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HomeMy WebLinkAboutC06-361 AFFILIATION AGREEMENT BElWEEN THE POINTS OF LIGHT FOUNDATION & VOLUNTEER CENTER NATIONAL NElWORK AND Eagle County Volunteer Center [NAME OF SIGNATORY VOLUNTEER CENTER] This Affiliation Agreement ("Agreement") is entered into between The Points of Light Foundation ("Foundation") & Volunteer Center National Network ("Network") and _ E;:J~l e County Volunteer Center ("Affiliate") (collectively, the "Parties") as of [date]. [name of signatory Volunteer Center] The purpose of this Agreement is to set forth the Parties' mutual understanding, obligations and joint commitment to build and sustain a strong partnership, and to further the Parties' shared goals of enhancing the quality and effective delivery of volunteer services through a strong national volunteer system. The vision of the Points of Light Foundation, Volunteer Center National Network and Affiliate partnership (collectively, the "System") is to make volunteering central to everyone's life and work. The System's mission is to create healthier communities by increasing the quantity and quality of volunteers. PREAMBLE WHEREAS, the System provides a vital infrastructure to empower people to donate time to improve the lives of those in need, to help solve social problems, and to strengthen the nation's communities; and WHEREAS, the Affiliate provides such infrastructure in its local community and desires to participate as a qualified member of the Network and work with the Foundation to achieve our mutual goals; and WHEREAS, the Foundation, as a national leadership organization, focuses its activities on advocacy, community mobilization and knowledge leadership, to engage more people and resources more effectively in volunteer service to help solve serious social problems; and WHEREAS, the Network is comprised of local Volunteer Centers who meet the Volunteer Center Standards of Excellence and, as such, constitutes a strong Network made up of strong individual Affiliates; and WHEREAS, the Affiliate focuses its activities on four core competencies: connecting people with opportunities to serve, building the capacity for effective local volunteering, promoting volunteering, and participating in strategic initiatives that mobilize volunteers to meet local needs; and Page 1 of 10 WHEREAS, the Foundation and the Network presently connect millions of volunteers with volunteer opportunities each year; train thousands of nonprofit staff and volunteers; enable local organizations to increase their capacity to engage traditional volunteers productively and effectively; and presently serve more than half of America's communities in mobilizing volunteers to address serious community needs; and WHEREAS, the Parties further acknowledge the mutual benefit of clear and measurable Volunteer Center Standards of Excellence in providing volunteer opportunities and services; and WHEREAS, the Foundation and the Network have developed a system planning process that entails, among other things: joint reviews of their respective programs; development of Foundation programs that reflect the experience and input of local Volunteer Centers; quality criteria that ensure the delivery of Essential Services; and reliable data reporting by local Volunteer Centers to aid in evaluating programs and developing and maintaining Volunteer Center Standards of Excellence; and WHEREAS, the Foundation and the Network have adopted governance measures to strengthen their relationship, including, among other things, Volunteer Center representation on the Foundation's board and Foundation board representation on the Volunteer Center National Network Council (the "Council"); and WHEREAS, the Affiliate affirms that the elected Council or its designees will represent the Affiliate in establishing priorities for Essential Services, policies, planning, and compliance with this Agreement, and other appropriate activities that require collective action with the Foundation; and WHEREAS, the Foundation and the Affiliate recognize that their missions will be enhanced by (a) a strong Network, (b) a close and mutually supportive working relationship between the Affiliate, the Network and the Foundation, and c) the investment of time, talent and resources by all; NOW, THEREFORE, in consideration of the Parties' respective promises and their shared interest in and commitment to engaging more people more effectively in volunteer service, THE PARTIES HEREBY AGREE: Page 2 of 10 , . 1. Affiliation The Foundation hereby recognizes F::l81 p r.()lInty Volunteer Cent8S an Affiliate of [name of signatory Volunteer Center] the Foundation in Eagle County, Colorado [specify city/state/region] 2. Duties of the Foundation (a) Joint Planning. The Foundation will work with the Affiliate and the Network to create a System Plan every three to five years. The System Plan will guide the development of an annual operating plan that will drive priorities and key strategies, and develop budget and funding support to deliver Essential Services and system capacity, as well as system management and support. (See Attachment A) (b) Essential Services. The Foundation will provide the Affiliate with technical assistance, training, programmatic support and/or funding consistent with identified quality criteria as determined by the Network and the Foundation. In addition, the Foundation will work with the Affiliate and the Network to identify, assess and enhance Essential Services during the duration of the Agreement. (See Attachment B) (c) Fundraising. The Foundation will coordinate with and provide support to the Affiliate on fundraising with respect to Essential Services and other related initiatives outlined in the System Plan. The Foundation will share with the Affiliate information and resources on national opportunities available at the local level for funding Essential Services, and it will share resources and the guidelines to receive the resources. Through communication and information sharing, the Foundation will make a good faith effort to coordinate with local Affiliate fundraising efforts. (See Attachment C) (d) Infrastructure Develooment and Caoacitv Building. In order to ensure an effective System, the Foundation will support the Affiliate and Network infrastructure (including state and/or regional associations) by providing communication systems, networking opportunities, Council and field representation, and financial support. (e) Financial and Statistical Reoorting. The Foundation will provide the Affiliate, upon request, with the Foundation's audited financial statements and data on the agreed performance metrics of the Foundation and the Network in national, state or regional, and local markets. Page 3 of 10 . , (f) Volunteer Center Standards of Excellence. At least every two years, the Foundation, in partnership with the Network will provide the Affiliate with feedback, evaluation and guidance on the Affiliate's performance and effectiveness. 