HomeMy WebLinkAboutPACKET Town Board Study Session 2010-11-23L., FIt-e * Revised 11/17/10 ** Revised 11/23/10 .AWN-zx STUDY SESSION TOWN BOARD Tuesday, November 23, 2010 ** 5:30 p.m. Rooms 202/203 170 MacGregor Ave. AGENDA * 4:30 p.m. - Health Insurance. ** 5:30 p.m. - Volunteer Background Checks. - Open Discussion. - Future Agenda Items. 7:00 p.m. - Board Meeting. NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. ./ ~€ 7/El
* Revised 11/17/10 ** Revised 11/23/10 /<gEN:DE STUDY SESSION TOWN BOARD Tuesday, November 23, 2010 ** 5:30 p.m. Rooms 202/203 170 MacGregor Ave. AGENDA * 4:30 p.m. - Health Insurance. ** 5:30 p.m. - Volunteer Background Checks. - Open Discussion. - Future Agenda Items. 7:00 p.m. - Board Meeting. NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared.
4 . Cynthia Deats From: Admin iR3045 Sent: Tuesday, November 23, 2010 10:40 AM TO: Cynthia Deats Subject: Job Done Notice(Send) ***************************** *** Job Done Notice(Send) *** ***************************** JOB NO. 3712 ST. TIME 11/23 10:31 PGS. 1 SEND DOCUMENT NAME TX/RX INCOMPLETE ----- TRANSACTION OK 6672527 Greg White 5869561 KEPL 5869532 Trail Gazette 5861691 Channel 8 6353677 Reporter Herald 2247899 Coloradoan 6922611 EP News ERROR ----- 1
* Revised 11/17/10 »542--34/ 94£110" STUDY SESSION TOWN BOARD Tuesday, November 23, 2010 4:30 p.m. Rooms 202/203 170 MacGregor Ave. AGENDA * 4:30 p.m. - Health Insurance. - Volunteer Background Checks. - Open Discussion. - Future Agenda Items. 7:00 p.m. - Board Meeting. NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. mn,/1 #%3¥/Mi
Cynthia Deats From: Admin iR3045 Sent: Wednesday, November 17, 2010 3:20 PM To: Cynthia Deats Subject: Job Done Notice(Send) ***************************** *** Job Done Notice(Send) *** ***************************** JOB NO. 3698 ST. TIME 11/17 15:11 PGS. 1 SEND DOCUMENT NAME TX/RX INCOMPLETE ----- TRANSACTION OK 6672527 Greg White 5869561 KEPL 5869532 Trail Gazette 5861691 Channel 8 6353677 Reporter Herald 2247899 Coloradoan 6922611 EP News ERROR ----- 1
g® - TOWN OF ESTES PARIQ Administration Memo TO: Honorable Mayor Pinkham Board of Trustees Town Administrator Halburnt From: Lowell Richardson, Deputy Town Administrator Date: 11/04/2010 RE: Volunteer Background Checks Background: At the October 12~h Town Board study session the discussion concerning volunteer background checks was presented. The question posed specifically was, should background checks or screenings of volunteers be conducted? Examination of this question required assessing the types of volunteers the Town of Estes Park uses within its organization. Currently we have Town Board/Mayoral approved volunteers and Town Department volunteers. Within these levels of volunteer groups are; ad-hoc committee appointees, temporary volunteer appointees, non-profit volunteer groups and individual volunteers. Research at a national level was conducted through the internet to identify what are the most comrnon practices in managing volunteer programs in local government. Additional research included discussions with the Town's Attorney and the Town's liability insurance provider, CIRSA regarding the subject matter. An unexpected outcome of this informal research induded volunteer liability. CIRSA and Town Attorney I spoke with both legal experts regarding background checks of volunteers and managing volunteer liabilities. The discussion of managing the inherent liabilities common with using volunteers within the government work place was discussed. Both attorneys stated those liabilities exist when a volunteer fails to conduct themselves within the scope of their defined duties. When this happens the volunteer faces exposure to personal liability if a claim is filed. Additional research uncovered liability protection for Town of Estes Park volunteers exists at the national level, state level and local level. In addition the Town provides Volunteer Accident Medical Protection and access to volunteer board liability insurance at their expense. This information is provided in greater detail. Federal Level A federal law known as the "Volunteer Protection Act" contains four standards that apply in protecting a volunteer: 1) If they acted within the scope of their responsibilities;
2) Are they properly licensed, certified, or authorized by the appropriate authorities to act in such a manner; 3) They did not fall below the minimum standard of conduct defined by the organization they volunteer for; 4) They were not operating a motor vehicle, vessel, aircraft, or other vehicle for which the state requires an operator license or insurance. State Level Important to this discussion of volunteer management is the "Colorado Governmental Immunity Act" which protects volunteers as well. Town Attorney White states volunteers are protected under this act if thev act within the scope of their defined or instructed duties while serving in the capacity of a volunteer on behalf of the Town of Estes Park. The immunity act specifically identifies volunteers as protected within the act. The process if a claim is filed against the Town is no different if a claim is filed against a fulltime employee. A $5,000 deductible would be paid to CIRSA and the volunteer would be afforded those legal protections afforded a fulltime employee. Town Level The Volunteer Protection Act and Colorado Governmental Immunity Act serve as layers of protection for the community voluntee~ who serves in such capacity on behalf of the Town. In addition the Town of Estes Park provides the following protection for its volunteers: 1) Volunteer Accident Medical Plan (VAMP) coverage is $25 deductible per event with a limit of $50,000; 2) Liability protection if they operate within the scope of their defined or instructed duties; 3) Access to Volunteer Board liability insurance if the volunteers are filed as a corporation with the State of Colorado this benefit is available to them for an annual premium. Background Checks CIRSA Attorney Tanoue stated background checks on volunteers who work with the elderly, youth and handle public funds should be conducted. Town Attorney White echoed that position. However, conducting background checks on other volunteers seems to be less clear as a policy decision. For the Town the types and layers of volunteers we have adds to the ambiguity of the issue. There are two types of volunteers within the Town. Volunteers appointed by the Mayor then approved by the Town Board and volunteers used by Department Heads to assist their staff in completing department tasks. How the two groups are managed by the Town becomes critical in developing a consistent practice when allowing volunteers into the organization. As part of this report a copy of the Town of Breckenridge's "Volunteer Manual" was acquired from CIRSA (see attachment). Addressing all facets of managing volunteers for their Town including background checks the Town of Breckenridge requires such
9, 1 checks. The Breckenridge model is considered "state of the art" according to CIRSA legal counsel Tami Tanoue. A copy of this model was sent to Town Attorney White for review and comments. In speaking with both attorneys they said determining factors to consider whether or not to conduct background checks on volunteers is do they work with youth, seniors or those who direct-handle-manage public funds. If yes, then background checks would be a prudent action. Another question to answer is what type of background should be completed? There are three types of background checks that can be accomplished through public systems. A national criminal history arrest record check, a state arrest record check and local records check through local law enforcement. NCIC Check - (National Crime Information Center) is managed by the Federal Bureau of Investigation and controlled by federal regulation; through that entity. Use is specified for "official use only" typically this fallA within Department of Justice activities to include law enforcementl homeland security etc...each of who have access to the national system. This is the most intrusive of the background checks. National checks are only allowed by authorized law enforcement agencies for official purposes which include employment and volunteers for the agency as required by state statutes and federal guidelines. CCIC Check - (Colorado Crime Information Center) is managed by the Colorado Bureau of Investigation and is integrated with the NCIC system. At the state level anyone for $6.85 can run a background check/criminal history check on anybody with the correct personal information online at the CBI website. This is a minimally intrusive background check. Local Records Checks - A local law enforcement records search only provides information for the specific community affiliated with the local law enforcement agency. This is the least intrusive of the backgrounds. A cursory internet search revealed screening of volunteers for private non- profit organizations and governmental organizations runs the gamut on whether background checks should be completed or not. Town of Estes Park Volunteers There are two types of volunteers within the Town of Estes Park. Formal groups or organizations that are appointed by the Mayor and approved by the Town Board those groups are: 1) Special committees appointed by the Mayor as allowed by Town Municipal Ordinance 2.08.030;
