16.D.15. Item Summary: Recommendation to approve Memorandums of Understanding for the Retired and Senior Volunteer Program (RSVP) for volunteer stations to include identification of project requirements, working relationships and mutual responsibilities. Meeting Date: 12/8/2015 Prepared By Name: BrandhorstRachel Title: Grants Coordinator, Community & Human Services 11/3/2015 1:30:38 PM Submitted by Title: Grants Coordinator, Community & Human Services Name: BrandhorstRachel 11/3/2015 1:30:39 PM Approved By Name: SonntagKristi Title: Manager - Federal /State Grants Operation, Community & Human Services Date: 11/3/2015 5:17:38 PM Name: Bendisa Marku Title: Supervisor - Accounting, Community & Human Services Date: 11/4/2015 8:23:14 AM Name: AquinoLuqueBlanca Title: Accountant, Community & Human Services Date: 11/4/2015 4:07:36 PM Name: GrantKimberley Title: Division Director - Cmnty & Human Svc, Community & Human Services Date: 11/5/2015 12:38:59 PM Packet Page -1297- 12/8/2015 16.D.15. Name: TownsendAmanda Title: Division Director - Operations Support, Public Services Department Date: 11/13/2015 9:16:51 AM Name: CarnellSteve Title: Department Head - Public Services, Public Services Department Date: 11/13/2015 2:02:47 PM Name: RobinsonErica Title: Accountant, Senior, Grants Management Office Date: 11/13/2015 2:41:35 PM Name: BelpedioJennifer Title: Assistant County Attorney, CAO General Services Date: 11/13/2015 4:39:49 PM Name: KlatzkowJeff Title: County Attorney, Date: 11/16/2015 10:58:01 AM Name: StanleyTherese Title: Manager - Grants Compliance, Grants Management Office Date: 11/20/2015 2:39:19 PM Name: KlatzkowJeff Title: County Attorney, Date: 11/23/2015 9:35:24 AM Name: Casa] anguidaNi ck Title: Deputy County Manager, County Managers Office Date: 11/23/2015 1:45:31 PM Packet Page -1298- Volunte Station: Memorandum or Understanding for the Retired and Senior Volunteer Program of Collier County and -4:P r /1n i) 12/8/2015 16.D.15. << Address: C5 City: 4Ja,V_1c�F Stater Zip: �G % ' Phone: d-;V) %q, In 5L Fax: �3 -t --.7 7 �1 — aS°�. - �lr' . 6P t er Coo 14y E-Mail: 011a /A Q,-& jr "re4,z4L4, rC.6r ebsite: A k2W C'�-ff o cG>!ia��,�itJ Cc. prq Period Covered: 16141 1.-' to This Memorandum of Understanding (MOU) contains basic provisions, which will guide the working relationship between both parties. This MOU may be amended, in writing, at any tinge with concurrence of both parties and must be renegotiated at least every three years. A. Retired and Senior Volunteer Program will: 1. Do volunteer screening in compliance with County policies and ordinances. 2. Recruit, interview and enroll RSVP volunteers and refer volunteers to the volunteer station. 3. Provide RSVP orientation and training to volunteer station staff prior to placement of volunteers and at other times, as needed. 4. Develop publicity for RSVP such as radio, TV, print or verbal presentations highlighting volunteers' service, accomplishments and impact on the community. 5. Furnish accident, personal liability and excess automobile insurance coverage as required by program policies. Insurance is secondary coverage and is not primary Insurance. 6. Periodically monitor volunteer activities at volunteer station to assess and /or discuss needs of volunteers and volunteer station. 7. Annually assess volunteer placements to ensure the safety of volunteers as follows: Throughout the three year duration of this memorandum of understanding an annual safety assessment will be conducted, including a required e -mail assurance of safety from each volunteer station covered by this agreement. B. The Volunteer Station Responsibilities will: NATT�ONA L COMMUNITY SERVI.CLr��Z- Packet Page -1299- 12/8/2015 16.D.15. 1. Implement orientation, in- service instruction or special training of volunteers. 2. inten+iew and make final decision on assignment of volunteers. 3. Furnish voglunteers with materials required for assignment, as follows: I/Wu r% -ter' &O?lrl.7A;?n 4. Furnish Volunteers with transportation required during their assignments, as follows: 5, G. Provide for adequate safety of volunteers and submit an annual assurance a -mail Upon request by [tie project sponsor. 7. Collect and validate appropriate volunteer reports for submission to RSVP office on a monthly basis. S. Investigate and report any accidents and injuries involving RSVP volunteers imrrrediately to the RSVP office, All reports will be submitled in writing. C. Other Provisions: 1. Separation from volunteer service: The volunteer station may request the removal of an RSVP volunteer at anytime. The RSVP volunteer may withdraw from service at the Volunteer Station or from RSVP at anytime. Discussion of individual separations will occur among RSVP staff, Volunteer Station staff and the volunteer to clarify the reasons, resolve conflicts, or take remedial action, including placement with another Volunteer Station. 