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HomeMy WebLinkAbout06-13-1995 CITY COUNCIL STAFF REPORTSSARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2S-7S MEETING DATE: June 13, 1995 ORIGINATING DEPT. Volunteer Coordinator AGENDA ITEM E CITY MGR. .� SUBJECT: Grant Proposal for Volunteer Program Recommended Motion(s): Authorize City Manager to sign letter submitting grant. Report Summary: The Volunteer Coordinator has become aware of grant funding which is available from the David and Lucile Packard Foundation. These grants are for the specific purpose of assisting cities to enhance and expand their volunteer programs. Attached is a proposal which would utilize $23,000 to hire a skilled professional to assess the program, consult with staff members, prepare a written report, perform training and follow -up, prepare new and /or updated written materials, and perform other tasks to create a volunteer program that supports a changing economy and that will be a benchmark for small city volunteer programs. A professional consultant, Betty Stallings, has been located who is willing and able to perform the work if the funding is available. Fiscal Impacts• None; costs will be covered by grant. Advertising, Noticing and Public Contact: None required. Consequences of Not Acting on the Recommended Motions: The productiveness of the volunteer program has been severely impacted by the loss of the paid assistant in 1993 due to budget cuts. Decline in use and effectiveness of volunteers may continue, which would affect all departments in varying degrees. Follow Up Actions: Volunteer Coordinator willl submit cover letter and proposal and hire consultant if Packard Foundation approves grant. Attachments: Cover letter and proposal, with biographical info on Ms. Stallings ®KI' 4 0� SARA �O 1a5 9L1 FOR�1 Ilowl . 11 1 1 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 867 -3438 COUNCIL MEMBERS: June 13, 1995 Ann Marie Burger Paul E. Jacobs Gillian Moran Karen Tucker Donald L. Wolfe The David and Lucile Packard Foundation 300 Second Street, Suite 200 Los Altos, California '94022 Re: Special Project: Volunteers for Cities Project This is to advise you that the proposal titled VOLUNTEER SARATOGA: THE ULTIMATE SMALL CITY VOLUNTEER PROGRAM has been approved by the City Council for submission to the Foundation. Sincerely, 460z� Harry Peacock City Manager Printed on recycled paper. THE DAVID AND LUCILE PACKARD FOUNDATION Name of City Volunteer for Cities Project Cover Page City of Saratoga Name of Mayor Ann Marie Burger Address/Phone and Fax 13777 Fruitvale Avenue Saratoga, California 95070 (408) 867 -3438 fax (408) 741 -1132 Name of City Manager Harry Peacock Phone and Fax (408) 867 -3438 Fax (408) 741 -1132 Name of volunteer coordinator or principal contact person for this project (if different from City Manager) Carrie Choy Deane Address /Phone and Fax 13777 Fruitvale Avenue Saratoga. California 95070 Title of Project described in proposal Volunteer Saratoga: The Ultimate Small City Volunteer Program Amount of funds requested $23,000 Time frame for use of funds December 1995 through Kov:ember 1996 Date of official City Council authorization to submit proposal June 13, 1995 Signature oofficial authorizeddpubmit propes�kl 300 Serond Street, .Suite 200 Los Altos, California 94022 (415) 948 -7658 VOLUNTEER SARATOGA: THE ULTIMATE SMALL CITY VOLUNTEER PROGRAM The History of Volunteer Saratoga On May 25, 1982, the Council directed staff to develop a contract with the Volunteer Center to provide funding for a half time volunteer coordinator. The purpose of this program was to develop a volunteer program in Saratoga and to have the Volunteer Center provide the staffing and administration of the program. On August 31, 1985, the City decided to end its contract with the Volunteer Center. On September 1, 1985, the Volunteer Coordinator became a permanent 24 hour staff position within the City. Over the next eight years, the Volunteer Saratoga program grew and eventually added a part -time assistant. The program also continued to increase its volunteer population to approximately 400 volunteers providing the community with over 15,800 hours of additional services within a fiscal year. Then, in 1993, severe