2) The Tree Board which is appointed by the Mayor and approved by the Town Board as allowed by Town Municipal Ordinance 2.08.040; 3) The film commission which is appointed by the Mayor; 4) The Roof Top Rodeo committee which is appointed by the Mayor; 5) The Planning Commission which is appointed as allowed by Colorado Revised Statute 31-23-201 thru 227. The other type of volunteer groups are those that are affiliated with an individual department without Mayoral appointment and are managed through the administrative process within the Town of Estes Park organization and fall under the overall direction of the Town Administrator. Those volunteer groups are: 1) Police The Police Department has two volunteer groups, Police Auxiliary and Restorative Justice Volunteers. Auxiliary members, Restorative Justice Facilitators and regular Restorative Volunteers are subject to background checks prior to appointment by the Chief of Police. Community members called to participate within a Restorative Circle because they were witness to a crime or event, a victim of a crime or event or serve as support to a victim or witness are not subject to a background check for Restorative Justice because they typically sit and serve for that specific event only. 2) Public Works The Beetle Busters is a volunteer group that assists staff with the detection of infected trees on public property and within public rights of way. This group was initially created as a committee from the Tree Board but has since morphed into its own volunteer group. They do not manage funds, they are not filed as a not for profit with the state but they do interact with the general public recommending enforcement action on the part of Public Works to remove infested trees. 3) Finance In the past this department has used volunteers who manage the front counter where the general public is received. They answer phones and receive money from the public. There has not been a volunteer within the finance department for at least three years. 4) Senior Center The Town's Senior Center has a long standing relationship with Senior Center, Inc. which is a not for profit 501 C (3) filed with the state. This group provides financial and volunteer support to the Senior Center working directly with the elderly (as defined by state statute) and controls funds for their organization. This organization has entered into
. a written agreement with the Town which outlines roles, responsibilities and expectations of both parties. 5) Museum The Town's Museum has a long standing relationship with Friends of the Museum, Inc. which is a not for profit 501 C (3) filed with the state. This group provides financial support and volunteer support for Museum operations. The group manages control of funds for their organization. This organization has a written agreement with the Town which outlines roles, responsibilities and expectations of both parties. 6) Visitor Center The Town of Estes Park Visitor Center was established in 2004 and as part of their creation accepted the Estes Park Ambassadors volunteers as part of their operation. The Ambassadors are not filed as a not for profit organization yet they have a membership of approximately 70 volunteers and they elect officers each year. They are currently working with the Town to establish a written agreement and have been in the development stages of that agreement for the past seven months. Budget: N/A Staff Recommendation: Background checks through the state system and the local law enforcement records system are minimal methods that can be used to screen volunteers for the Town of Estes Park. Each requires only a name and birth date to complete a check. Permanent or what could be considered fulltime volunteers appointed by the Mayor and approved by the Town Board should be subject to background checks. Permanent or what could be considered fulltime volunteers for Town Departments should be subject to background checks. Any volunteer who works directly with youth, the elderly or handles public funds must be subjected to a background check. These Town volunteers are essentially given full access to various Town buildings and receive name badges which allow access to otherwise restricted areas of the work place. It is imperative that the safety of Town employees and the general public are protected from potentially unsafe circumstances. Most government agencies use policies and procedures to accomplish the same objective with fulltime employee selections. Exercising a minimum level of due diligence is preventative and may serve useful should an incident occur with a volunteer. The argument that a background check would not reveal illegal behavior of a volunteer who has not been caught or has gone undetected is easily counterbalanced with a background check. Though a background check would not uncover such a person this person may be less inclined to volunteer if they know they are subject to a background
check. This person also may be less inclined to act illegally within an organization that practices cautious selection methods of volunteers. These people get involved where they feel safe and are less likely to be exposed by a trusting organization. Failing to conduct background checks of our volunteers denigrates the Town's safety and security measures recently adopted. Temporary and ad-hoc community volunteer appointees become less problematic and are normally under the control of Town staff and elected officials. They only have access to open public facilities and granted access to restricted areas when accompanied by staff or an elected official. Background checks for this category of volunteer in most instances is not necessary, unless they will be working directly with youth, elderly or handle public funds. Research of managing volunteer programs and volunteers suggest at a minimum the following practices: 1) An adequate selection and screening process 2) Job descriptions for volunteers 3) Adequate routine training for volunteers 4) Waivers or release of liabilities 5) If partnered with non-profit groups a written agreement is recommended The Town of Estes Park has parts and components of these five recommended practices for its five hundred volunteers but nothing that is a universal document applicable to all volunteers. This type of document would benefit various departments who use volunteers and it would benefit elected officials as well. This also minimizes the Town's exposure to liability related to having volunteers in the work place. Sample Motion: N/A
/71% Volunteer Guidelines BRECKENRIDGE UL 111,1 t- 4,11*11,1, 46-' -6#.'**. *i. 2 -*/.*/4 1,10 4 -2--, ,-'t>//6"/b'*/9 *64.Ik i Cif 1, 1.-=Whtfir#'6*il"Eplist 22.4- , - 7,4.<.~,FA ' I 1-:j**UiS·74. - t*4 _2-~¥ ' . -41-OE 1. .. e. -. -- firrl -- - - Uit,1 4:, -- ---- d ilit . 4+ Town of Breckenridge PO Box 168 Breckenridge, CO 80424 Put phone number here
Table of Contents WELCOME TO THE TOWN OF BRECKENRIDGE! 4 THE HISTORY OF THE TOWN OF BRECKENRIDGE 5 PURPOSE OF THE TOWN OF BRECKENRIDGE VOLUNTEER GUIDELINES............................ 6 TOWN OF BRECKENRIDEGE VAI I ~ 7 THE TOWN'S MISSION STATEMENT: 7 TOWN OF BRECKENRIDGE 8 ORGANIZATION OF DEPARTMENTS 8 CHAIN OFCOMMAND 9 DEPARTMENT INFORMATION 9 VOLUNTEER SCHEDI 11 FG 10 UNIFORMS 10 MEETINGS 11 PERSONAL BELONGINGS AND PHONE CALLS .. 11 LOSTANDFOUND .. 11 EEO POLICY 12 WORKPLACE THREATS & VIOLENCE (TVAT) POLICY .. 12 VOLUNTEER & PATRON RESPONSIBILITIES 13 SAFETY 13 VOLUNTEER ACCIDENTS/INCIDENTS 14 GUESTS, RESIDENTS AND CUSTOMER ACCIDENTS/INCIDENTS 14 BODILY FLUIDS/BLOOD/BIO HAZARDS ., ..15 VOLUNTEER CONTRACT- TOWN OF BRECKENRIDGF 16 VOLUNTEER RELEASE/INDEMNIFICATION-TOWN OF BRECKENRIDGE.......................... 17 VOLUNTEER WRITTEN NOTICE OF INJURY .. 20 GENERAL SUPERVISORY RESPONSIBILITIES 23 RECRUIT, ORIENT & TRAIN: 23 SCHEDULE, MONITOR & SUPERVI~QF 23 REPORT & RECOGNIZE: 24 VOLUNTEER ACCIDENT MEDICAL PLAN (VAMP) .. 24 ACCIDENT & INCIDENT REPORTING' .. 25 VOLUNTEER WRITTEN NOTICE OF INJURY, .. 26 Town of Breckenridge Volunteer Guideline Page 2 of 34
IMPORTANT WAGE & HOUR LAWS THAT PERTAIN TO THE USE OF VOLUNTEERS.......... 28 LIMITS ON VOLUNTEERING .. 28 PAYING VOLUNTEER€ 29 OTHER COMPENSATION ISSUES 29 SAMPLE VOLUNTEER APPLICATION 30 SAMPLE VOLUNTEER ORIENTATION & TRAINING CHECKLIST 33 SAMPLE CIRSA VAMP TRACKING SPREADSHEET 34 Town Of Breckenridge Volunteer Guideline Page 3 Of 34
WELCOME TO THE TOWN OF BRECKENRIDGE! We're very happy to welcome you to the Town of Breckenridge. Thank you for joining us! We want you to feel that your association with the Town of Breckenridge will be a mutually beneficial and pleasant one. The Town of Breckenridge has established an outstanding reputation for providing quality service. Our goal is to provide a fun, safe, and affordable environment to our guests, residents and customers. Our motto is "We're at work, when you're at play." We hope you, too, will find satisfaction and take pride in your volunteer work here. The following pages provide answers to most of the questions you may have about the policies and procedures we abide by. If anything is unclear, please discuss the matter with your supervisor. You are responsible for reading and understanding these policies, and adhering to these Town of Breckenridge policies while performing your volunteer duties. From time to time, the information included in this manual may change. Every effort will be made to keep you informed through suitable lines of communication, including postings on work bulletin boards. Personal satisfaction gained from volunteering is only one of the reasons most people volunteer. Most likely, many other factors count among your reasons for volunteering: pleasant relationships and volunteer conditions, giving back to your community, making a difference, and being part of a team are just a few. The Town of Breckenridge is committed to doing its part to assure you of a satisfying volunteer experience. You're Part of Our Team... Teamwork is essential here at the Town of Breckenridge. Our guests, residents and customers visits to the Town of Breckenridge will be much more enjoyable if you can knowledgeably answer and assist them with their questions. There may be times when you will be asked to assist with other departments. Your talents and energies will help improve the overall quality of the Town of Breckenridge! Town of Breckenridge Volunteer Guideline Page 4 Of 34
