HomeMy WebLinkAboutPOLICY 207 Volunteer ProgramEffective Period:Until superceded
Review Schedule:Annually
Effective Date:04/19/2021
References:Governing Policies Manual 3.2
ADMINISTRATION
207
Volunteer Program
1.PURPOSE
To ensure the effective and consistent administration of the Town of Estes Park’s
volunteer program.
2.POLICY
The Town of Estes Park recognizes the benefits of involving community volunteers in
Town operations.The Town encourages the utilization of these volunteers in service of
the Town Board’s Strategic Plan.Policy 207 will serve as the Town of Estes Park’s
Volunteer Policy.All other policies,directives and/or practices pertaining to volunteers
that are not incorporated in Policy 207 are hereby declared null and void.The Town’s
Volunteer Time Off benefit is not covered by this policy.
3.PROCEDURE
a.Applicability
This policy is applicable to all volunteers who are not appointed to their position by the
Town Board or operating under a Memorandum of Understanding (MOU)with the
Town.Volunteers who are appointed by the Town Board to a Board or Commission
(e.g.Planning Commission,Board of Appeals,Advisory Boards,etc.)are governed
by Policy 102 —Town Committees.Volunteers operating under a MOU with the Town
are governed by the provisions contained in that MOU.
b.Volunteer Program Structure
i.Volunteer Manager
The Volunteer Manager is responsible for the implementation and oversight of the
Town’s Volunteer Program.The Executive Assistant in Administration is
designated as the Volunteer Manager.
ii.Volunteer Coordinators
Every department utilizing volunteers will appoint at least one (1)Volunteer
Coordinator.Volunteer Coordinators are responsible for volunteer record keeping
and ensuring that all volunteer policies are observed in their department.
Document Title Policy 207 —Volunteer Program 4/23/21
Revisions:0 Town of Estes Park,Administration Page 1 of 6
c.Volunteer Recruitment,Selection,and Screening
i.Recruitment
Town departments may use their discretion in determining the best way for the
department to recruit volunteers.Options include,but are not limited to:
1)Attendance at volunteer fairs;
2)Direct outreach to educational or service institutions (e.g.universities,high
schools,service groups);
3)Advertisements in local papers;and
4)Advertisements in departmental newsletters or publications.
ii.Selection
All volunteers must complete the Town’s Volunteer Application (Appendix A).
Selection of volunteers occurs at the discretion of the appropriate Department
Director or Director’s designee.
iii.Community Service
Court-mandated community service requests will be considered for existing volunteer
opportunities only.The department may restrict such service in light of the
responsibilities of the volunteer position and the prospective volunteer’s criminal history.
iv.Background Checks
Volunteers must submit to a Colorado background check and/or a driving record
check if they are required to do any of the following in the course of their volunteer
duties:
1)Handle money;
2)Work with vulnerable populations (youth,seniors,or those with disabilities);
3)Operate a motor vehicle or piece of motorized equipment as part of Town
operations;and/or
4)Handle confidential information.
5)Police Department Volunteer Background Checks:Volunteers for the Police
Department are requited to undergo a comprehensive background check
that shall be administered by Police Department staff.
Background checks will be conducted on an annual basis by the Volunteer
Manager and paid for by the department.
v.Permission for Minors
In the event of a volunteer under the age of 18,written permission must be granted
from the volunteer’s legal guardian.
Document Title Policy 207—Volunteer Program 4/19/21
Revisions:0 Town of Estes Park,Administration Page 2 of 6
d.Memorandum of Understanding (MOU)
The Volunteer Manager will be responsible for reviewing any new or modified MOUs
between the Town and other entities for volunteers.
e.Volunteer Recognition
Volunteer Coordinators are responsible for working with their Department Directors to
budget,plan and implement department-specific volunteer recognition activities.
These activities should occur no less than once per year.
f.Code of Conduct
Volunteers will conduct themselves in a manner which reflects favorably on the Town
at all times.All volunteers must exhibit a high degree of personal integrity and ethical
behavior,respect the rights and feelings of others,and refrain from any behavior that
might be harmful to themselves or the Town,or that might be viewed unfavorably by
the public at large.Volunteers must adhere to the Town’s Code of Conduct,as codified
in Policy 307.Although it is impossible to predict every possible type of volunteer
misconduct,the following are some examples of the types of conduct which may result
in disciplinary and/or legal action up to and including termination of a volunteer:
1)Theft or misuse of Town money or property;
2)Commission or conviction of a felony;
3)Insubordination by failure to follow reasonable or lawful instructions,or direction
of a supervisor;
4)Abusive,disrespectful,or discourteous language or conduct directed toward
any other volunteer,employee,or a member of the public.
g.Position Descriptions
i.Requirements
All volunteers must operate under a position description that details the functions
the volunteer is authorized to undertake.Position descriptions are available from
each Department’s Volunteer Coordinator and should be reviewed annually.
ii.Position Description Authorization
All position descriptions must be approved by the appropriate Department Director
and the Volunteer Manager.If a department wishes to solicit volunteer work that
is outside the scope of any existing position description,that department’s
Volunteer Coordinator must complete a new position description and obtain
approval from the appropriate Department Director and the Volunteer Manager.
h.Orientation,Training,and Supervision Requirements
Volunteer Coordinators are responsible for orienting,training,and assigning
supervision for each volunteer.
