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REQUEST FOR COUNCIL ACTION <br /> Date: 9/8/2014 <br /> Item No.: 13.a <br />Department Approval City Manager Approval <br />Item Description: Accept MAVA Grant Funds & Appropriate funds for Volgistics <br />Volunteer Data Management System <br />Background <br />1 <br />Since starting in May, the Volunteer Coordinator has engaged in a variety of tasks to build on <br />2 <br />the existing volunteer force and create a stronger, more innovative and dynamic network of <br />3 <br />community-volunteer partnerships. A detailed listing of tasks undertaken is included as <br />4 <br />Attachment A. One of the items included in the listing is a grant application to the Minnesota <br />5 <br />Association for Volunteer Administration (MAVA). Staff is pleased to announce that the city <br />6 <br />was successful in securing the grant. <br />7 <br />8 <br />The City has received a $2,000 grant to purchase software, called Volgistics as well as <br />9 <br />bumper stickers and food items. <br />10 <br />11 <br />The Volgistics database system will be used for tracking and managing volunteers. The <br />12 <br />system is currently used by dozens of local non-profits and most government entities that <br />13 <br />operate volunteer programs, including; Plymouth, St. Louis Park, Ramsey and Hennepin <br />14 <br />Counties. Significant local support exists, including a users group where an average of 30 <br />15 <br />people gather every other month to share ideas and explore new uses and solutions. <br />16 <br />Additionally, a local retired IT engineer worked to set-up Volgistics for the Minnesota <br />17 <br />Historical Society, the City of Plymouth and others. She has already commited to provide <br />18 <br />free assistance, consultation and support in the set-up and design for the City of Roseville. <br />19 <br />Volgistics’ company support team, included with the cost, are responsive, timely and have <br />20 <br />extensive availability by email. <br />21 <br />22 <br />The bumper stickers will serve as a tool for volunteer recognition, while also creating public <br />23 <br />awareness and visibility of volunteerism in Roseville. A small portion of the grant funds was <br />24 <br />also designated to purchase beverages and snacks for volunteer recruitment and training <br />25 <br />events that are city-wide in scope. <br />26 <br />27 <br />Policy Objective <br />28 <br />Volgistics Database system will significantly increase the capacity and efficiency of staff <br />29 <br />efforts in engaging and coordinating volunteers to support the City of Roseville. <br />30 <br />31 <br />The system allows volunteers to complete an application online, which is immediately fed <br />32 <br />into the data base, eliminating the need for additional data entry. Volunteers are able to <br />33 <br />review and explore potential volunteer opportunites, see job descriptions and start the process <br />34 <br />of engaging immediately, while they are excited about serving. Prescreened and enrolled <br />35 <br />volunteers can sign up for open shifts, update their profiles and check-in for volunteer events <br />36 <br />Page 1 of 4 <br />