THE HISTORY OF THE TOWN OF BRECKENRIDGE 41 i 11 4, ./ .. 23:W wer,r /* 1/WIS:226#3 Breckenridgels rich history is full of gold finds and mining, exploration and adventure, brothels and saloons, booms and busts. Founded in 1859 by a small group of men and one woman, the town's Gold Rush brought settlers in droves seeking their fortune. People came from across the country and around the world-from New England, Europe, South America and China-all to strike it rich. While some found gold, each adventurer discovered the glory of the Ten Mile Range and the bounty of its beautiful landscape. Breckenridge, which was inadvertently left off the official U.S. maps in the mid-18005, became known as "Colorado's Kingdom" until the mistake was discovered nearly a half a century later in 1936 when it was finally incorporated. Today, the community embraces this unique aspect of its past through Kingdom Days, a celebration of Breckenridge's heritage. The first settlers did more than erect a bustling town; they drew a community of colorful individuals who put their stamp on town history. Throughout Breckenridge's existence, the spirit of the community and surrounding landscape has inspired residents to participate in the town in their own unique way. And, as with Breckenridge townsfolk of today, the early settlers lived lives full of stories worth telling. Father John Lewis Dyer, an itinerant Methodist minister who embraced the mountain life, made his way to Breckenridge in the 1860s. Father Dyer regularly skied across the Continental Divide on 12-foot long wooden skis to deliver the Gospel, sacks of gold and mail to the mining population. He founded a Methodist Church in 1880 and is well remembered today as the church remains active. While Father Dyer was skiing across the mountains, naturalist Edwin Carter was busy collecting specimens of local wildlife. Carter first came to Colorado to participate in the 1859 Gold Rush, but when he saw the destruction that mining and a growing population wreaked on local wildlife, he changed goals and embarked on a career as a naturalist. During his lifetime, Carter assembled over 15,000 specimens, many of which were used to launch the Denver Museum of Natural History. Today, many pieces can be seen at the Carter Museum on Ridge Street in Breckenridge. Town Of Breckenridge Volunteer Guideline Page 5 of 34
In 1879, Ford's Chophouse opened in the heart of town, at the corner of Washington Avenue and Main Street. This is a seemly small event in the town's history, unless you consider the owner. Barney Ford became Breckenridge's first black businessman when the Chophouse opened, and he is considered Colorado's first great leader of African American heritage. He owned several businesses in Breckenridge, and at one time owned the finest house in town, which is now the Barney Ford House Museum. Highlights of Ford's life story include his escape from slavery, work with the Underground Railroad in Chicago, far-flung business endeavors and starting the first adult education program in the state. He also invested in the Oro Mine and Mill site in French Gulch in Breckenridge. He became rich from this investment and helped create Colorado history. His wife, Julia Ford, earned a listing in the Denver Social Register, the first time that exclusive society admitted an African American. Any mining town worth mentioning has a tale of the "big strike." On July 23, 1887, the largest gold nugget ever found in the state of Colorado was discovered in Breckenridge. Tom Groves walked into the town cradling the blanket-wrapped bundle that gained the name "Tom's Baby" and weighed in at 13.5 pounds. Three days later, the nugget was put on a train to Denver. It was not seen again for 85 years. Rumors surrounding the nugget's disappearance include that it was shown at the Smithsonian, the Peabody Museum, Harvard University and Chicago's Field Museum, but none can be verified. In 1972, the Colorado State Historical Museum was prodded to examine gold specimens that had been deposited in a Denver bank in 1926. Sure enough, Tom's Baby was found, but over five pounds of the nugget remain missing. Essentially, Tom's Baby was kidnapped! For more stories of Breckenridge's past, visit the Breckenridge Welcome Center, 203 S. Main Street. From there, guided or self-guided walking tours are available as well as more information on the historical museums in Breckenridge. For more in-depth information, contact the Breckenridge Heritage Alliance at 800.980.1859, breckheritage.com or contact the Summit Historical Society 970.453.9022 PURPOSE OF THE TOWN OF BRECKENRIDGE VOLUNTEER GUIDELINES As you begin volunteering for the Town of Breckenridge, you may have many questions. This guideline is intended to help you answer those questions and to give you the information necessary to help make your time spent volunteering a positive experience. The policies and information in these are intended for internal management guidance only and do not constitute either implicitly or explicitly, a binding contractual or personnel agreement. This guideline is provided: Town Of Breckenridge Volunteer Guideline Page 6 Of 34
* To orient Town of Breckenridge volunteers with the many aspects of the Town of Breckenridge. + To summarize the policies and procedures established to guide the Town of Breckenridge volunteers towards goal attainment and providing safe, fun, and attractive facilities for our residents to enjoy. * To act as a valuable resource to assist volunteers in answering questions, responding to emergency situations, resolving patron concerns and accomplishing duties and responsibilities. The manual will not meet all situations and needs; however, it should provide guidelines for volunteers to follow. * To provide smooth operation by defining authority, resolving possible misunderstandings, avoiding complaints, providing consistency and displaying the expectations of volunteers for the Town of Breckenridge. It is each volunteer's responsibility to recognize and comply with the established policies and procedures. Therefore, in regard to this manual..... READ IT, KNOW IT AND PRACTICE IT! TOWN OF BRECKENRIDEGE VALUES . 1 4 glp. 44. -29:iney**tz,+ :. i ~ a.2. ~L 46464<.. ·- 4>p<Ir==T•,N,~, ·,•B" f---J7&9#Hi .&/.v- .-- Stileastr).1342/~01/St :.42:* 4 iIi-t~: i Y =. :•Itj~~'~fp .1 + 12Pq j 'I - - 1 ./1,0/lill.1- .0.. *,8. .. ........ .....6 - ... .I- I ..2. ... •-1.. mil-/1~0;/'ir/ -4 The Town of Breckenridge Values: Influence * Relationships * Knowledge * Adaptability * Communication THE TOWN'S MISSION STATEMENT: "The Town of Breckenridge protects, maintains, and enhances our sense of community, historical heritage, and alpine environment. We provide leadership and encourage citizen involvement." Town Of Breckenridge Volunteer Guideline Page 7 Off 34 .
TOWN OF BRECKENRIDGE ORGANIZATION OF DEPARTMENTS Each Town of Breckenridge volunteer has the responsibility to know the organizational structure of the Town of Breckenridge, as this will help you in not only the performance of your duties, but in answering questions from our guests, residents, or customers. OUR ORGANIZATION Q CITIZENS _-3 Town of Breckenridge Mayor & Six (6) Elected Council Mem bers Town Manager 0 Assistant Town Manager -*r- Town -00- <* Departments 7 Public Works Community (Engineering, Transit. w Development Fleet. Water. Streets & (Planning. Building Parks, Facilities) · Inspection, Open Police and Space/Trails, Cultural Community Service Arts, Historic Golf Preservation) (Operations & Maintenance) Recreation i Recreation Center. Ice Arena, Nordic Center & Programs) Administration Clerk & Finance (Accountlng, Municipal Court, Town Clerk) Events & Communications/ Riverwalk Center, IT. and Human Resources Town Of Breckenridge Volunteer Guideline Page 8 of 34
After having learned to competently perform your own duties, your next step is to familiarize yourself with other departments and Town of Breckenridge 2....-.......7TT activities. This can prove valuable to you, our guests, residents and customers. Knowledge of the hours and activities of the Town of : 1 Breckenridge will help you avoid the "1 don't know" syndrome. Our customers' confidence in you increases as you are able to answer their i--i basic questions. However, please don't pretend you know the answers 4 ~-LJ or try to guess the answer when you are uncertain. If you are unsure of the correct information, refer the inquiry to a staff member, or to a person more qualified to respond. CHAIN OF COMMAND It is important that the chain of command be followed for any concerns and problems that may arise. If a concern or problem - arises, discuss the matter with your immediate supervisor. If the matter is not resolved, continue to the next level of management. 1 .wi j Follow the chain of command, speaking to each level, until the situation is resolved. Do not skip levels to resolve an issue. Following the chain of command keeps all management personnel informed, which is very important for operational success. DEPARTMENT INFORMATION Information on a variety of Town of Breckenridge activities, . functions and programs is available on our website: . 0 4= www.townofbreckenridge.com r , 0 - The specific department and area that you are volunteering in i has a bulletin board with further information. Bulletin boards f . . 44 and mailboxes are our "official" way of keeping everyone informed about new policies, changes in procedures and special - 6.4. I 1 I 0 1 4, events. Information of general interest is posted regularly on the - . bulletin board. Please form the habit of checking your mailbox (if available) and reading the bulletin board atthe beginning of every shift you work. Please do not hesitate to ask your + * L+9 ···.·' h¥ I volunteer supervisor, should you have further questions. Town Of Breckenridge Volunteer Guideline Page 9 of 34
