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Volunteer Solutions Software_Memorandum of Agreement TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Approval of Memorandum of Agreement for Agencies Using Volunteer Solutions Software DATE: September 11, 2012 Human Rights Director Kelly Larson is recommending approval of a Memorandum of Agreement for agencies who post their volunteer opportunities on-line using the City managed Volunteer Solutions Software. In 2011, the City entered into an agreement with the Iowa Commission on Volunteer Service to host a Volunteer Generation VISTA member through the Leisure Services Department. Mary Bridget Corken filled this position. Upon the completion of Mary Bridget's term, the City was awarded a second VISTA position that is currently filled by Trisha Federspiel. In August 2012, the City received an additional Volunteer Generation Fund Grant award from the Iowa Commission on Volunteer Service to create a collaborative Volunteer Center in Dubuque. Under all three of these agreements, the City is required to use a web-based system for matching volunteers to service opportunities in the community. This system is called Volunteer Solutions, and is a software program offered by a company called Truist. The Memorandum of Agreement clarifies that the City will enter into agreements only with agencies that are governmental, educational, non-profit, tax-exempt, a neighborhood association, a faith-based organization that is not engaged in religious activities, or a private business, if the volunteering is for humanitarian purposes. The City specifically will not enter into agreements that are for the purpose of doing work for private individuals or businesses, replacing paid workers, or engaging in political or religious activities. The City has structured the Memorandum of Agreement in this way so that the City might focus its efforts on non-profit and humanitarian activities and avoid circumstances where the City is partnering in activities inappropriate for government. The City has limited the coverage to agencies that are either located in the City limits or are recruiting and using volunteers from within the City limits on a regular basis. This restriction allows the City to maximize staff time focused on activities that directly benefit Dubuque agencies and/or Dubuque residents. The City will continue to work with a new organization in the community, Resources Unite, to determine if what they are doing can replace this grant funded site or to see if there is a management partnership with Resource Unite or some other organization to support volunteering and help agencies develop engaging volunteer experiences and implement best practices. I concur with the recommendation and respectfully request Mayor and City Council approval. / AAh kt1&1 Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Kelly Larson, Human Rights Director Alvin Nash, Housing & Community Development Department Director Marie Ware, Leisure Services Manager Nikola Pavelic, Community Engagement Coordinator Trisha Federspiel, AmeriCorps VISTA 2 Masterpiece on the Mississippi September 6, 2012 To: Michael C. Van Milligen, City Manager From: Kelly Larson, Human Rights Director Dubuque kerd All- America City 2007 Subject: Approval of Memorandum of Agreement for agencies using Volunteer Solutions software The purpose of this memorandum is to obtain your approval to use the attached Memorandum of Agreement with agencies who post their volunteer opportunities on -line using the Volunteer Solutions Software. Background In 2011, we entered into an agreement with the Iowa Commission on Volunteer Service (ICVS) to host a Volunteer Generation VISTA member through the Leisure Services Department. Mary Bridget Corken filled this position. Upon the completion of Mary Bridget's term, we were awarded a second VISTA position that is currently filled by Trisha Federspiel. In August 2012, we received an additional Volunteer Generation Fund Grant award from ICVS to create a collaborative Volunteer Center in our community. Under all three of these agreements, we are required to use a web -based system for matching volunteers to service opportunities in the community. This system is called Volunteer Solutions, and is a software program offered by a company called Truist. Currently, a few partner agencies such as the Multicultural Family Center and the Circles Initiative have been posting volunteer opportunities using Volunteer Solutions through a page on the City's website called www.citvofdubuaue.orci /volunteer. Under our grant requirements, we need to increase our efforts to make the site available to additional agencies throughout the community. We have been slow to begin marketing the site because, in the midst of implementation, we discovered that a local LLC called Resources Unite had formed to create a central on -line portal for residents seeking to become involved in the community. Part of their vision includes a collaborative effort to bring resources and community members together through a single on -line location, which could include posting of volunteer opportunities. Based on a memo from me dated April 12, 2012, you approved further investigation of a partnership with Resources Unite in an effort to avoid competing messages to the public and local agencies regarding which site they should use to post volunteer opportunities or sign up to volunteer. We originally intended to enter into a Memorandum of Understanding with Resources Unite that would have relinquished City control of the Volunteer Solutions software in favor of having a single on -line portal through Resources Unite. As we had further conversations, however, we have jointly decided with Resources Unite that the best option at this point is to simply permit the software to be accessed both through the Resources Unite website and through the City's website. As a start -up business, Resources Unite is not in a position to take over administration of the software, and we do not yet have good data to predict the future viability of the company. In addition, Resources Unite has written all of the code for the current website, and the Volunteer Solutions software