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POS FY 08 RSVPTHE CITY OF DUB E Masterpiece on the Mississippi MEMORANDUM June 13, 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Purchase of Service Agreement - Retired and Senior Volunteer Program During the Fiscal Year 2008 budget process, the Mayor and City Council provided $7,341 for a Purchase of Service Agreement with the Retired and Senior Volunteer Program. Budget Director Jennifer Larson is recommending execution of the attached contract with RSVP to assist in funding the operation of a program that places retired persons or persons over 55 years of age and older as volunteer help in nonprofit and public and private agencies. I concur with the recommendation and respectfully request Mayor and City Council approval. Mi hael C. Van Milligen MCVM/jml Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Jenny Larson, Budget Director THE CITY OF DUB E Masterpiece on the Mississippi MEMORANDUM June 13, 2007 TO: Michael C. Van Milligen, City Manager FROM: Jennifer Larson, Budget Director~~ SUBJECT: Purchase of Service Agreement - Retired and Senior Volunteer Program Attached for City Council approval is the Purchase of Services Agreement with the Retired and Senior Volunteer Program for the City's financial support for Fiscal Year 2008. The adopted Fiscal Year 2008 operating budget provides for the payment of $7,341 for the Retired and Senior Volunteer Program to enable that agency to continue to retain part-time staff to help place retired persons or persons 55 years of age and older as volunteers in nonprofit public and private agencies. The volunteers help in a variety of ways which include commodity distribution, providing services to the Department of Human Services, providing help at senior citizen meal sites, schools, hospitals, and nursing homes, and providing clerical support in offices of nonprofit agencies and City departments. It is my recommendation that the City Council approves the attached Purchase of Services Agreement with RSVP and authorizes the Mayor to execute the contract on behalf of the City. JML Attachment AGREEMENT BETWEEN CITY OF DUBUQUE, IOWA, AND RETIRED SENIOR VOLUNTEER PROGRAM THIS AGREEMENT, dated for reference purposes the 1 st day of July 2007, is made and entered into by and between the City of Dubuque, Iowa (City) and the Retired and Senior Volunteer Program (Agency). WHEREAS, Agency represents itself as technically and professionally qualified to provide meaningful volunteer work for retired persons and/or persons age 55 and over in nonprofit public or private agencies; and WHEREAS, City has deemed it to be in the public interest to provide Agency with financial assistance to enhance its services to the elderly. NOW THEREFORE, the parties hereto agree as follows: 1. Scope of Service Agency shall employ apart-time assistant for its office to assist the director in administering a volunteer program to place retired persons or persons age 55 and over in nonprofit public or private agencies. Agency shall ensure that the part-time assistant is under appropriate supervision. 2. Time of Performance The term of this Agreement shall be from July 1, 2007 through June 30, 2008. 3. Compensation City shall pay Agency $7,341.00 as compensation for these services provided by Agency, which payment shall constitute full and complete compensation for such services. Compensation shall be paid by City to Agency within ten (10) days after execution of the Agreement by both parties and upon receipt of a requisition by City of a requisition for such sum from Agency. 4. Discrimination In carrying out the services under this Agreement, Agency shall not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, religion, sexual orientation, or disability. Agency shall take affirmative action to ensure that applicants for employment are employed and that employees are treated during employment without regard to race, creed, color, sex, age, national origin, religion, sexual orientation, or disability. Such action shall .~ r include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. RSVP assures that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, age, national origin, religion, sexual orientation, or disability. RSVP agrees and will undertake whatever affirmative measures are necessary so that no person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activities funded in whole or in part with any of the funds made available to RSVP under the terms of this Agreement because of race, creed, color, religion, national origin, sex, age, sexual orientation, or disability. 