budget cuts changed the face of the volunteer program. The volunteer assistant position was eliminated and over 200 volunteer positions were redirected to the care of various foundations. The changes were severely felt but the Volunteer Coordinator worked hard to adjust the program to handle the changes. CURRENT PERFORMANCE Since the budget cuts began two years ago, the Volunteer Program has. been experiencing a continual decline in requests for volunteers, but the workload has remained heavy. As this fiscal year draws to a close, the statistics for the end of the year are projected to be under 6,500 hours and will have involved under 200 volunteers over the entire fiscal year. Now, as we face the upcoming budget, the City is once again forced to look at more cutbacks. PROPOSAL The need is great to persuade staff to really look at their jobs and learn how to incorporate volunteers in new and unique ways never thought of before. Each department must be trained so thoroughly that they will look upon volunteers as a necessary and vital part of their everyday work life. Yet it has been almost impossible to convince those that have not already bought into the idea of using volunteers to do so. A fresh look must also be taken of the existing volunteer program. It must be evaluated thoroughly and then redesigned to function at its peak in a declining budget environment To achieve these goals, a skilled trainer, consultant, and leader in the field of volunteerism will be the key to success. It is extremely important to have an outside professional who specializes in the field of volunteerism come into the City to take on this task. The individual must have enough expertise in dealing with cities to understand and work through a variety . of road blocks and problems. To design a forefront program that can function in the face of painful cutbacks and create a unique, strongly motivated staff willing to support and use volunteers in this climate are the ultimate goals. A person with the above qualifications would be able to handle the vital task of making Volunteer' Saratoga: The Ultimate Small City Volunteer Program. BUDGET On the following page is the line item budget for the proposed project that we request the Foundation to provide funding to support. The costs reflected in the below budgets include only the fees from the consultant, Betty Stallings, whom we plan to hire for this project. Other costs, such as staff time, will be covered by the City. $6000 ASSESSMENT • Assessment of volunteer program • Assessment of volunteer program by staff and volunteers • Assessment of staff and management's support and usage of volunteers • Identification of present and potential volunteer population for purposes of effective recruitment • Assessment of recruitment practices • Overall agency assessment • Written report detailing findings of assessment $ 3 0 0 0 CONSULTATION & STRATEGY • Consult and discuss above findings with Volunteer Coordinator and City Manager and target areas for improvement • Prepare a written report detailing the strategy for implementing a one year plan $8,000 TRAINING & FOLLOW -UP • Meet with management for preparation of department training • Prepare, facilitate and train each department • . Following initial training, meet with each department one to three times to keep departments on track, resolve problems, overcome resistance, and promote utilization of volunteers • Train volunteer coordinator and implement changes to the volunteer program $2,000 MATERIAL DEVELOPMENT • Design and prepare new policies, procedures, forms, job descriptions, training tools, etc., and /or • Update and revise existing policies, procedures, forms, etc. $4,000 CREATIVE DEVELOPMENT • Design new and unique uses of volunteers • Create a cutting edge volunteer program that supports a changing economy and that will be the benchmark for all city programs $23,000 TOTAL STATEMENT OF CONTINUATION The entire process outlined above is designed to change existing practices. Once that change is in place, the training that the Volunteer Coordinator will have received will allow the continual fine tuning and developing of even more volunteer jobs and programs. Each new staff person will be thoroughly trained within