2. Letters of Agreement: When in -home assignments of volunteers are made, a letter of agreement will be signed by the parties involved. The document will authorize volunteer service in the home and identify specific volunteer activities, periods and conditions of service. 3. Religious Activities: The Volunteer Station will not request or assign RSVP volunteers to conduct or engage in religious, sectarian or political activities. 4. Displacement of Employees: The Volunteer Station will not assign RSVP volunteers to any assignment which would displace employed workers or impair existing contracts for service, 5. Accessibility and Reasonable Accommodation: The Volunteer Station will maintain the programs and activities to which RSVP volunteers aro assigned accessible to persons with disabilities (including rrrobility, hearing, vision, mental and cognitive impairments or addictions and diseases) and /or limited English language proficiency and provide reasonable accommodation to allow persons with disabilities to participate in programs and activities. G. Prohibition of Discrimination: The Volunteer Station will rtot discriminate against RSVP volunteers or in the operation of its programs on the basis of race, color, national origin, including limited English proficiency; sex, age, political affiliation, Corrrnrairian for NATIONA L & COMMUMTY SERV jC, E M. t .1 Packet Page -1300- 12/8/2015 16.D.15. sexual orientation, religion, or oil the basis of disability, if the volunteer is a qualified individual with a disability, 7. Specify, either by written information or verbally, that RSVP volunteers are participants in the Volunteer Station's program in all publicity featuring such volunteers, whether it be radio, TV, print or verbal presentation. Display an RSVP placard where it may be viewed by the public. S. For impact -based assignments, supply data measuring volunteer impart on community needs to Collier County RSVP. 9. Conditions of this Meanorandunl of Understanding may be amended of terminated in writing at anytime at the request of either party. 11 will be revicwecl every three years to permit needed changes. 10. Term. Either party may terminate this Agreement for any reason with lhirly (30) days written notice to the other party. 11. This Agreement is subject to the availability of funds. If funds are not available, the County will provide notice in writing to the Volunteer Station at least thirty days prior to the termination of the Agreement. '12. This Memorandum of Understanding contains all the terms and conditions agreed upon by the contracting parties. No other understanding, oral or otherwise, shall be deemed to exist or to bind any of tale parties hereto. 13. This Memorandum of Understanding will be in effect upon dated signature of the Volunteer Station's Representative and the RSVP Project Director. '14. The total number of RSVP volunteer assignme is projected to be available with the Volunteer Station on an annual basis is -3 . It is projected that these assignments will be at the following locations, in approximately the following numb�cer,S: The Volunteer Station representative who will serve as liaison with RSVP and who will be responsible for volunteer orientation avid supervision is: Name (Please Print):.Azeo - Title:%r^ Phone:_ Ifj..Ut�S By signing this MOU, the Volunteer Station Representative certifies that the station is a public or nonprofit private organization, or a proprietary health care ardency. Cik NATIONAL CONIMUNITY SERVIC EM Packet Page -1301- Signature of Volunteer Sla ion Representative:` Title: !�(t �}._( i Date: i U yo J 12/8/2015 16.D.15. IN WITNESS WHEREOF, the Station Represenlative and the County, have each respectively, by an authorized person or agent, hereunder set their hands and seats on the date first written above, ATTEST: DWIGHT E. BROCK, CLERIC , DEPUTY CI.ERI< Approval for form and legality: Jennifb A. Belpedio Assistant County Attorniy COLLIER COUNTY By: TIM FIANCE, CHAIRMAN w NATIONAL & COMMUNITY SERVICE'-, Packet Page -1302- 12/8/2015 16.D.15. c alp r county Volunteer t ! OL Station: rl , ) If Memorandum of Understanding for the Retired and Senior Volunteer program of Collier County and f dvd i D ISA X_ Address: l 0 (o 64+ Pyye 1yue city: \) pke_s State: zip: 3`f 1 O'L Phone: (a3q) n'�, Fax:_ A3 q co `�) % Q,� j pr E- MaiL���•1 -e,pTe t� � (v (+aC C 6 � � eY W�site: t.