VOLUNTEER SCHEDULES Your schedule is coordinated with your immediate supervisor. Please inform him or her of your availability. Your schedule of daily volunteer hours will be on the bulletin board each week. If you · desire a specific day or shift, please write down your 4- ~ request and give it to your supervisor. Once the schedule is posted, it is your responsibility to either shift for you. Phone numbers of all volunteers are be at your shift, or have another volunteer fill the -.3 f posted on the bulletin board. Should you have any questions regarding your work schedule, please see your supervisor. <UNIFORMS All Town of Breckenridge volunteers are expected to portray a positive image to our guest, patrons and customers in both their words and actions. Please keep this in mind with respect to your appearance. If a uniform was provided to you, you are expected to wear this uniform whenever you are volunteering. The standard of dress for volunteers is either the volunteer uniform shirt (if provided) or your own shirt (if no uniform is provided) with khaki, navy or black slacks or shorts. The standard is required at all times, unless designated otherwise by supervisors. Blue jeans, if allowed to be worn in your volunteer position, will be clean and in good repair. Volunteers shall wear a nametag if theirduties permit. Facial hair, makeup and jewelry, if worn, should not be excessive. -11 Exposed body piercing or tattoos may be considered excessive. Hair { should be styled in such a way that the face and eyes are visible at all . f-- - times. Fad hairstyles such as dreadlocks, mohawks, spikes, etc.,and ~~ ~ unnatural coloring may not be appropriate. Supervisors will determine whether or not a volunteer's dress and grooming is 4 1% appropriate for the position and duties. If the dress or grooming is .» im f, 4 - not appropriate, a volunteer may be asked to go home to change. Town Of Breckenridge Volunteer Guideline Page 10 of 34
MEETINGS - Volunteer Meetings: From time to time, your supervisor Illi'"-L fli!~;an'••I~~ -*. ~~ may schedule meetings before, during, or after your 1 I~ •' « ~ volunteer shift. It's highly recommended that you attend these meetings. They give you and your fellow volunteers a chance to receive information on Town of Breckenridge I..../ 70/67/11/771 events, review problems and possible solutions, and to make suggestions about your department or your duties. PERSONAL BELONGINGS AND PHONE CALLS Please keep the personal items you bring with you during your volunteer shift to a minimum. We recommend that you lock up all personal items while on the premises. You may put your personal items in your general work area, but please remember this is a community area and not very secure. You are permitted to make limited local area calls on Town of Breckenridge telephones for essential personal business during meal or "break" periods only. Do not go behind the front desk to use a phone. Please do not abuse this privilege. Personal cell phones should be turned off and put away - 4: while on duty at the Town of Breckenridge. LOST AND FOUND Lost and Found is located in a specific area in each department. Please r.-7-541 ask your supervisor for the location of the Lost and Found in your area. _!Zatj &7~ Items must be placed in the Lost and Found area and kept there for a Or->A. - A period of time. After sufficient time, if still unclaimed, items are donated to a local not-for-profit organization. Lost and Found items include everything EXCEPT the following: Combs/Brushes Socks/Underwear *1F94 Shampoos, Conditioners, and Soaps Hair ties, Clips, Barrettes, etc. *These items should be thrown out *Do not take any items home as it is considered THEFT* Town of Breckenridge Volunteer Guideline Page 11 Of 34
EEO POLICY - BRECKENRIDGE lu Town of Breckenridge EEO Policy Statement The Town of Breckenridge is dedicated to the principles of equal employment opportunity in any term, condition or privilege of employment. The Town does not discriminate against applicants or employees on the basis of age, race, gender, color, religion, national origin, disability, sexual orientation or any other status protected by federal, state or local law. The prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct which has the purpose or effect of substantially inte,fering with an individual's work performance or creating an intimidating, hostile or offensive work environment. This policy applies to all employees including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, independent contractors, elected officials, and others. WORKPLACE THREATS & VIOLENCE (TVAT) POLICY The Town of Breckenridge has instituted a Threats and Violence Assessment Team, known as TVAT. This team includes members from each department throughout the town. If a volunteer has a concern related to threats or violence, s/he should report it to this team. The Town of Breckenridge has a strong commitment to maintaining a safe and healthy working environment for its employees, volunteers, clients and the public. The Town has a zero tolerance forany type of workplace violence, including threats of violent behavior directed towards an employee, volunteer, a client, another citizen or property. Violent behavior or threats of violent behavior include behavior or conduct that is abusive or unruly in nature. All threats to safety from any source will be taken seriously and appropriate action will be taken. Such behavior will be investigated when it is reported. Threats or violent actions by a volunteer may result in corrective or disciplinary action, up to and including termination of the volunteer contract, and/or criminal charges when appropriate. In addition, possession of weapons is prohibited in or on any Town facility, including Town vehicles, except when possession is a necessary requirement of a law enforcement officer's job. See also the Town's "Workplace Threats and Violence Policy". Town of Breckenridge Volunteer Guideline Page 12 of 34
VOLUNTEER & PATRON RESPONSIBILITIES Based on a mutual respect for fellow Town of Breckenridge patrons and the Town of Breckenridge's commitment to community values, the following actions will not be ,~~ tolerated and may result in immediate expulsion and/or suspension of Town of ~ . Breckenridge privileges. Depending on the incident, the Police Department C .4. may be contacted. C- .011 • Foul language of any kind • Smoking by youth under 18 • Verbal abuse of staff or other patrons • Threatening or intimidating looks and/or body language • Rough-housing • Inappropriate physical contact • Stealing • Abuse of vending machines • Refusal to follow directions by staff or other patrons • Sneaking into fee based sessions or activities without paying or showing membership card • Patron underthe influence of alcohol or drugs that is impacting other customers or staff • Vandalism • Weapons possession If you observe behavior that is inappropriate, please contact your supervisor or any other member of Management immediately. SAFETY _ ~ It is the responsibility of volunteers to: 1. Understand and follow all Town & Department rules and ;4** -U~ safety standards. * ' f 2. Make sure they are familiar with the safe and proper use of - equipment. 01 , 1 ' 1 3. Operate all tools and equipment in a safe and careful manner. 4. See a TOB Supervisor if you are unfamiliar with how to perform a job or use a piece of equipment safely. Volunteers must report unsafe working conditions to their supervisors immediately. First Aid Stations are located in vour department; please see vour supervisor for information on the locations. Town of Breckenridge Volunteer Guideline Page 13 of 34
VOLUNTEER ACCIDENTS/INCIDENTS Occasionally, an accident may occur. If a volunteer has an accident while performing his/her duties, they must immediately report it to their supervisor. If they believe they need to seek medical treatment, they should immediately notify their supervisor. An initial investigation will be conducted by the volunteer's immediate supervisor and their Divisional Manager shall be notified. Depending upon the type of accident, the police department, fire department or other entities may be involved in the investigation. Through the Town of Breckenridge's involvement with the Colorado Intergovernmental Risk Sharing Association (CIRSA), the Town has procured Volunteer Accident Medical Plan (VAMP) coverage for qualified and enrolled volunteers. VAMP provides a limited amount of accident, medical and death/dismemberment coverage for covered volunteers. VAMP coverage is not a "substitute" for workers' compensation coverage; and in the event of an injury, please make sure to immediately complete the Volunteer Written Notice of Injury (included in this manual). GUESTS, RESIDENTS AND CUSTOMER ACCIDENTS/INCIDENTS ~ IN THE EVENT THAT A GUEST, RESIDENT OR CUSTOMER IS INJURED: • Do not leave the victim unattended. • Notify medical personal if needed, and supervisory staff. Ao:11-M#%. • Attend to victim only according to your level of current first aid training. • Use appropriate precautions (gloves, mask, etc....) .. . 4% 2. 1 ...~ • No medication of any type is to be administered. Only offer bagged ice or first aid materials. • No surgery is to be performed including microsurgery (use of tweezers). • Do not attempt to diagnose any illness or injury. • After the victim has been stabilized or transported fill out accident/ incident forms completely. • Notify immediate supervisor as soon as possible. • Do not release any information regarding the incident to anyone other than police or paramedics Town of Breckenridge Volunteer Guideline Page 14 of 34