the first month of employment with the City to ensure that the huge gains we attain will not be lost as new staff join us. The City Council will provide strong support and direct encouragement to management through the City Manager to ensure that staff keeps the doors open to develop even more volunteer opportunities. FROM PHONE NO. J PO 1995 Biographical Information Betty Stallings Betty Stallings, M.S.K., is a national trainer, consultant, author and keynote speaker specializing in volunteerism, nonprofit fundraising, board development and leadership. She has written two popular books, Getting_tQ .Iles in Find aieina -and A ResoLree Kit-fQr.Managers_oL Val unteers_ She has also authored, "Families as Volunteers ",. a Chapter from the book, hsanagi ag Volunteer Dimas* and a booklet, Volunteer Program_ Acs ssm _nt Guide- Formerly, Betty was the Founder and 13 year Executive Director of the Valley Volunteer Center in Pleasanton, California. While at the Center she initiated such programs as the Women's Re -entry Internship Program, Career - Links, Borrow -An Expert, Project Manage, The Corporate Volunteer Council and others which served as national models of volunteer utilization. While directing the Center, Betty obtained funding and supervised innovative research on volunteer management which resulted in the publication of the book, At The Heart - The New Volunteer ("hallei�5= tQ C_ min ty A¢enriwc Seeking resources for nonprofit organizations because Betty's hallmark while directing the Center. She obtained hundreds of grants from major foundations and corporations, initiated successful signature fundraising events and raised financial and in -kind resources from individuals and small businesses in the community, totaling millions of dollars. Currently Betty is consulting and training in the San Francisco Bay Area Volunteerisin Project. She is also an instructor in university nonprofit and extension programs, is a popular trainer for state, national and international conferences on volunteerism and trains and consults with many nonprofit organizations around the U.S. and Canada. Betty's rich background in human services and volunteer management, her broad based experience as a volunteer and fund raiser, and her humor, vitality and inspiration have made her a sought -after trainer and speaker throughout the Nation. For information on topics, fees and availability, please contact: Betty Stallings 1717 Courtney Avenue, Suite #201 Pleasanton, California 94588 (510) 426 -8335 FROM PHONE NO. P03 Betty B. Stallings Trainer a Consultant • Spea 1/93 RESUME BETTY STALLINGS 1.717 Courtney Avenue Pleasanton, California 94688 Phone: work: (510) 426 -8335 residence: (510) 846 -0977 BACKGROUND SUMMARY Masters Degree in Social Work. Four years experience as mental health consultant and group worker in public schools. Founder and 13 year Executive Director of the Valley Volunteer Center. Extensive experience in: program development and fiscal management, supervision, public speaking, public relations, community organization, marketing, fund raising, planning and grantwriting ( 50 proposals funded from private and corporate foundations.) Trainer, consultant, speaker in all phases of volunteer management, board development, fund raising, planning, marketing and management skills. Leadership in many community activities. WORK EXPERIENCE July '88 - Current: Consultant, trainer, keynote speaker (sampling) Partial list of clients: Canadian Association of Volunteer Centers, Jewish Women's Federation of the Bay Area, University of Boulder Volunteer Certification Program, VOLUNTEER -The National Center, California Hospital Association, San Francisco Foundation, United Way, Hospice, California State & International Special Olympics Ow-t. '76 -June '88 Founder, Executive Director Valley Volunteer Center, Pleasanton, California 1966-1970 School Social Worker, Madison, Wisconsin 1 960- 1966 Positions as: YWCA Camp Director, instructor of adult education, adoption and foster care worker V"teer Manspem -nt • Fund Rsalnp • Board Development a Mamounp 1717 Courtney Ave • PlOaSAn10n. CA NhbO • (41 b) 42!3.8335 J FROM PHONE NO. PO4 Stallings, p.2 EDUCATION MSW, 1966 University of Wisconsin Recipient of Full Scholarship