will not easily integrate with their existing software. At the same time, we see value in continuing to evaluate ways we might support this local start -up whose mission is to create a community engagement hub for those seeking and offering resources to meet humanitarian needs in our community. They share our vision of having one location on -line that is part of the community's infrastructure around social needs, and the founders of the business have a passion for Dubuque and for building cohesion in the community. They have resources for marketing and have begun developing additional partnerships in the community. The fact that one of the partners is skilled in writing the software code being used on their site provides an opportunity for the ultimate creation of software that will address any deficits we find with the Volunteer Solutions software as agencies begin to use it more regularly. We intend to remain in close contact with Resources Unite as we implement the Volunteer Generation Fund Grant received September 1. We will be forming a collaborative group that will include Resources Unite, the Multicultural Family Center, St. Mark Community Center, the Dubuque National Service Partnership, the Dubuque Community School District and the Circles Initiative. Over the course of the next 18 months, this group will build the capacity for a volunteer center in Dubuque and work through the best long term solution for sustainable volunteer coordination in our community. This will include examining the extent to which the Volunteer Solutions software is meeting community needs and evaluating whether or not Resources Unite may be the most viable and sustainable central location for volunteer opportunities. In the meantime, however, our AmeriCorps VISTA grant requires us to be signing up agencies and volunteers through Volunteer Solutions on a regular basis. We are required to report on our progress on a monthly basis and, consequently, we need to continue building the base of agencies and individuals who are using Volunteer Solutions, while we simultaneously work with our partners to define the future parameters of a coordinated approach to volunteering in Dubuque. Discussion The purpose of this memo is to obtain approval to use the attached Memorandum of Agreement (MOA) with the agencies who sign up to use Volunteer Solutions as we implement grant requirements. We created this MOA in conjunction with Marie Ware, 2 Mary Bridget Corken, and Crenna Brumwell. We are seeking your approval of the memorandum and permission for me to be the signatory. The MOA clarifies that the City will enter into agreements only with agencies that are governmental, educational, non - profit, tax - exempt, a neighborhood association, a faith - based organization that is not engaged in religious activities, or a private business if the volunteering is for humanitarian purposes. We specifically will not enter into agreements that are for the purpose of doing work for private individuals or businesses, replacing paid workers, or engaging in political or religious activities. We have structured the MOA in this way so that we might focus our efforts on non - profit and humanitarian activities and avoid circumstances where we are partnering in activities inappropriate for government, such as religious activities. We have limited the coverage to agencies that are either located in the City limits or are recruiting and using volunteers from within the City limits on a regular basis. This restriction allows us to maximize staff time focused on activities that directly benefit Dubuque agencies and /or Dubuque residents. An agency who is seeking to list opportunities can either contact AmeriCorps Vista Member Trisha Federspiel directly or can access Volunteer Solutions on -line at www.resourcesunite.com or www.citvofdubuque.orq /volunteer. When an agency contacts Trisha, she will schedule a workshop with them that will include information on how to manage volunteers and use the site, and will obtain a signature on the attached MOA. Trisha will walk through the MOA with the agency, clarifying that the agency is responsible for posting volunteer opportunities, keeping the postings up to date, following through to contact potential volunteers, and managing volunteers. In exchange, City staff will promote volunteering generally in the community, recruit volunteers, and offer regular best practices workshops for agencies. Following the workshop, the agency then begins the sign -up process on -line. During this process, they are taken to a page that includes City of Dubuque information, a disclaimer, and some information about the responsibilities being assumed by the agency choosing to use the site. Once the agency completes the posting, Trisha receives an e-mail that requires her to review and approve the entry. In the event that an agency goes directly to one of the websites without first contacting Trisha and participating in a workshop, the e-mail notification Trisha receives will trigger a phone call from Trisha to the agency to schedule the workshop and obtain a signature on the MOA. In the event that we run into agencies who are not willing to partner with the City to use the site, we will gather and track their concerns and share that information with the collaborate group. Resources Unite could choose to provide another alternative posting method that does not include the use of Volunteer Solutions. We are anxious to begin work on collaborative volunteer efforts because volunteering is one of the Sustainable Dubuque indicators for community cohesion. While we are proposing that we take the immediate steps described in this memo to support volunteering and help agencies to develop engaging volunteer experiences and implement best practices, we want to be clear that we have not made a determination that city government is the proper host for these efforts long term in the community. As we carry out the activities under the Volunteer Generation Fund Grant over the next 18 months, we will work 3 with the partner agencies to determine the best and most sustainable long term host for the volunteer center activities. Action Requested The action requested is that you