Document Title Policy 207—Volunteer Program 4/19/21
Revisions:0 Town of Estes Park,Administration Page 3 of 6
i.Expense Reimbursements
Volunteers may be reimbursed for out-of-pocket costs associated with the fulfillment
of their position description,provided that the expenditures have been previously
budgeted by the Town and approved by the appropriate Volunteer Coordinator and
Department Director when applicable.
j.Alcohol and Substance Use
The use of alcoholic beverages or non-medicinal drugs by a Town volunteer while on
duty is prohibited.
k.Harassment and Discrimination
i.Harassment and Discrimination Prohibited
The Town of Estes Park is committed to providing a volunteer environment that is
free from harassment and unlawful discrimination.Consistent with the Town’s
respect for the rights and dignity of every volunteer,harassment based on race,
color,religion,sex,national origin,age over 40,disability,sexual orientation,
genetic information,or any other characteristic protected by law will not be
sanctioned or tolerated.
ii.Reporting Harassing Conduct
Any volunteer who believes that he or she has been harassed in violation of this
policy should promptly report the facts and the names of the individuals involved
to his or her Volunteer Coordinator.If the inappropriate behavior was perpetrated
by his/her Volunteer Coordinator,the volunteer may contact the Volunteer
Manager at 970-577-5700,or the Department Director.With the assistance of
Human Resources as appropriate,a prompt and thorough investigation of the
alleged incident will be conducted to the extent possible,and appropriate follow-
up action will be taken.
iii.Consequences of Harassing Conduct
Any volunteer found to have engaged in any form of harassment,as per this policy
or the Town policy for which they are providing volunteer services,will be
disciplined as appropriate,up to and including termination.
I.Volunteer Insurance and Liability
i.General Liability
General liability (liability other than automotive)is provided to all volunteers
operating under the direction of the Town and operating within the scope of their
volunteer duties as set forth in the Position Description.
ii.Automobile Insurance
Both physical damage and legal liability for bodily injury or death is covered for all
volunteers driving Town vehicles and equipment under the direction of the Town
and operating within the scope of their volunteer duties as set forth in the Position
Description (subject to coverage limits pursuant to the Town’s coverage).
Document Title Policy 207—Volunteer Program 4/19/21
Revisions:0 Town of Estes Park,Administration Page 4 of 6
iii.Volunteer Accident Medical Plan (VAMP)
The Town is committed to providing a healthy and safe working environment for
its volunteers.Volunteers will be informed as to the known potential hazards of any
volunteer activities in which they are asked to participate.If a volunteer suffers an
injury while performing a volunteer activity,the Town will not be liable for medical
coverage.The Town does offer a Volunteer Accident Medical Plan to volunteers
working under the supervision of the Town and within the scope of their Position
Description.This coverage is provided through the Colorado Intergovernmental
Risk Sharing Agency and is subject to change or termination at the sole discretion
of the Town.If a volunteer feels that this coverage is not sufficient,they can choose
to provide excess coverage at their own expense through a private medical plan.
iv.Workers Compensation
Volunteers are not covered by the Town’s workers’compensation coverage.
v.Personal Property
Property insurance is not provided to any personal property of the volunteer.
m.Volunteer Liability Waiver
All volunteers subject to this policy must sign a volunteer liability waiver prior to
volunteering.
n.Information Technology
Volunteer access to the Town’s computing facilities must be approved by the
Department Director and l.T.Manager.All volunteers that have authorized access to
the Town’s computing facilities,including the network,are required to abide by the
provisions of the Information Technology Acceptable Use Policy (Policy 981).A copy
of this policy will be provided by the appropriate Volunteer Coordinator to volunteers
authorized to access the Town’s computing facilities.
o.Incident Reporting
Volunteers must immediately report any volunteer-involved incident which results in
an injury or damage to public or private property to the appropriate Volunteer
Coordinator or Supervisor.The Volunteer Coordinator or Supervisor must immediately
notify the Town’s Risk Manager of the incident.
p.Record-Keeping Requirements
Volunteer Coordinators must maintain the following information for all departmental
volunteers:
1)Full name of participant;
2)Whether the participant is a volunteer or unsworn ranger and/or patrol;
3)Date(s)of service;
Document Title Policy 207—Volunteer Program 4/19/21
Revisions:0 Town of Estes Park,Administration Page 5 of 6
4)Activity or position;
5)Approximate number of hours worked;and
6)Description of duties.
These records will be reported to the Volunteer Manager on an annual basis.
Approved:
Travis Machalek,Town Administrator
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Date
Document Title Policy 207 —Volunteer Program 4/19/21
Revisions:0 Town of Estes Park,Administration Page 6 of 6