Thesis: A Study of Child Neglect in Dane Co., Wis. B:S.in Sociology Ohio Wesleyan University, Delaware, Ohio, 1964 1964 Methodist Scholarship Graduated with honors High School Washington -Lee High School, Arlington, Virginia 1960 Valedictorian ADDITIONAL EDUCATION College courses or workshops in: Women as Managers Assertive Communication Stress Management Career Planning for Woman Grant Writing Find raising Volunteer Management Budget and Finance Board of Directors Making Meetings Work Delegation Strategic Planning Time Management Diversity In The Workplace SPECIALIZED TRAINING: Grassroots Lobbying Nonprofit Insurance Corporate Volunteerism Marketing Computer Courses Consulting Conflict Management Quality Circles Brochure Development Problem Solving Performax - Personal Profile Public Speaking Media Relations Assessment Lab for Volunteer Management Trainers, Aspen, Co.,Aug.,'87 IBM Nonprofit Managers Course, New York- nationally selected, 1983 U FROM : PHONE NO. : Stallings, p.3 Training for Trainers, Kellogg Foundation Project- United Way of Bay Area Attended & trained at 16 National Conferences on Volunteering TEACHING EXPERIENCE University of Boulder, Colorado: Volunteer Management Institute July, 1988- current - 1 week annually Cal State, Hayward - Faculty in Nonprofit Management Certification Program (Graduate Level) PROFESSIONAL ASSOCIATIONS AND HONORARIES AVA (Association of Volunteer Administrators) - 1988- present VOLUNTEER -THE NATIONAL CENTER, National Advisory Council, Wash.D.C. (elected nationwide for 3 year term, 1984 -87) Urban Institute's Nonprofit Sector Bay Area Advisory Council. '83 -'86 Northern California Council of Volunteer Centers, Pres., 1984 -86 California State Board of Volunteer Centers, 1984 -88 ACSW (Academy of Certified Social Workers) NASW (National Association of Social Workers) Mortar Board (Scholarship, activity honorary, Ohio Wesleyan University) PUBLICATIONS /BOOKS Articles: Y-01untar, Leadership, Summer, 1981 "Paving The Way for Women's Re- Entry", P. 29_30 Books: Getting To Yes !n Fund Raising-, 1991, Heritage Arts Press. Sesource Kit for Manaa [s of Voiunters - released in November,1992 T r - he New Volunteer Challenge Agencies Funding acquisition, research design and supervision 9r: Families As Volunteers ", from Managing Volunteer Diverslity •ed by Sue Vineyard and Steve McCurley, 1992 pea. _ FROM AWARDS AND HONORS PHO14E NO. : Stallings, p. 4 An Award is given annually in my honor in Pleasanton, California - Betty Stallings' Creative Volunteer Award - created in 1988 when resigning from the Valley Volunteer Center 1988 Volunteer Merit Award, United Way of the Bay Area, 1988 San Francisco Bay Area PG&E Community Service Award, 1988 Phi Delta Kappa - Friend of Education Award, 1987 San Francisco Support Center - Excellence in Management Recognition, 1987 Community Development Award, 1982 - Pleasanton Chamber of Commerce AAUW Fellowship named in honor as founder of Valley Volunteer Center and Women's Job Re -entry Program Distinguished Young Women in America, 1976 Who's Who in American Universities Numerous awards in youth for community service and academic excellence COMMUNITY INVOLVEMENT Pleasanton's Partnership in Education Advisory Council - 1986- present Founder, Chairperson, Inter -Act (Inter - coordinating Council of Social Service Agencies serving Livermore, Amador Valley) School Site Councils- 1980's Children's Theatre Workshop Hoard of Directors, 1983 -1990 (Exec. Board) Hope Hospice Board of Directors, 1990 - present (Exec. Board) Tri- Valley Haven for Women, Advisory Council, 1983- present Chairperson, Sister City Visit to Pleasanton - fall, 1987 vast Bay Junior League Community Advisory Board, 1985- present 'mer volunteer activities: League of Women Voters -7 years AAUW -4 years Univ. of Berkeley Foreign Host Frogram -9 yr American Cancer Society -7 years POE FROM : Applause "Betty Stallings — a woman of great ,vision and persistencd. the person who foresaw tt)e need for ltli,% ri3search and wllu made it naopon; wno bellevea In the field, In the task, and in mp; aim* who wai alwoyi; Oneouraging, tev9ling and wonderful to work wdh." Nora Silver, autnor. At The Heart, The New Volunteer Challenge to ommunity Agencies "You are a start