5. Termination of Contract This contract may be terminated by either party by giving the other party a written, ninety (90) day notice of such termination or upon such other terms as may be mutually acceptable. If, through any cause, Agency shall fail to fulfill in a timely and proper manner its obligations under this Agreement or if Agency shall violate any of the covenants, agreements, or stipulations of this Agreement, City shall have the right to terminate this Agreement by giving written notice to Agency of such termination at least five (5) days before the effective date of such termination. 6. Assignability RSVP shall not assign or transfer any interest in this Agreement without prior written approval of City. 7. Insurance At the time of execution of this Agreement by Agency, Agency shall provide City copies of Agency's insurance certificates showing general liability, automobile liability, and workers compensation insurance coverage to the satisfaction of City for the term of this Agreement. WITNESSED: CITY OF pUBUQUE ';' ~ `' , ~~ % ~~ _.~ Jea a ..Schneider, City Clerk Ro I, Mayor i G5 ~ ate to 2 .~ RETIRED AND SENIOR VOLUNTEER PROGRAM oC:~-`- /j,~,J~~~% mss' v~~ fir, Director 7-a ~ -o ;~ Date VOLUNTEERS INSURANCE SERVICE VOLUNTEER ACCIDENT INSURANCE CERTIFICATE OF INSURANCE Insurer: Life Insurance Company of North America Agent: The CIMA Companies, Inc. 1601 Chestnut Street 1800 N. Beauregard Street, Suite 100 Philadelphia, PA 19192 Alexandria, VA 22311-1726 A Stock Insurance Company, herein Toll Free: 1-800-468-4200 Called The Company Association Member: RSVP 350 N. Grandview Avenue Dubuque, IA 52001 Certificate of Insurance Master Policy No.: SPS900302 This certificate is not a contract of insurance. It contains only the principal provisions relating to the coverage and payment of loss under the policy described herein. This certificate replaces any and all certificates previously issued to the Insured with respects to the policy described herein. Effective Date of Coverage: 07/01 /2007 Policyholder: Volunteers Insurance Service Association, Inc. THE COMPANY HEREBY CERTIFIES that the registered volunteers of the Association Member named above are insureds under the policy against loss resulting directly and independently of all other causes from accidental bodily injuries caused by an accident occurring while the policy is in force as to the Insured, provided such injuries arise out of or in the course of the hazards described. The amount of Insurance applicable per Insured with respect to the Indemnities described below is: PRINCIPAL SUM CAPITAL SUM MEDICAL INDEMNITY $2,500.00 $2,500.00 $25,000.00 INSURING AGREEMENT Persons Insured: All registered volunteers of the Association Member. Description of Hazards: This policy covers injuries arising out of or in the course of the following: while on volunteer assignment for the Association Member within the United States of America, its territories, possessions, Canada; or anywhere in the world, with respect to traveling, while on assignment or any traveling directly to and from the assignment or any incidental travel while on the assignment sponsored by the Association Member. Authorized Signature: TL-004672 Harry F. Custis Date: July 12, 2007 (IADUBU 1) The CIMA Companies, Inc. Employers Insurance of Wausau, A Mutual Company 1800 N. Beauregard Street, Suite 100 P.O. Box 105067 Alexandria, Virginia 22311-1726 Atlanta, Georgia 30348-5067 Named Organization and Mailing Address RSVP 350 N. Grandview Avenue Dubuque, IA 52001 Master POlicy No.: CNS THCZ915286129017 Certificate No.: IADUBU1 Named Organization's Business: Social Services Certificate Period 07/01/2007 to 07/01/2008 (12:01A.M.) Certificate is: New VOLUNTEERS INSURANCE SERVICES Excess Auto Liability Cerfificate of Insurance This certificate, subject to all its terms, conditions, and limitations, shall expire on 07/01/2008 , 12:01 a.m., Standard Time at the Named Organization Mailing Address. Limits of Insurance Each Automobile Accident Limit $ 500,000 This Certificate and the attached coverage form and endorsements, if any, complete this policy. NOTICE By applying for this insurance, the applicant also is applying for membership in Volunteers Insurance Service Association, Inc., a risk purchasing group formed and operating pursuant to the Liability Risk Retention Act of 1988 (15USC 3901 et seq.). Authorized Signature: Harry F. Custis Date: July 12, 2007 (IADUBU 1) The CIMA Companies, Inc. Employers Insurance of Wausau, A Mutual Company 1800 N. Beauregard Street, Suite 100 P.O. Box 105067 Alexandria, Virginia 22311-1726 Atlanta, Georgia 30348-5067 Named Organization and Mailing Address RSVP 350 N. Grandview Avenue Dubuque, IA 52001 Master Policy No.: CNS THCZ915286129017 Certificate No.: IADUBU1 Named Organization's Business: Social Services Certificate Period 07/01/2007 to 07/01/2008 (12:01A.M.) Certificate is: New VOLUNTEERS INSURANCE SERVICES Excess Volunteer Liability Certificate of Insurance This certificate, subject to all its terms, conditions, and limitations, shall expire on 07/01/2008 , 12:01 a.m., Standard Time at the Named Organization Mailing Address. Limits of Insurance Each Occurrence Limit Annual Aggregate Limit $ 1,000,000 $ 3,000,000 This Certificate and the attached coverage form and endorsements, if any, complete this policy. NOTICE By applying for this insurance, the applicant also is applying for membership in Volunteers Insurance Service Association, Inc., a risk purchasing group formed and operating pursuant to the Liability Risk Retention Act of 1986 (15USC 3901 et seq.). Authorized Signature: Harry F. Custis Date: July 12, 2007 (IADUBU 1) S. RSVP July 26, 2007 City Manager's Office City Hall Jennifer Larson 50 W. 13th St. Dubuque, IA 52001 Dear Ms. Larson, 350 North Grandview Avenue Dubuque, Iowa 52001-6392 563.589.2655 sponsored by The Finley Hospital Enclosed are the insurance information and the signed Purchase of Services Agreement between the Retired and Senior Volunteer Program and the City of Dubuque for fiscal year 2007-2008. The insurance information shows general liability as a supplement to the volunteer's existing automobile, life and medical insurances. We do not provide workers compensation insurance coverage as these are volunteer positions. We are very grateful for the continued support of our program. This funding enables us to employ apart-time coordinator who assists in placing people age 55 and older in volunteer service with local non-profit organizations and public agencies. As of January lst of this year we have had over 350 active volunteers contribute over 25,000 hours of service to Dubuque County-a true reflection of the need for volunteers and their dedication to our community. Please feel free to contact me at 563.589.2622 if you have any questions. Sincerely, oc~~-~-- /'~erL Deb Bell RSVP Director The Finley Hospital Encl. "RSVP is a nationwide volunteer program that invites adults age 55 and older to use their life experiences and skills to answer the call of their neighbors in need." ~• ,. S Memorandum of Understanding Between Dubuque County Retired and Senior Volunteer Program Volunteer Station: Dubuque County 350 N. Grandview Ave. Dubuque, IA 52001 563-589-2655 or 563-589-2622 Fax:563-557-2813 City Of Dubuque City Hall . ~0 W • t 3~`'` Dubuque, IA 52001 563-589-4110 Fax: ~,;~ z~~6k .nr~ E-Mail: Ew ~ < < ems " `~ Contract Valid: July 2007 -March 2009 This Memorandum of Understanding (MOU) contains basic provisions which will guide the working relationship between both parties. It is the intention of the MOU to promote cooperation, clarify responsibilities and define working relationships between RSVP and each volunteer station. This MOU maybe amended, in writing, at any time with concurrence of both parties and will be renegotiated at least every two years. Volunteers cannot displace employed workers. Volunteers cannot be used to conduct or be engaged in religious, sectarian or political activity. Criminal background checks and reference checks are not done by RSVP. Basics Provisions of Memorandum of Understanding A. Retired and Senior Volunteer Program of Dubuque Co. will: 1. Recruit, interview and enroll RSVP volunteers and refer volunteers to the volunteer station. 2. Instruct RSVP volunteers in proper use of monthly reports, reimbursement guidance and program procedures. 3. Provide RSVP orientation to volunteer station staff prior to placement of volunteers and at other times as the need arises. 4. Furnish accident, personal liability and excess automobile insurance coverage as required by program policies. Insurance is secondary coverage and is not primary insurance. 5. Periodically monitor volunteer activities at volunteer station to access and/or discuss needs of volunteers and volunteer stations. 6. Reimburse RSVP volunteers for transportation costs between their home and volunteer station in accordance with RSVP policies. B. Volunteer Station will: 1. Provide a written position description to RSVP office. 2. Provide orientation, in service instruction or special training of volunteers as needed. 3. Provide supervision of volunteers on assignments. 4. Provide for adequate safety of RSVP volunteers. 5. Collect and validate volunteer hours served and submit hours monthl to RSVP office. 6. Investigate and report accidents and injuries involving RSVP volunteers immediately to the RSVP office. All reports will be in writing. 7. Supply statistical data on volunteer assignment as requested. 8. Comply with all ADA requirements. 