�W l,�• CCx:�,C�C� L �. r 2.f � CS T Period Covered:' to This Memorandum of Understanding (MOU) contains basic provisions, which will guide the working relationship between both parties. This MOU may be amended, in writing, at any time '"i concurrence of both parties and must be renegotiated at least every three years. A. Retired and Senior Volunteer Program will: 1. Do volunteer screening in compliance with County policies and ordinances. 2. Recruit, interview and enroll RSVP volunteers and refer volunteers to the volunteer station. 3. Provide RSVP orientation and training to volunteer station staff prior to placement of volunteers and at other times, as needed. 4. Develop publicity for RSVP such as radio, TV, print or verbal presentations highlighting volunteers' service, accomplishments and impact on the community. 5. Furnish accident, personal liability and excess automobile insurance coverage as required by program policies. Insurance is secondary coverage and is not primary insurance. 6. Periodically monitor volunteer activities at volunteer station to assess and /or discuss needs of volunteers and volunteer station. 7. Annually assess volunteer placements to ensure the safety of volunteers as follows: Throughout the three year duration of this memorandum of understanding an annual safety assessment will be conducted, including a required e -mail assurance of safety from each volunteer station covered by this agreement. B. The Volunteer Station Responsibilities will: NATIONAL & COMMUNITY SERVICE Packet Page -1303- �r i >� C0111d_� 6r County 12/8/2015 16.D. 15. 1. Implement orientation, in- service instruction or special training of volunteers. 2. Interview and make final decision on assignment of volunteers. 3. Furnish volunteers with materials required for assignment, as follows: 4. Furnish' volunteers with transportation required during their assignments, as follows: � A 5. Provide supervision of volunteers on assignments. 6. Provide for adequate safety of volunteers and submit an annual assurance e-mail upon request by the project sponsor. 7. Collect and validate appropriate volunteer reports for submission to RSVP office on a monthly basis. 8. Investigate and report any accidents and injuries involving RSVP volunteers immediately to the RSVP office. All reports will be submitted in writing. C. Other Provisions: 1. Separation from volunteer service: The volunteer station may request the removal of an RSVP volunteer at anytime. The RSVP volunteer may withdraw from service at the Volunteer Station or from RSVP at anytime. Discussion of individual separations will occur among RSVP staff, Volunteer Station staff and the volunteer to clarify the reasons, resolve conflicts, or take remedial action, including placement with another Volunteer Station. 2. Letters of Agreement: When in -home assignments of volunteers are made, a letter of agreement will be signed by the parties involved. The document will authorize volunteer service in the home and identify specific volunteer activities, periods and conditions of service. 3. Religious Activities: The Volunteer Station will not request or assign RSVP volunteers to conduct or engage in religious, sectarian or political activities. 4. Displacement of Employees: The Volunteer Station will not assign RSVP volunteers to any assignment which would displace employed workers or impair existing contracts for service. 5. Accessibility and Reasonable Accommodation: The Volunteer Station will maintain the programs and activities to which RSVP volunteers are assigned accessible to persons with disabilities (including mobility, hearing, vision, mental and cognitive impairments or addictions and diseases) and/or limited English language proficiency and provide reasonable accommodation to allow persons with disabilities to participate in programs and activities, 6. Prohibition of Discrimination: The Volunteer Station will not discriminate against RSVP volunteers or in the operation of its programs on the basis of race, color, national origin, including limited English proficiency; sex, age, political affiliation, NATIONAL& COMMUNITY SERVICE Packet Page -1304- GJ d3 h, —f- � 0u-I L�y 12/8/2015 16.D.15. sexual orientation, religion, or on the basis of disability, if the volunteer is a qualified individual with a disability. 7. Specify, either by written information or verbally, that RSVP volunteers are participants in the Volunteer Station's program in all publicity featuring such volunteers, whether it be radio, TV, print or verbal presentation. Display an RSVP placard where it may be viewed by the public. 