If blood is involved, volunteers must put on rubber gloves before administering first aid. When customers are injured it is MANDATORY that an accident/incident report form be filled out completely. If any Town of Breckenridge employee saw the accident happen, this should be documented. All accident reports must be signed, dated and turned in to a supervisor immediately. Never make any diagnosis regarding an injury, such as saying "That's going to need stitches" or "It's probably a sprain". Refer the injured person to their doctor or the emergency room depending on the severity of the injury. If it is a serious injury or an emergency situation, please call 911. Bodily Fluids/Blood/Bio Hazards Anytime there is a body fluid that is expelled (such as blood from a cut, vomit, etc.) it must be disposed of properly. This means you should have rubber gloves on. The fluid should be cleaned up and absorbed by a disposable item (such as papertowels). These should be placed into a separate trash bag. The affected area should be cleaned with a Bleach Mixture. The Bleach Mixture is made of 1 part bleach to 10 parts water. The contents of the trash bag should be misted with the Bleach Mixture. Lastly throw your gloves in this bag, mist it once more, and tie off or close the bag. Dispose of this biohazard bag immediately. A full explanation of accident and emergency procedures is covered in the Town of Breckenridge Safety Manual and/or your department's Safety Manual. All volunteers are responsible for knowing the information in both that manual, and this addendum. Town of Breckenridge Volunteer Guideline Page 15 Of 34
~=4 - TOWN OF~ VOLUNTEER CONTRACT - TOWN OF BRECKENRIDGE BRECKENRIDGE UL w Agreed between the Town of Breckenridge and (Printed Volunteer Name) Department: ¤ Recreation Il Golf O Police Position: Start Date: End Date: DISCLAIMER: Volunteers are not employees of the Town of Breckenridge. The Volunteer acknowledges that all benefits, including but not limited to worker compensation, are not available through, or in any way, part of this Contract. The Volunteer agrees not to sue, attach the property of or, prosecute or, make any other claim against the Town of Breckenridge, Colorado, their officers, agents, or employees, for any illness, injury or death, whether or not caused by their negligence, resulting in any way from the Volunteer's participation in the activities associated with Town of Breckenridge, and to identify (should this be indemnify) and hold the Town of Breckenridge harmless from any action brought by another person as a result of the Volunteer's own activities. This Contract may be terminated at any time by the Volunteer's immediate supervisor, or Town of Breckenridge, due to a lack of need for the program or activity, or breach of terms stated in this Contract. If the Volunteer is accused of threats and/or violence, sexual abuse, sexual harassment, criminal activity, or is involved in a legal dispute during or arising from a volunteer activity, he/she agrees to provide The Town of Breckenridge full pertinent details and hereby gives the Town of Breckenridge permission to fully investigate. TERM OF THE CONTRACT: A length specified and agreed upon, beginning and ending on the above dates, renewable upon mutual agreement. The volunteer makes a firm commitment to serve for not less than this period, and will not break this commitment except under extreme necessity and after thorough discussion with the supervisor. As part of this Contract, the Volunteer is allowed: 3 Limited access to the Golf Club through a Golf Rounds Credit/Voucher Program for the term of this Contract. (see additional information) 0 Limited access to Breckenridge Recreation Center, Stephen C. West Ice Arena or Gold Run Nordic Center for the term of this Contract (see additional information) Il Other: VOLUNTEER ACTIVITIES: The Volunteer agrees to work shifts as mutually agreed upon with their supervisor. The volunteer must achieve certain standards of performance and will be periodically evaluated by a Supervisor. The Volunteer agrees to perform their agreed upon duties under the supervision of the direct supervisor or his/ her staff. The Volunteer Manual describes the duties and responsibilities of Volunteers. This position may be enhanced by additional duties and responsibilities as needed to provide adequate service levels to the customer. The Volunteer's supervisor will provide supervision and a supportive work environment with frequent communication. The Volunteer agrees to develop and maintain a supportive relationship within the Town of Breckenridge, and agrees to follow the rules and policies associated with the the Town of Breckenridge. VACATIONS/ LEAVE: Vacations must be made known to the Volunteer's immediate supervisor no later than one month prior to absence. Leave due to illness, family emergency, or personal reasons is permissible with adequate notice to the Volunteer's supervisor. Failure to provide ample notice of leave or vacation will result in termination of this Contract. Signature of Volunteer: Date: Signature of Supervisor: Date: Town of Breckenridge Volunteer Guideline Page 16 Of 34
Hm=-- TOWN OF ---=-0 BRECKENRIDGE ly_ _ 111 VOLUNTEER RELEASE/INDEMNIFICATION - TOWN OF BRECKENRIDGE 1. RELEASE OF LIABILITY AND INDEMNIFICATION AGREEMENT: PARTICIPANT MUST READ CAREFULLY BEFORE SIGNING In consideration for being permitted to perform the below-described volunteer activities for the Town of Breckenridge, I hereby acknowledge, represent, and agree as follows: A. I understand that said activities are or may be dangerous and do or may involve risks of injury, loss, or damage. I further acknowledge that such risks may include but not be limited to bodily injury, personal injury, sickness, disease, death, and property loss or damage. I acknowledge that such risks may arise from a variety of foreseeable and unforeseeable circumstances connected with the use of the activities, including but not limited to the following risks: Activities to be performed (to be filled in by Supervisor): Risks of such activities include but are not limited to (to be filled in by Supervisor)'. (Participant initials here) (If Participant is under 18 years old, Parent initial here) B. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, I hereby expressly assume all such risks of injury, loss, or damage to me or to any third party arising out of or in any way related to the above-described activities, whether or not caused by the act, omission, negligence, or other fault of the Town of Breckenridge, its officers, its employees/volunteers, or by any other cause. (Participant initials here) (If Participant is under 18 years old, Parent initial here) Town Of Breckenridge Volunteer Guideline Page 17 Of 34
C. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, I further hereby waive, and exempt, release, and discharge the Town of Breckenridge, its officers, and its employees/volunteers from, any and all claims, demands, and actions for such injury, loss, or damage, arising out of or in any way related to the above-described activities, whether or not caused by the act, omission, negligence, or other fault of the Town of Breckenridge, its officers, its employees/volunteers, or by any other cause, excepting only the willful and wanton conduct of the Town's officers or employees/volunteers. (Participant initials here) (If Participant is under 18 years old, Parent initial here) D. I further agree to defend, indemnify and hold harmless the Town of Breckenridge, its officers, employees/volunteers, insurers, and self-insurance pool, from and against all liability, claims, and demands, including any third party claim asserted against the Town of Breckenridge, its officers, employees/volunteers, insurers, or self- insurance pool, on account of injury, loss, or damage, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any way related to the above-described activities, whether or not caused by my act, omission, negligence, or other fault, or by the act, omission, negligence, or other fault of the Town of Breckenridge, its officers, its employees/volunteers, or by any other cause, excepting only the willful and wanton conduct of the Town's officers or employees/volunteers. (Participant initials here) (If Participant is under 18 years old, Parent initial here) E. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, I hereby acknowledge and agree that said AGREEMENT extends to all acts, omissions, negligence, or other fault of the Town of Breckenridge, its officers, and/or its employees/volunteers, and that said AGREEMENT is intended to be as broad and inclusive as is permitted by the laws of the State of Colorado. If any portion hereof is held invalid, it is further agreed that the balance shall, notwithstanding, continue in full legal force and effect. (Participant initials here) (If Participant is under 18 years old, Parent initial here) F. I understand and acknowledge that the Town of Breckenridge, its officers, and its employees/volunteers are relying on, and do not waive or intend to waive by any provision of this RELEASE AND INDEMNIFICATION AGREEMENT, the monetary limitations (presently $150,000 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Town of Breckenridge Volunteer Guideline Page 18 of 34