9. Comply with all applicable civil rights laws and regulations including non- discrimination against race, color, national origin, sex, age, political affiliation, religion, or on the basis of disability if the volunteer is a qualified individual with a disability. 10. Criminal background checks and reference checks are not done by RSVP. It is the responsibility of the volunteer station to determine the need for such screening and to follow through with a criminal background and/or reference check if they deem it necessary. 11. This Memorandum of Understanding contains all 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. Other: The volunteer station representative who will serve as a liaison with RSVP and who will be responsible for volunteer orientation, supervision and recording of hours is Name Title Date 1 "~ Z-0 Volunt er Station) Name G'~~~ y~~J2L~ Title ,~~-mot ~ ? Date ~' z 'a`,7 (RSVP Program) Number of Clients Served Annually: Are you looking for opportunities to reinvest your... ^ Energy? ^ Experience? ^ Time? ^ Talents? Become an RSVP volunteer today, and join the 400 + volunteers that are currently serving in more than 35 local agencies and businesses. WE NEED YOUR HELP ! CALL TODAY! 563-589-2655 Make ADifference -Get Involved! RSVP VOLUNTEER BENEFITS RSVP volunteers help maintain the well-being and independence of all individuals and build strength within their communities. As an RSVP volunteer, you'll receive: • Free volunteer placement • The opportunity to use your experience and skills • The chance to learn something new every day • Travel reimbursement (optional) • Supplemental accident and liability insurance • The satisfaction of knowing you are making a difference in the lives of individuals and your community • The opportunity to have fun, meet new people and make new friends Locally sponsored by: THE FINLEY QY' HOSPITAL IOWA HEALTH sYSTE., 1-800-582-1891 RSVP 350 N. Grandview Ave. Dubuque, Iowa 52001 Phone: 563-589-2655 or I -800-582- 189 I Website: www.finleyhospital.org Dubuque County Retired and Senior Volunteer Program Make ADifference -Get Involved! RSVP Advisory Council All volunteers, both men and women, are encouraged to donate as few or as many hours per week or month as they choose, with a minimum of 12 hours per year required. While many of our volunteers like the flexibility of being called on an as needed basis, others have committed to a regularly scheduled activity. It is your calendar,- you set the schedule based on hours of operation at the organization of your choice. •••••• In 2005, Dubuque County had 400 registered volunteers in 36 agencies and businesses, where over 56,000 hours were contributed. Funding for RSVP is provided by: The Corporation for National and Community Service, The Finley Hospital, the city of Dubuque, the state of Iowa, and Dubuque County. RSVP Volunteer Opportunities r After School Programs -Help supervise and help with reading, homework, and puzzles if no homework, give snack, and do recreational activities. Help strengthen socialization skills. • Dubuque Community Schools -Volunteers will help students by reading to them, listening to them read, help with word recognition, pronunciation and comprehension, and other duties as assigned. • Nursing Homes -Visit with residents one on one and get them involved in social activities at the center. • Epworth Community Youth Center - Volunteers will cook snacks, play games, talk with and oversee the youth. Other -craft sessions, repair of games and equipment, paperwork, cleaning, advisory board, writing grants. r Presentation Lantern Center -visit with women and children from various cultures at the center and make them feel welcome. Help them in learning the English language. • The Heritage Agency -Resident Advocates - Observe and confer with patients as to conditions and services received: cleanliness of resident areas, physical welfare and safety issues, social and mental needs (visitations, activities), and any problems or complaints, etc. 1- Visiting Nurse Association -Help maintain independent living by securing monthly expenses for a client. One-year commitment and training. • Mobile Meals -Deliver hot, nutritious meals from designated meal sites to homebound individuals within Dubuque County. For More Information Join the Retired and Senior Volunteer Program (RSVP) by calling: 563-589-2655 or I -800-582- 189 I Please contact me with more information about: Head Start Food Pantry Hospitals Mines of Spain Arboretum Blood Centers Alverno Rescue Mission American Cancer Society Drivers License Bureau Small Claims /Mediation RSVP mailings, friendly visits drivers & miscellaneous projects Other Name Address City/State/Zip Phone RSVP of Dubuque County invites seniors age 55 and older to share their life experiences, skills and knowledge with their community by getting involved!