8. For impact -based assignments, supply data measuring volunteer impact on community needs to Collier County RSVP, 9. Conditions of this Memorandum of Understanding may be amended or terminated in writing at anytime at the request of either party. It will be reviewed every three years to permit needed changes. 10. Term. Either party may terminate this Agreement for any reason with thirty (30) days written notice to the other party. 11. This Agreement is subject to the availability of funds. If funds are not available, the County will provide notice in writing to the Volunteer Station at least thirty days prior to the termination of the Agreement. 12. This Memorandum of Understanding contains all the terms and conditions agreed upon by the contracting parties. No other understanding, oral or otherwise, shall be deemed to exist or to bind any of the parties hereto. 13. This Memorandum of Understanding will be in effect upon dated signature of the Volunteer Station's Representative and the RSVP Project Director. 14. The total number of RSVP volunteer assignments projected to be available with the Volunteer Station on an annual basis is q _. It is projected that these assignments will be at the following locations, in approximately the following numbers: S tD�Cu Ue Ut�'a O 'ice 1Qece i"t Csevtev ct l _� � � �►es The Volunteer Station representative who will serve as liaison with RSVP and who will be responsible for volunteer orientation and supervision is: Name (Please Print): —� � t"r —Iiy,e UU Title: E7 b Phone: ��0(— % 3— 8�3 W aa-� By signing this MOU, the Volunteer Station Representative certifies that the station is a public or nonprofit private organization, or a proprietary health care agency. NATIONAL & COMMUNITY SERVICE Packet Page -1305- . c? :rt Co) - er Caunt , Signature of Volunte, Station Representative: Title: 0-6�6 Date: 10 Z.2- 12/8/2015 16.D.15. IN WITNESS WHEREOF, the Station Representative and the County, have each respectively, by an authorized person or agent, hereunder set their hands and seals on the date first written above. ATTEST: COLLIER COUNTY DWIGHT E. BROCK, CLERK By: DEPUTY CLERK TIM NANCE, CHAIRMAN Approval for form and legality: JerMerA. Belp'e io Assistant Cou* ttorney NATIONAL COMMUNITY SERVICE Packet Page -1306- Memorandum of Understanding for the Retired and Senior Volunteer Program of Collier County and Volunteer , ,Q Station: ! ' _ /'' "I-f?)/??� 12/8/2015 16.D.15. Address: /V. City: &n,7 fit' G;rzeze State: IFL Zip: Phone: a� ) 7c �7 (!a Fax: _Website: . �1G��Ctr7�G/1lUZ � ,t Period Covered: /© to This Memorandum of Understanding (MOU) contains basic provisions, which will guide the working relationship between both parties, This MOU may be amended, in writing, at any time with concurrence of both parties and must be renegotiated at least every three years. A. Retired and Senior Volunteer Program will: 1. Do volunteer screening in compliance with County policies and ordinances. 2. Recruit, interview and enroll RSVP volunteers and refer volunteers to the volunteer station. 3. Provide RSVP orientation and training to volunteer station staff prior to placement of volunteers and at other times, as needed. 4. Develop publicity for RSVP such as radio, TV, print or verbal presentations highlighting volunteers' service, accomplishments and impact on the community. 5. Furnish accident, personal liability and excess automobile insurance coverage as required by program policies. Insurance is secondary coverage and is not primary insurance. 6. Periodically monitor volunteer activities at volunteer station to assess and /or discuss needs of volunteers and volunteer station. 7. Annually assess volunteer placements to ensure the safety of volunteers as follows: Throughout the three year duration of this memorandum of understanding an annual safety assessment will be conducted, including a required e -mail assurance of safety from each volunteer station covered by this agreement. B. The Volunteer Station Responsibilities will: Corporation for IIATIONAL& COMMUNITY SERVICE , Packet Page -1307- f counky 12/8/2015 16.D.15. 1. Implement orientation, in- service instruction or special training of volunteers. 2. Interview and make final decision on assignment of volunteers. 3. Furnish volunteers with materials required for assignment, as follows: 4. Furnish volunteers with rans ortation required during their assignments, as follows: 5. Provide supervision of volunteers on assignments. 6. Provide for adequate safety of volunteers and submit an annual assurance e-mail upon request by the project sponsor. 7. Collect and validate appropriate volunteer reports for submission to RSVP office on a monthly basis. 