Immunity Act, C.R.S. §24-10-101 Ri seq., as amended, or otherwise available to the Town of Breckenridge, its officers, or its employees/volunteers. (Participant initials here) (If Participant is under 18 years old, Parent initial here) G. I understand and agree that this RELEASE AND INDEMNIFICATION AGREEMENT shall be governed by the laws of the State of Colorado, and that jurisdiction and venue for any suit or cause of action under this Agreement shall lie in the courts of Summit County, Colorado. (Participant initials here) (If Participant is under 18 years old, Parent initial here) H. This RELEASE AND INDEMNIFICATION AGREEMENT shall be effective as of the date set forth below and shall be binding upon me, my successors, representatives, heirs, executors, assigns, and transferees. (Participant initials here) (If Participant is under 18 years old, Parent initial here) 11. PARTICIPANT SIGNATURE AND DATE: Participant - Print Name: Participant's Signature: Date of Signature: Ill. IF PARTICIPANT IS UNDER 18 YEARS OLD, PARENT SIGNATURE AND DATE: By initialing above and signing below, I acknowledge that I am the parent of the above- named Participant as the term "parent" is defined in C.R.S. Section 13-22-107(2)(b), and I hereby waive and release any prospective claim of the Participant against the Town of Breckenridge, its officers, and its employees/volunteers for negligence, to the extent provided in C.R.S. Section 13-22-107(3), in connection with the above-described activities. Parent- Print Name: Parent's Signature: Date of Signature: Town of Breckenridge Volunteer Guideline Page 19 of 34
VOLUNTEER WRITTEN NOTICE OF INJURY NAMONAL UNION FIRE NOTIFICATION OF INJURY Reference Number INSURANCE COMPANY MAIL CLAIM FORM TO: Any person who knowingly presents a false or fraudulent FOR OFFICE USE MAKSIN MANAGEMENT CORR claim for payment of a loss or benefit or knowingly RO. BOX 2648 presents false information in an application for insurance Policy Number CAMDEN, NJ 08101-2648 is guilty of a crime and may be subject to fines and AMA0091860 (800) 257-6250 confinement in prison. Coverage Code www.maksin.com FORM MUST BE COMPLETED IN FULL & MAILED TO OUR OFFICE WITHIN 90 DAYS FROM THE DATE OF THE ACCIDENT PART 1 - ACCIDENT REPORT 1 A. Name of Organization ~ 1 B. Name of Team 2/l Name of Claimant (Last) (First ) (Middle Initial) 28. Social Security No. 20 Birthdate 2D. Sex 3. Nature of Injury (Please describe fully Indicating what part of body was injured - e.g. broken arm, sprained ankle, etc.) 4. Describe how accident occurred. (Please provide all details.) MUST BE A BODILY INJURY DUE TO AN ACCIDENT. 5A. Did Accident Occur: Yes No 58. a) Date of Accident 5C. Name of Activity a) while the claimant was supervised? 0 3 b) during sponsored activity? 0 3 c) during programmed hours? O 3 b) Time 5D. (Check One) d) on activity premises? 0 0 J Member/Player O Coach O Manager O Other e) while traveling directly and uninterruptedly to or from a c) Place 5E. Name and Title of Supervisor regularly scheduled activity in a supervised group? 0 2 6A. 68. _-- ..._ 6C. Signature of Coach, Manager or Delegated Authority Title * Date PART 11 - TO BE COMPLETED BY PARENT/GUARDIAN OR CLAIMANT (IF: ADULD 1 A. Name of Father/Guardian 1 B. Social Security No. 1 C. Address/City/State/Zip 1D. Phone Number or Claimant (if adult) O None 2A. Name of Mother/Guardian 28. Social Securily No. 2C. Address/City/State/Zip 2D. Phone Number or Spouse (if adult) O None 3A. Name of Father/Guardian's or Claimant's 38. Address/City/State/Zip of Employer 3C. Phone Number (if adu10 Employer U None 4A. Name of Mother/Guardian's or Spouse's 4B. Address/City/State/Zip of Employer 4C. Phone Number Of adult) Employer O None 5A. List all Insurance Company(ies) under which 58. Policy Number(s) 5C. the claimant is insured U None U Medicaid O Individual U Group O Govt. O Medicaid U Individual J Group O Govt. O Medicaid U Individual J Group O Govt. 3 Medicaid U Individual J Group O Govt. U Medicaid O Individual a Group O Govt Affidavit: I verify that the above information regarding insurance is accurate and complete. 1 understand that the intentional furnishing of incorrect information via the U.S. Mail may be fraudulent and violate federal laws as well as state laws. Signature of ParenVGuardian or Claimant (if adult) Date Authorization: I hereby authorize any physician or hospital who has treated or attended to the above claimant to furnish the insurance company or Hs representative any information requested. A photocopy of this authorization is to be considered valid. Signature of Insured (Parent or Guardian if claimant is under 18) Date 1 1 NU SA Town Of Breckenridge Volunteer Guideline Page 20 Of 34
Volunteer Supervisor Guidelines T r $ 1,l I I ilifi A-- 1.116. il. 1 . lilli /,1 1 i i. I I - 4.* • - *4*..11~%A~0/ Town Of Breckenridge Volunteer Guideline Page 21 of 34
VOLUNTEER SUPERVISOR RESPONSIBILITIES Supervisors throughout the Town may from time-to-time recruit volunteers to help with the organization's goals and make sure that activities and events that need volunteers are adequately staffed. As a Supervisor, it is important that you orient, train, supervise and provide feedback to your volunteers. Table of Contents GENERAL SUPERVISORY RESPONSIBILITIES 23 RECRUIT, ORIENT & TRAIN' 23 SCHEDULE, MONITOR & SUPERVICF .. 23 REPORT & RECOGNIZE: 24 VOLUNTEER ACCIDENT MEDICAL PLAN (VAMP) 24 ACCIDENT & INCIDENT REPORTING' 25 VOLUNTEER WRITTEN NOTICE OF INJURY 26 IMPORTANT WAGE & HOUR LAWS THAT PERTAIN TO THE USE OF VOLUNTEERS.......... 28 LIMITS ON VOLUNTEERING .. 28 PAYING VOLUNTEER9 29 OTHER COMPENSATION ISSUES. 29 SAMPLE VOLUNTEER APPLICATION 30 SAMPLE VOLUNTEER ORIENTATION & TRAINING CHECKLIST 33 SAMPLE CIRSA VAMP TRACKING SPREADSHEET 34 Town Of Breckenridge Volunteer Guideline Page 22 of 34
GENERAL SUPERVISORY RESPONSIBILITIES The following outlines the general duties that Supervisors of volunteers perform: Recruit, Orient & Train: 1. Recruiting new volunteers through community outreach and free advertising opportunities. 2. Interview applicants and train new volunteers. 3. Document orientation and training. 4. Have the volunteer complete the Volunteer Agreement and Volunteer Release found in the Volunteer Guidelines and Handbook. 5. Provide the volunteer with a description of their duties. Volunteer applicants should complete the Town of Breckenridge Volunteer Application (see example to follow). All Town of Breckenridge volunteers must pass the Town of Breckenridge background check, the same as with any other employee. Volunteers for the Recreation Department must also pass a supplemental background check, and volunteers for the Police department must pass XXXXXXXXXXXXXXXXXXX. Supervisors are responsible for conducting interviews and confirming successful background check completion. Supervisors should then orient volunteers to the department and train them on the duties they will be completing. A sample volunteer orientation and training checklist is provided at the end of this section. Schedule, Monitor & Supervise: 1. Create and fill schedules with volunteers that meet the organization's needs, including contacting volunteers regarding upcoming and additional available volunteer opportunities. 2. Conduct periodic volunteer meetings and/or trainings to discuss upcoming events and ongoing activities. 3. Ensure coverage is provided for activities, special events and programs, and typically the Supervisor should attend those events. 4. Monitor, supervise and evaluate the performance of the volunteer. Supervisors should consider organizational needs, along with volunteer availability, in developing volunteer assignment schedules. Volunteers should be scheduled when Town Of Breckenridge Volunteer Guideline Page 23 of 34
either the direct Supervisor or another Supervisor from the department is available to monitor the Volunteer's performance. Supervisors should hold periodic meetings with Volunteers to seek their feedback and to also provide feedback to the Volunteer. Report & Recognize: 1. Tracking Activity - Supervisors should maintain a volunteer database and keep track of individual volunteer activities. Be sure to reward volunteers for special achievements with thank-you notes or other forms of recognition. 2. Publishing monthly or quarterly newsletters detailing volunteer activities and recognizing certain volunteers is part of the Supervisor's responsibilities. Some departments may have a department newsletter in which volunteers can be recognized. Supervisors may need to also write reports for department management, recommending changes that would help the program. 3. Keep track of Volunteer assignments and hours to satisfy the Colorado Intergovernmental Risk Sharing Agency (CIRSA) VAMP (Volunteer Accident Medical Plan) Insurance Program requirements. Supervisors are responsible for tracking and reporting on volunteer hours, along with any accidents or incidents that may arise. Volunteer Accident Medical Plan (VAMP) As previously mentioned, CIRSA offers VAMP coverage to covered Town of Breckenridge volunteers. Therefore, it is of particular importance that Supervisors track each individual volunteer's hours to report to CIRSA, to satisfy the VAMP insurance coverage. VAMP provides a limited amount of accident medical and death/dismemberment coverage for covered volunteers. VAMP coverage is not a "substitute" for workers' compensation coverage; however VAMP coverage may prevent hardships (and possible claims) that could otherwise result if a volunteer is injured in the course of their volunteer activities. Each supervisor shall enter into the Town's VAMP tracking spreadsheet the required information to report to CIRSA. This information should be entered on a timely basis, and certainly on a monthly basis. Please see example at end of this section. Supervisors should also find opportunities to thank volunteers for their time and efforts. When possible, recognize volunteers in public formats, such as meetings, newsletters and at the actual event. Volunteers that feel appreciated are much more likely to volunteer again! Town Of Breckenridge Volunteer Guideline Page 24 of 34