3. Duties of the Affiliate (a) Joint Planning. The Affiliate will work with the Foundation and the Network to create a System Plan every three to five years. The System Plan will guide the development of an annual operating plan that will drive priorities and key strategies, and develop budget and funding support to deliver Essential Services and system capacity as well as system management and support. (See Attachment A) (b) Essential Services. The Affiliate will deliver the following Essential Services consistent with identified Quality Criteria as determined by the System management: i) A web-based, searchable volunteer matching software application that allows individuals and organizations to access and promote volunteer opportunities; ii) Volunteer management training for nonprofits and other organizations, at least once every two years; iii) An annual volunteer recognition activity (program or event) that heightens awareness of volunteering in the community and recognizes community volunteers. The Affiliate will work with the Foundation to identify, assess and enhance Essential Services during the duration of the Agreement. (See Attachment B) (c) Fundraising. The Affiliate will coordinate with the Foundation on fundraising with respect to Essential Services and other related initiatives outlined in the System Plan. The Affiliate will share with the Foundation information and resources on national opportunities available for funding Essential Services. Through communication and information sharing, the Affiliate will make a good faith effort to coordinate with the Foundation's fundraising efforts. (See Attachment C) (d) Financial and Statistical Reoorting. The Affiliate will provide the Foundation, upon request, with audited financial statements/financial reviews and data and performance statistics concerning the Affiliate's provision of services. Page 4 of 10 (e) Dues. The Affiliate will make timely payment to the Foundation of annual affiliation dues, as published periodically. (f) Adherence to Standards. The Affiliate will be considered provisional (after signing this Agreement) until a review has been conducted by the Foundation in partnership with the Council, to determine its status. The Affiliate will be notified of its status as soon as the review is completed. The Affiliate will adhere to the System's published Volunteer Center Standards of Excellence and Essential Services criteria and will submit to review [once every two years] to ensure such adherence. Affiliates in good standing are eligible for granting and other funding opportunities. (g) Disaffiliation. If the Affiliate fails to maintain performance consistent with the System's criteria, the Foundation may place it on proviSional status for six months and then, if performance is still unacceptable, terminate the affiliation. Affiliates may choose to disaffiliate at any time in writing. 4. Governance After execution of the Agreement, a representative (CEO, Director, or Board Member) of the Affiliate in good standing is eligible to be considered for membership on the Council and/or nomination by the Council to the Board of the Foundation. The Foundation's Board includes four voting seats from the Network (one of which shall be the Chair of the Council, who will also serve as a Vice Chair of the Board). The governing organization for the Council will be re-structured to meet the requirements of governing the new Affiliate System. The composition of the Council's new governing organization will reflect the Affiliates, the Foundation's Board, and Foundation staff. It will: a. Lead the planning process for the System; b. Make its recommendations directly to the Foundation Board, after consultation with pertinent committees of the Foundation Board and staff (e.g. Program Committee, Finance Committee, Development Committee, etc.); c. Oversee and interact with Task Forces and Advisory Groups of the Network; and d. Assess performance of the System. 5. Commitment to Open Communication The Parties recognize the importance of, and affirm their intention to maintain, open communications and a team approach which focuses on solutions and celebrates shared successes. 6. Governing Law This Agreement shall be governed by the laws of the District of Columbia. Page 5 of 10 WHEREFORE, the Parties acknowledge their Agreement by their undersigned a uthorized representatives. Term: December l'f J 2006 - December 31, 2007 POINTS OF LIGHT FOUNDATION [NAME OF SIGNATORY VOLUNTEER CENTER] By: By: Name: Name: Title: _President & CEO Title: Date: Date: ~:~ By: Name: Name: Title: _Board Chair Title: Date: Date: ESSENTIAL SERVICES YES NO x I certify that the Affiliate has a web-based, searchable volunteer matching software application that allows individuals and organizations to access and promote volunteer opportunities. x I certify that the Affiliate offers a volunteer management training for nonprofrts and other organizations at least once every two years. x I certify that the Affiliate has an annual volunteer recognition activity (program or event) that heightens awareness of volunteering in the community and recognizes community volunteers. For Internal Use Only Reviewer: Review Date: Status: _ Affiliate in Good Standing Provisional Affiliate Page 6 of 10 : ATTACHMENT A JOINT PLANNING The joint planning process for the system will include: 1. Specific achievable goals 2. Actions necessary to achieve goals 3. Resources (money, skills, staff) needed to complete the actions 4. Joint fund raising actions 5. Performance measurements This plan will include input from and review by Affiliates and recommendation by the Council to the Foundation's Board. This planning process is not intended to replace or disturb Affiliates' and the Foundation's existing planning processes. Those