approve the attached Memorandum of Agreement, which has been reviewed by Assistant City Attorney Crenna Brumwell, and authorize me as the City signatory. cc: Nikola Pavelic Trisha Federspiel 4 VOLUNTEERDubuque! rd- &it SUSTAINABLE DUBUQUE viable • livable • equitable Masterpiece on the Mississippi Memorandum of Agreement For the use of and participation in Volunteer Dubuque Between The City of Dubuque, Iowa And Member Agency: Address: City: State: Zip Code: Phone: Email: Agency Contact(s): The purpose of this MOA is to set forth the terms and conditions of the agreement between the parties. Your signature indicates your acceptance of these Terms and Conditions listed below. If at any time you do not agree to these Terms and Conditions, you must cease your use of Volunteer Dubuque. This memorandum will clarify your responsibilities as a registered agency with the City. 1. The member agency is solely responsible for registering and updating the organization's profile and opportunity postings. City reserves the right to edit postings and approve them before they become available to the public. 2. City will approve agencies and organizations that meet one or more of the following criteria: ❑ Has an organizational presence in Dubuque city limits OR El Utilizes volunteers from Dubuque city limits And: El Is a legally incorporated nonprofit entity, or ❑ Is registered with the IRS as a tax exempt entity, or El Is a governmental entity, or El Is a legally incorporated educational entity, or ❑ Is a faith -based organization recruiting volunteers to engage in health and human service type activities, not proselytizing or religious activities, or 6 ❑ Is a neighbor association recognized by the City of Dubuque, or ❑ Is a for - profit entity recruiting volunteers to engage in a subsidiary non- profit /humanitarian venture or in direct client contact, or ❑ Is an issue - oriented and /or advocacy which is either legally incorporated or registered with the IRS as a tax - exempt entity 3. City will NOT approve opportunities that involve: • Work for private individuals or businesses • Political campaigns or activities • The promotion of a particular religious belief or for the purpose of recruiting members • Replacement of paid workers 4. City reserves the right to reject any agency registration or opportunity posting whose volunteer program mission and /or purpose finds contrary to the spirit of volunteerism. 5. The Member Agency agrees to (Please initial all boxes): ❑ Provide volunteer opportunities which DO NOT discriminate based on race, color, religion, sex, sexual orientation, marital status, age, national origin, political belief or physical or mental disability ❑ Provide regular maintenance of its organizational profile, listings and volunteer opportunities at least every six months or as needed *If the organizational profile, listings or volunteer opportunities are NOT updated every 6 months, City has the right to discontinue this agency as a partner with City. ❑ Encourage volunteers to register using Volunteer Dubuque ❑ Post and update volunteer opportunities in a timely manner to allow sufficient time for marketing ❑ Respond to City's volunteer referrals in a timely manner ❑ Utilize effective volunteer management practices including a position description, screening, orientation, supervision and evaluation ❑ Provide a safe environment for volunteers ❑ Keep City advised of ongoing volunteer needs, concerns or issues. ❑ Member Agency will, at Member Agency's expense, purchase and maintain comprehensive general liability insurance and casualty insurance covering itself and its interest in the use of Volunteer Dubuque. ❑ Member Agency represents and warrants its use of Volunteer Dubuque will not constitute a violation of any law or governmental regulation and, in connection therewith, Member Agency agrees to indemnify and hold harmless City from any and all fines, penalties or claims, resulting in any manner, directly or indirectly, from Member Agency's use of Volunteer Dubuque described herein. ❑ Member Agency using Volunteer Dubuque agrees to hold harmless, indemnify and defend the City, its consultants and each of their officers, 7 agents and employees from any and all liability claims, losses, or damages arising out of or alleged to arise from Member Agency's use of Volunteer Dubuque ❑ Member Agency agrees the covenants and conditions herein contained will apply to and bind the legal representatives, successors, and assigns of all of the parties hereto, and all of the parties hereto will be jointly and severally liable hereunder. ❑ This Agreement shall be governed by and construed in accordance with the laws of the State of Iowa. 6. City agrees to: • Promote City, its programs, and Volunteer Dubuque in the community • Provide training and assistance during normal business hours (Monday- Friday 8:OOam- 5:OOpm) related to the effective use of Volunteer Dubuque • Publicize volunteer opportunities available on Volunteer Dubuque • Engage in community outreach activities and programs to promote volunteerism and recruit volunteers • Provide free volunteer management training opportunities yearly for member agencies ** *All of these services provided by City will be provided specifically by the City of Dubuque's AmeriCorps VISTA Volunteer Services Coordinator. Should funding for such services end, City may notify Member agency of discontinuation of this agreement. Please Note: • The volunteers are referrals to your agency, as such; you have the option of accepting or not accepting the volunteers on a client -by- client basis • City does not provide Worker's Compensation or any type of medical or liability insurance for any volunteers • City does not provide criminal background checks or reference checks. It is the member agency's responsibility for such screening if deemed necessary • You must notify City staff should you decide that a volunteer is not working out and City will discuss the redirection of the volunteer. • If you have any questions or comments, please feel free to contact us. By signing this paper, you are agreeing to both the above terms of service and these legal notices. Agency Representative Date City Representative Date 8