8. Investigate and report any accidents and injuries involving RSVP volunteers immediately to the RSVP office. All reports will be submitted in writing. C. Other Provisions: 1. Separation from volunteer service: The volunteer station may request the removal of an RSVP volunteer at anytime. The RSVP volunteer may withdraw from service at the Volunteer Station or from RSVP at anytime. Discussion of individual separations will occur among RSVP staff, Volunteer Station staff and the volunteer to clarify the reasons, resolve conflicts, or take remedial action, including placement with another Volunteer Station. 2. Letters of Agreement: When in -home assignments of volunteers are made, a letter of agreement will be signed by the parties involved. The document will authorize volunteer service in the home and identify specific volunteer activities, periods and conditions of service. 3. Religious Activities: The Volunteer Station will not request or assign RSVP volunteers to conduct or engage in religious, sectarian or political activities. 4. Displacement of Employees: The Volunteer Station will not assign RSVP volunteers to any assignment which would displace employed workers or impair existing contracts for service. 5. Accessibility and Reasonable Accommodation: The Volunteer Station will maintain the programs and activities to which RSVP volunteers are assigned accessible to persons with disabilities (including mobility, hearing, vision, mental and cognitive impairments or addictions and diseases) and /or limited English language proficiency and provide reasonable accommodation to allow persons with disabilities to participate in programs and activities. 6. Prohibition of Discrimination: The Volunteer Station will not discriminate against RSVP volunteers or in the operation of its programs on the basis of race, color, national origin, including limited English proficiency; sex, age, political affiliation, Corporation AT NIONAL & COMMUNITY SERVICE Packet Page -1308- v ter Comity 12/8/2015 16.D.15. sexual orientation, religion, or on the basis of disability, if the volunteer is a qualified individual with a disability. 7. Specify, either by written information or verbally, that RSVP volunteers are participants in the Volunteer Station's program in all publicity featuring such volunteers, whether it be radio, TV, print or verbal presentation. Display an RSVP placard where it may be viewed by the public. 8. For impact -based assignments, supply data measuring volunteer impact an community needs to Collier County RSVP. 9. Conditions of this Memorandum of Understanding may be amended or terminated in writing at anytime at the request of either party. It will be reviewed every three years to permit needed changes. 10. Term. Either party may terminate this Agreement for any reason with thirty (30) days written notice to the other party. 11. This Agreement is subject to the availability of funds. If funds are not available, the County will provide notice in writing to the Volunteer Station at least thirty days prior to the termination of the Agreement. 12, This Memorandum of Understanding contains all the terms and conditions agreed upon by the contracting parties. No other understanding, oral or otherwise, shall be deemed to exist or to bind any of the parties hereto. 13. This Memorandum of Understanding will be in effect upon dated signature of the Volunteer Station's Representative and the RSVP Project Director. 14. The total number of RSVP volunteer assignments projected to be available with the Volunteer Station on an annual basis is�_ It is projected that these assignments will be at the following locations, in approximately the following numbers: :W�/* /? 7--_ The Volunteer Station representative who will serve as liaison with RSVP and who will be responsible for volunteer orientation and supervision is: Name (Please Print); Alell, 11"zor Title: _1L_eC,1rZ? Phone: By signing this MOU, the Volunteer Station Representative certifies that the station is a public or nonprofit private organization, or a proprietary health care agency. NATIONAL & COMMUNITY SERVICE Packet Page -1309- co ,d di er County Signature of Volunteer St Representative: �d/ . 'I) Title: &Wh4.)z Dr�l" z ee Date: 12/8/2015 16.D.15. IN WITNESS WHEREOF, the Station Representative and the County, have each respectively, by an authorized person or agent, hereunder set their hands and seals on the date first written above. ATTEST: DWIGHT E. BROCK, CLERK , DEPUTY CLERK Approval for form and legality: -, Jennifer A. Be pqdi 9 Assistant County Atfbrney COLLIER COUNTY 0 TIM NANCE, CHAIRMAN Corporation for NATIONAL& COMMUNITY SERVICE= Packet Page -1310- ('151