plans, however, should not impede or conflict with the System Plan. Page 7 of 10 ATTACHMENT B ESSENTIAl SERVICES In order to facilitate the consistent delivery of services across the Network, the Affiliate will deliver the Essential Services consistent with the Quality Criteria outlined below and work with the Foundation to identify, assess and enhance the Essential Services. The Foundation will provide the Affiliate with technical assistance, training, programmatic support and/or funding to deliver the Essential Services and will work with the Affiliate to identify, assess and enhance the Essential Services. Essential Service 1 A web-based, searchable volunteer matching software application that allows individuals and organizations to access and promote volunteer opportunities. Under Core Connect people with opportunities to serve Competency Quality Criteria: This Essential Service must: . Be web-based. . Be interactive and searchable. . Provide information and services to all potential volunteers in service area (Le., does not serve only youth, seniors, etc.). . Provide information and services to all qualified nonprofits and organizations in service area (Le. does not serve only one type of nonprofiVorganization such as Meals on Wheels) . Offer a variety of opportunities in various sectors of the community (Le., not just in one issue area such as the environment, or in one type of opportunity such as one-day projects). . Be accessible 24/7. . Provide accurate and current volunteer opportunities that are updated at least quarterly. . Provide that potential volunteers can reach the Volunteer Center daily even when it is not open by leaving phone messages, using the internet, or sending e-mails, and these messages are returned within 2 business days (excludes holidays) to get follow-up information and/or the information provided on volunteer opportunities allows a volunteer to contact nonproflts/organizations directly to volunteer. . Measure the number of volunteer opportunities posted, number of participating nonprofits/organizations and number of web hits (page views) of volunteer opportunities or number of registered volunteer users. Page 8 of 10 Essential Service 2 Volunteer management training for nonprofits and other organizations at least once every two years. Under Core Build the capacity for effective volunteering Competency Quality Criteria: This Essential Service must . Be conducted alone or with a partner. . Be conducted at least once every 24 months. . Cover at the minimum the following topics: understanding volunteering, planning your volunteer program, recruiting and placing volunteers, orienting and training volunteers, supervising volunteers and evaluating your volunteer program. . Be a planned learning experience, with defined learning objectives, exercises and activities that reinforce learning, and includes participant handouts. . Be open and available to all qualified nonprofits and other organizations. . Be communicated and marketed to non profits and other organizations. . Measure the satisfaction of training participants, the number of training participants and number of nonprofrtsjorganizations represented at volunteer management training. Essential Service 3 An annual volunteer recognition activity (program or event) that heightens awareness of volunteering in the community and recognizes community volunteers. Under Core Promote volunteering Competency Quality Criteria: This Essential Service must . Be conducted alone or with a partner. . Be conducted at least once every 12 months. . Recognize volunteers in the community (versus volunteers of the Volunteer Center). . Recognize a broad spectrum of volunteers from the community (e.g. not just youth, or seniors). . Allow for participation from anyone in the community. . Be marketed and promoted to the community and the local media. . Measure number of volunteers recognized. Page 9 of 10 " ATTACHMENT C FUNDRAISING The System will ensure good faith efforts with all parties in regards to all fundraising protocols specified below. The System will also ensure communication and information sharing with respect to fundraising for Essential Services and other initiatives outlined in the System Plan. The Foundation will coordinate with the Affiliate on fundraising with respect to Essential Services and other initiatives outlined in the System Plan. The Foundation will share with the Affiliate information and resources on national opportunities available at the local level for funding Essential Services. Through communication and information sharing, the Foundation will make a good faith effort to coordinate with local Affiliate fundraising efforts. The Foundation will: · Work with the System to develop and provide resource development materials, trainings, technical assistance and networking opportunities to the Affiliate; · Share relationship information to assist in joint fundraising efforts for Essential Services; · Facilitate the engagement of the Council (or its designee) on the Board's Resource Development Committee in order to share information within the System; · Inform the Affiliate of prospecting in their area and invite Affiliate staff to attend on- site prospect calls; · Share the Foundation annual resource development plan and strategies with the Affiliate; · Provide financial resources to Affiliates to support the Essential Services; · Commit to raising financial resources to support the Essential Services and other initiatives outlined in the System Plan; · Share information on how to access the financial resources available to Affiliates from the Foundation. The Affiliate will coordinate with the Foundation on fundraising with respect to Essential Services and other initiatives outlined in the System Plan. The Affiliate will share with the Foundation information and resources on local opportunities available at the national level for funding Essential Services. Through communication and information sharing, the Affiliate will make a good faith effort to coordinate with the Foundation's fundraising efforts. The Affiliate will: · Work with the System to develop and provide resource development materials, training, technical assistance and networking opportunities · Share relationship information to assist in joint fundraising efforts for Essential Services and other initiatives outlined in the System Plan. Page 10 of 10