Everyone was still talking about your ses; lions on Sunday. You got everyone excited about getting back to their areas and implementing some of your Ideas!" Anne Hurley, Otreetor of Volunteer Services cakfor»ia Snocial otymp;cs "The response to the workshop (r'ergutisive rre8entat+ons Thgt Win Funding) was extremely positive. YOU truly amaze R10. Your energy and commitmsnt to providing a quality tsar• vice inspires me." Peggy While, Exocuriyl: Difuclor Volt -reef Center of Confrs Cost: Co "Your comments ir . the workshop (Making That Corporate Connection) were very pertinent and as usual — very well drlivt fed." Ed Novi, Manager, Public fialetions ATAT "Your wo(kahop wail thu highlight of tho Ontario Conference urid I fink I could havd ergoydd it sit 3 limes you gave it!" Joan Oliver, Executive D;ructor Timmins Volunteer Centro. Onfano, Canada The presentation (Creative use of volu!)Ieem in Fundrais- nly) was well UrgaNzOd, if)4 COhC anu eouuuiuying. Thank You for the best session so far "' Ann Schmidt, Conference ath•,.idec VOL'UNTEER'S ,):irivrral vu,rtc:,i: WC wl volunteering —Your enthusiasm and organized presentation (at our board Retreat) gave us just the direction ana structure we needed. W;tn your gur7ance wo are new well on the road to a suc- cessful fund - raising season." S'u64n BBtrelrtelm, W61n1e85 Cur11r11urrtty Recent purr ;crpanis in her workshop$ .have said, ­Exciting,,, "Supsrtly quaified and organized," knowledgeable, in- ;yhhu'l, yrzHl Sr>nsz Gt hurnvr " " Persurtablc, " "Prtcl;cal, " "Exccikvrr hundoulu'" "Exc0lunl in uvury way. '• Betty B. Stallings ® Budding Better Sk,;ls PHONE NO. P07 W —The Vw* Torm twntlay. M. Betty Stallings: what a legacy Serty Stallings has decided to hang up her Superwoman cape at the Valley olunteer Center, which isn't good news for anyone who has been touched by the center's many pro- grams and events. But to react with sadness and chagrin over her decision would miss the point of what Stallings has meant to the Valley. Thirteen years ago, there was no volunteer center -- no Women's Internship Program, no Career Links, no Borrow an Expert, no Project Manage, no Corporate Volunteer Council, no program for pregnant teens. There was no Di- rectory of Ol<ganizations and no Wish list book for non - profit agencies. There was no Taste of the Valley and no CEO dinner. Most importantly, there was no clearing- house to match potential volunteers with the non -profit agencies that desperately needed volunteer labor to keep their program run- ning. ' ll Betty Stallings was looking for 13 years ago was an exciting volunteer job. As a new Pleasanton resident, she was looking for a way to continue her volunteer work. Instead, she donned that cape and set about creating one of the most successful organizations the Valley has ever seen. She certainly didn't do it by herself. Like any *ood administrator, she surrounded herself with talented, enthusiastic people who were capable of dreaming the kind of dreams she had. An army of terrific people have helped her achieve the success the center enjoys to- day. But Stallings has always been the common denominator, the thread that held the fabric to- gether, It's impossible to mention either Betty StaW or the volunteer center without auto - mati ly thinking of the other. Now, after 13 years of facing organizational and financial challenges that would unfound most corporate executives, she has decided it is the time to try something else, something more creative than udministrative. It will almost cer- tainly still be in the realm of volunteerism — there are countless organizations throughout the wuntry that face the same problems that she and her staff have confronted and solved over the years. If Stallings could bottle the kind of expertise she has to offer, shed have a hard time keeping it on the shelf. Knowing that Betty will remain involved with the center and her many other activities -- Children's TMeatre Workshop, the American Cancer Society — further softens the blow of her resignation. At least all of that expertise won't be spent elsewhere. But wouldn't we all be thrWed to be able to look back over 13 years of work and see even a fraction of the accom. plishments Betty Stallings can point to? What a legacy.