Accident & Incident Reporting: For Information on reporting guest's accidents or incidents, please refer to the "Volunteer Guidelines and Handbook". Should a volunteer become injured in the course of their duties, they must immediately report it to their supervisor and complete the Volunteer Written Notice of Injury Form (included in this manual). If they believe they need to seek medical treatment, they should do so and immediately notify their supervisor. An initial investigation will be conducted by the volunteer's immediate supervisor and their Divisional Manager shall be notified. Depending upon the type of accident, the police department, fire department or other entities may be involved in the investigation. Should a volunteer wish to file a claim, they need to have sought treatment within 90 days or less of the injury. They will need to fill out the Volunteer Written Notice of Injury, and also submit itemized bills and Explanation of Benefits (EOB) with their claim. More information on this is provided on the following pages. Town Of Breckenridge Volunteer Guideline Page 25 of 34
VOLUNTEER WRITTEN NOTICE OF INJURY NATIONAL UNION FIRE NOTIFICATION OF INJURY Reference Number INSURANCE COMPANY MAIL CLAIM FORM TO: Any person who knowingly presents a false or fraudulent FOR OFFICE USE MAKSIN MANAGEMENT CORR claim for payment of a loss or benefit or knowingly RO. BOX 2648 presents false infonnation In an application for insurance Policy Number CAMDEN, NJ 08101-2648 Is guilty 01 a crime and may be subject to lines and AMA0091860 (800) 257-6250 confinement in prison. Coverage Code www.maksin.com FORM MUST BE COMPLETED IN FULL & MAILED TO OUR OFRCE WITHIN 90 DAYS FROM THE DATE OF THE ACCIDENT PART 1 - ACCIDENT REPORT lA Name of Organization 1 B. Name of Team 2A. Name of Claimant (Last) (First) (Middle Initial) 2B. Social Security No. 20 Birthdate 2D. Sex 3. Nature of Injury (Please describe fully indicating what part of body was injured - e.g. broken arm, sprained ankle, etc.) 4. Describe how acddent occurred. (Please provide all details.) MUST BE A BODILY INJURY DUE TO AN ACCIDENT. 5/L Did Accident Occur: Yes No 5B. a) Date of Accident 5C. Name of Activity a) while the claimant was supervised? 0 0 b) during sponsored activity? 0 0 c) during programmed hours? 0 0 b) lime 50. (Check One) d) on acttvity premises? 0 0 O Member/Player O Coach O Manager e) while traveling directly and O Other uninterruptedly to or from a c) Place 5EE. Name and Title of Supervisor regularly scheduled activity in a supervised group? 0 0 6A. 6B. 6C. Signature of Coach, Manager or Delegated Authority Tltle Date PART H - TO BE COMPLETED BY PARENT/GUARDIAN OR CLAIMANT oF ADULT) lA. Name of Father/Guardian 1B. Social Security No. 1C. Address/City/Stale/ZIP 1 D. Phone Number or Claimant (if adult) O None 2A Name of Mother/Guardian 28. Social Security No. 20. Address/City/State/Zip 2D. Phone Number or Spouse (if adult) O None 3A. Name of Father/Guardian's or Claimant's 38. Address/City/State/Zip of Employer 3C. Phone Number (if adult) Employer O None 4A. Name of Mother/Guardian's or Spouse's 48. Address/City/State/Zip of Employer 4C. Phone Number (if adult) Employer O None 5A. List all Insurance Company(ies) under which 58. Policy Numberts) 5C. the claimant is insured O None O Medicaid O Individual O Group O Govt. O Medicaid O IndMdual O Group El Govt. O Medicaid O IndMdual O Group O Govt. O Medicaid O IndMdual O Group O Govt. O Medicaid 3 Individual O Group O Govt. Affidavit: I verify that the above information regarding insurance is accurate and complete. I understand that the intentional furnishing of incorrect information via the U.S. Mail may be fraudulent and violate federal laws as well as state laws. Sianatum of Panant/Guardian or Claimant (H adult) Date Authorization: l hereby authorize any physician or hospital who has treated or attended to the above claimant to furnish the insurance company or its representative any information requested. A photocopy of this authorization is to be considered valid. Signature of Insured (Parent or Guardian If dalmant is under 18) Date SEE CLAIM INSTRUCTIONS ON THE BACK OF THIS FORM NU 88 Town of Breckenridge Volunteer Guideline Page 26 of 34
CLAIM INSTRUCTIONS Treatment must commence within 90 days from the date of the accident. 1. In case of an accident, notify the schooVorganization immediately. 2. Notify ALL treatment facilities (physician's office, hospital, etc.) of this insurance cover- age so that any invoices and/or Explanation of Benefits (EOB) can be sent directly from the medical facility to The Maksin Group. 3. Have Part I and Part licompleted on the Notification of Injury form. Do not leave any blank spaces or write *'14/A" in any space. If either parent or guardian is uninvolved, deceased, unemployed, self-employed or disabled, please state so. If you are employed, but do not have insurance, please state «NO INSURANCE" and provide us with a state- ment from your employer that the claimant has no insurance. Otherwise, our office will sub- mit an insurance questionnaire to your employer to be used as verification of no depend- ent coverage. 4. Attach any itemized bills to the claim form, along with any corresponding Explanation of Benefits (EOB) for each itemized bill. An itemized bill includes treatment rendered, the dates of the treatment, diagnosis codes, physician's or hospital's name, address and tax i.d. number. Balance Due bills are not acceptable. Be sure to attach any receipts for bills paid out-of-pocket. Otherwise, benefits will be paid to the provider of service. Please Note: Both an itemized bill and EOB (if applicable) must be submitted for claims to be considered for accident medical expense benefits. 5. Mail the Notification of Injury form. along with anv other applicable correspondence to our office within 90 days from the date of the accident. Do not leave this form with the school, coach, hospital, physician, etc. Our address is Maksin Management Corp, RO. Box 2648, Camden, NJ 08101-2648. If you need further assistance, feel free to contact Customer Service at 1-800-257-6250 (phone) / 1-856-486-4376 (fax). We will be happy to assist you. If your medical coverage is under an HMO, PPO or similar plan, you must follow their requirements for obtaining benefits. Otherwise, our benefits may be reduced, where appli- cable, as stated in the policy provisions. This restriction does not apply in every state. Town of Breckenridge Volunteer Guideline Page 27 of 34
IMPORTANT WAGE & HOUR LAWS THAT PERTAIN TO THE USE OF VOLUNTEERS There are important considerations when using volunteers, to ensure that they are not considered employees by the Department of Labor. The following information has been provided by the Mountain States Employers Council (MSEC) regarding the use of volunteers under the Fair Labor Standards Act (FLSA): "Any of the following situations would tend to cause the US Department of Labor (DOL) to view the individual as an employee and not a volunteer: • An individual receiving compensation greater than what is needed for expenses or hardship incurred in volunteering. • The displacement of paid employees to make way for a volunteer. • An employee who performs the same work for the employer when volunteering. • An individual who is economically dependent upon the organization where the volunteering is done. • Tasks performed benefit the organization itselt rather than the community the organization serves. Under FLSA regulations for government employers, volunteers are defined as individuals who perform hours of service for a public agency for civic, charitable, or humanitarian reasons, without promise, expectation or receipt of compensation for services rendered. 29 C.F.R. § 553.101. Limits on Volunteering It is important to first explain that the DOL has a longstanding policy of limiting volunteer status to those individuals performing charitable activities for not-for-profit organizations. See Wage and Hour Opinion, July 26, 1996. Hallisey v. America Online Inc., No. 99-Civ.-3785, complaint filed (S.D.N.Y., May 25, 1999). Not only can a person never "volunteer" to do their own job, they cannot volunteer to do the job of another employee without compensation. It is also improper for an employer to require an employee to volunteer. Even where there is no evidence of coercion, allowing paid employees to perform the same type of services for their employer on an uncompensated "volunteer" basis if they choose to do so would in effect allow employees to waive their rights to compensation due under the FLSA. The Supreme Court has held that an employee may not waive his or her rights to compensation due under the FLSA. Brooklyn Savings Bank v. O'Neil, 324 U.S. 697 (1945)." Town of Breckenridge Volunteer Guideline Page 28 of 34
Paying Volunteers Compensation in any form to an individual who is performing valuable work for or on behalf of any employer, indicates an employment relationship. Still, the FLSA allows some reasonable items of value to volunteers. Reasonable benefits might include: • Scholarships; • Liability, health or life insurance; • Length of Service awards that are commonly awarded to volunteers; or, • Stipend or allowance for expenses or hardship associated with volunteering.1 Other Compensation Issues Supervisors should keep in mind the definition of "volunteer" under the Volunteer Protection Act of 1997, 42 U.S.C. §14501 et seq. Under that definition, in order to qualify as a volunteer, an individual must not receive compensation, other than reasonable reimbursement or allowance for expenses actually incurred; or any other thing of value in lieu of compensation, in excess of $500 per year. 42 U.S.C. §14505(6)2 Furthermore, the FLSA states that employers cannot offer more than 20% of a volunteer's value in gifts: "We have opined that generally an amount not to exceed 20 percent of the total compensation that the employer would pay someone for performing comparable services would be deemed nominal. See Wage and Hour Opinion Letter FLSA2005-51.3„ As such, the 2010 value of a volunteer in Colorado has been estimated by the Town of Breckenridge to be $22.40 per hour, therefore, the value of a gift may not be more than $4.48 per hour. Supervisors should always work with their department Administrative Manager and Human Resources before offering gifts or other items that could be considered compensation or payment for a volunteer's services. "Payments" to a volunteer, if they exceed the FLSA's restrictions, can convert the volunteer to an "employee" to whom a minimum wage (and possibly overtime compensation) must be paid. If an employer- employee relationship is found, then further workers compensation laws could also apply. 1 MSEC, Wage and Hour-Volunteers "FYI (Published; July 2004) 2 CIRSA, Volunteer Program Handbook, 1998 ~ http://www.dol.gov/whd/opinion/FLSA/2008/2008_12_18_16_FLSA.pdf Town of Breckenridge Volunteer Guideline Page 29 of 34
SAMPLE VOLUNTEER APPLICATION M35~9 - BRECKENRIDGE UL u VOLUNTEER APPLICATION 880 Airport Road • P.O. Box 168 • Breckenridge, CO 80424 • (970) 453-1734, ext. 0 Instructions For Completing Information Sheet • Complete information sheet in its entirety. Please print legibly or type. Answer all questions and complete all blank spaces. Do not write "SEE RESUME", You may attach a resume as a supplement; however a resume may not be substituted for completion of this Information Sheet. • Incomplete or unsigned Information Sheets may be rejected PERSONAL INFORMATION Name: Date Available: Mailing Address: Available to Woik: Days YN Evenings Y N City/ State/ Zip: Weekends Y N Holidays Y N Physical Address/City/State/Zip: Home Phone: ( ) AA....tre. C j Cell/Pager: ( ) List any relatives employed by the Town: Have you ever been employed by the Town? Yes - No If yes, please state position and dates of employment: Are you under 18? - Yes - No EDUCATION - Please circle the number ofyears completed for each· High School: 1 2 3 4 College: 1 2 3 4 5 6 7 more than 7 Please list in chronological order, beginning with high school, 811 schools attended including graduate level courses· Number of Schools Attended Qtr or Sem Hrs Major Area Degree/ Received Years Attended High School. Colleges. Trade Schools Location Completed of Study Certiicate & Date Do you fluently speak read or write any language(s) other than English? Language(s) - Town of Breckenridge Volunteer Guideline Page 30 of 34 11'22~dIC'l'N 21•J ~•,1
EMPLOYMENT EXPERIENCE List mmea-of employers in consecutive order with present or,nost recent employer lisidd fiR:t Account for all periods'of lime including military ser¢ice ;indany periods of unemployment Do not w'rite "See Refume". If kpace provided is inadequnic, attach adilitional sheets. AW Zill be cont*:cling previous employers for reference information, If you do not want usto contact your current employer, please indicate by checking the appropriate box, May we contnct this employer? Yes t-371 No Fl St.VEn¢Dutc. Numr & Adih-css ofhamior Last Employer Start;End Sallry trours per Week Nume /Titic of finnicdial¢ Supe·visur. Phone Joi, Tittt Da;cription „f Dtitic~ 4 Repoisibilities Retion for leaving Sliul/End Dato Natne *Add¢css 01*Pratent or Last Employer- Start/End Sul,ry Ilours pa' wcck N:litic #Title of Ill,mudGic Supcnff*DU Phone Job 'flilt - 1)tier,pti{H, t,t' Duties & Reponsibltltle• Reason G--le,vinc Stail.En¢Date i Name & Ad#cb:; arPresent or Last Employer Slan-End Sal ary Hourspet week Nanic /Tittc of Immediate St,pavit;or Phone Job 1106 theription of Unlic= & Resport:ibilitits Reason fir leaving St Hrl,End Date Nams & Addrms of Preticit or Last Employer Stlrf/End St,lary }{o,ir. per week willie mtie ofimm63igidupervi~tr Mione Job 'title De@cription of Bitieg & Re*Onmihilities Rea:in) fot !=vil'E REFEREN(:l¢Si Please list three pro[Gs#ional or personal dc:quitintunces thal ure not relited to 5,06 by blixid or marriage that: we ore free to contact Do not provide names oi,employers or supervisors you have already listed above. Name Relationship to You Phone Number Town of Breckenridge Volunteer Guideline Page 31 of 34 UJ £10 -
I. I TRAINING AND SKILLS * Please provide any additional information (training, special skills,· certifications, equipmentoperations, computer knowledge, qualifications)you feel will be helpful to us in considering you - DRIVER' S LICENSE- Do you have a Colorado driver'k license? 1-1 Yes I No CRIMINAL BACKGROUND The. Town of Breckenridge requires a criminal background cheek' Please answer thefollowirig questions completely, The fact that you have been cbnvicted of a crime or have pending criminal charges does not necessarily mean that you cannot be a volunteer. Each case is given individual consideratioh based on job-relatednas of the criminal offense which is involved. However. your failure to truthfully answer these questions may result in your not being selected as a volunteer or in your being let go from your volunteer status. In answering these questions, you may omit only a traffic offense for which the line Was less than $100, a deferrdd judgment and sentence of deferred prosecution which was successfully completed any criminal recordwhich has been sealed orexponged by w court. and/or any juvenile record:r Have you ever been convicted of a crime Ohcluding DUO? Yes No -- If the answer to this questions is -Yes", please piovide tile following information with respect to each conviction on- a separate piece of paper: ' the crime for which you were dobvicted; the court in which such conviction occurred; the date and place of conviction. the penalty or punishment you received; if you were placed on probation or parole, a statemeht ·as to whether such probation or parole was sudcehsfufly·« completed; and ·~ 6. the name under which donvicted (if different than that ligted: on this informatioft sheet) Are you currently facihg 4 criminat charge of any kind? Yes No If the answer to this question is 9'es", please provide the following information with respect to each pendingecharge on a separate piece of paper:: 1 the crime for which you are accused. and 2. the court in which such charges are pending. PLEASE NOTE: ' SMOKING IS PROHIBITED IN ALL TOWN BUILDINGS, FACIUTIES AND VEHICLES I certify that all.ofthe:statdments madd irithis documentaretrue. 'l authorize investigation of all statements contained on this information sheet as niay'be necessaryin aIriving in a decision for working in a voluntary capacity for the Town of Breckenridge 1 realize that false, misleading or iricomplete information given on this infomiation sheet may lead to my disqualification. for consideration. Signalure l}ate Town of Breckenridge Volunteer Guideline Page 32 of 34 L'.A * W N -
. SAMPLE VOLUNTEER ORIENTATION & TRAINING CHECKLIST Volunteer Checkslist i Has the Volunteercompleted a Volunteer application? C]Yes O No ON/A Has a completed TOB background check been performed on the Volunteer? C]Yes Il No ON/A Has a TCL background check been performed (if working in Rec Dept)? CIYes Il No CIN/A Was a XXXX check performed (if working in the Police Department)? C]Yes Il No ON/A Did the Voluteercomplete &sign the Volunteer Release/Indemnification? C]Yes Il No C]N/A Did the Volunteercomplete &sign the Volunteer Contract? CP/es Il No C]N/A Did the Volunteer receive a copy of the Volunteer Manual? CIYes Il No C]N/A Was the Volunteergiven atourof the facility in which they will be stationed? CIYes Il No ON/A Has the Volunteer received appropriate training in the activities to be performed? OYes Il No ¤N/A Date of training: C]Yes O No ON/A Was the Volunteershown the proper use of personal protective gear, if applicable? C]Yes O No ON/A Wasthe Volunteershown the location of firstaid supplies? C]Yes Il No ON/A Was the Volunteertrained on reportingguest incidents and/or accidents? CIYes ¤ No C]N/A Was the Volunteertrained on the process and form to use if they are injured? CIYes ¤ No C]N/A Has the Volunteer been signed up for VAMP coverage through CIRSA? ¤Yes Il No C]N/A Has the Volunteer received appropriate training on the following Town policies: 7 - . EEO? CP(es Il No C]N/A TVAT? C]Yes Il No C]N/A Has the Volunteer been advised of zero tolerance fordrugs/alochol/harrassment? C]Yes Il No C]N/A Has the Volunteerbeen advised that all Town facilities are no smoking facilities C]Yes ¤ No ON/A Was the Volunteer advised thatthey are not authorized to use Town computers? Was the Volunteer provided with a uniform? C]Yes O No ON/A If so, please list: Isthe Volunteera Minor? (if so, see yoursupervisor) C]Yes Il No C]N/A If the Volunteer is a Minor, did the parents/legal guardian sign the Release? CIYes Il No C]N/A Has the age of the Volunteer been checked to make sure that s/he is not too young to be assigned certain hazardous activities under state/federal law? CIYes O No ON/A Was the Volunteergiven a schedule? CP/es Il No C]N/A Isthe Volunteer receiving any sort of compensation? C]Yes Il No C]N/A If so, please list: Is the Volunteeralso a TOB employee? C]Yes O No CIN/A If so, please see your department Admin Mgr before proceeding, to investigate FLSA issues: Town of Breckenridge Volunteer Guideline Page 33 Of 34
... SAMPLE CIRSA VAMP TRACKING SPREADSHEET CIRSA VOLUNTEER ACCIDENT MED€At. PLAN AUDIT ROSTER Entity To,vnof Breckenridge Depanmem: Recreation Olvi;lon : Roe Center Comptet,ipy: Date: Phone Number: *78*xx-*xxx 0 40*61*ih.t, ' . .Coinmunmfl .Volubleer B 'Nurntie, 80 ' Amelpar*Nante. Ser¥064¥Nj, 0/111 ' f 1 , Ro#It»nor~Uhlvi#9, natk{*i**Ilce , ; - Hoini. RAcitptlan or DOile£ 'C*6 N Y N Y NY , 1. N « Dr ·· N N + ¥ N Y N · Y Y NY N Y, N 4 N Y .- N V -•*· - ~ ~p 14 NY 15 N Y 0 18 N. 29 N Y C = 18 N . 4¥'i , NY V 20 N Y 21 N ¥ , 22 NY ' ¢ 1- 23 N Y 24 N Y N Y N PY N Y N ¥ N Y N Y N ¥ o: N Y N ¥ N Y N. V Town of Breckenridge Volunteer Guideline Page 34 of 34 r I *4 -6-10.=morpi- AR&* *GRAN RAM %7 2
TOWN OF ESTES PARL Memo Town Clerk's Office TO: Honorable Mayor Pinkham Board of Trustees Town Administrator Halburnt From: Town Clerk's Office Date: November 23,2010 RE: Future Study Sessions December 14 Meeting Procedures for Town Board Meetings Future Topics Community Garden Joint Housing Project - EPHA and Town of Estes Park - Fish Hatchery Property Page 1