HomeMy WebLinkAboutTB Study Session 2011-10-11
Town of Estes Park, Larimer County, Colorado, October 11,
2011.
Minutes of a Regular meeting of the TOWN BOARD STUDY SESSION
of the Town of Estes Park, Larimer County, Colorado. Meeting held at
Town Hall in Rooms 201/202/203 in said Town of Estes Park on the
11th day of October, 2011.
Board: Mayor Pinkham, Mayor Pro Tem Levine, Trustees
Blackhurst, Elrod, Ericson, Koenig, and Miller
Attending: Mayor Pinkham, Mayor Pro Tem Levine, Trustees
Blackhurst, Elrod, Ericson, Koenig, and Miller
Also Attending: Deputy Town Administrator Richardson, Town Attorney
White, Director Kilsdonk, and Deputy Town Clerk Deats
Absent: Town Administrator Halburnt
Mayor Pinkham called the meeting to order at 5:30 p.m.
VOLUNTEER POLICY.
Following discussions in the fall of 2010 related to volunteer background checks, and
safety and liability, staff has drafted a Volunteer Manual incorporating practices to follow
in the management of all Town volunteers. Deputy Town Administrator Richardson said
that having a volunteer policy manual in place will provide department heads and
supervisors with the tools and operating guidelines necessary to effectively manage
volunteers.
Director Kilsdonk initiated a review of the draft manual which addresses the topics
referenced above and includes, but is not limited to, additional topics such as volunteer
conduct, vehicle usage, and harassment. A Volunteer Release of Liability and
Indemnification form which was reviewed by Town Attorney White is also included in the
manual. By signing the form, which is required by CIRSA, volunteers release the Town
from liability related to their duties (which are covered by Workman’s Compensation)
and, additionally, indemnify the Town against the actions of a volunteer that may cause
a loss to a third party.
Feedback from the Trustees included:
• Expectations are the same for volunteers as they are for Town employees
• Volunteers must conduct themselves in a manner that reflects favorably on the
Town
• Make positive statement by reorganizing information and wordsmithing
• Include pertinent information from personnel manual in an appendix rather than
making reference to the personnel manual
• Need to address weapons and workplace violence for all employees, including
volunteers
• Provide a thorough explanation related to the required Volunteer Release of
Liability and Indemnification form
• Remove references to Union Fire Insurance Company and other unrelated
organizations
• Volunteers fall into three categories: Town appointed, independent groups
working with Town departments, and ad hoc committees
• Volunteers working under 501(3)(c) non-profits are covered by the organization’s
Memorandum of Understanding with the Town
• Include non-profit organizational chart with MOU
Town Board Study Session – October 11, 2011 – Page 2
• Volunteers who handle money, work with seniors or youth, and/or handle
confidential information will be required to undergo a background check
• Remove ad hoc committees as they are temporary
• Include job descriptions so volunteers know the scope of their responsibilities
• Clarify statement related to uniforms
• Page 17 #14 should read: As a public entity, the Town of Estes Park…
The Trustees thanked staff for their work on the manual and concurred that it is a good
start in meeting the overall goal of providing clear expectations for volunteers and a
premise for orientation and training.
FUTURE AGENDA ITEMS.
• October 25 – Local Marketing District 2012 Budget and Operating Plan
There being no further business, Mayor Pinkham adjourned the meeting at 6:32 p.m.
Cynthia Deats, Deputy Town Clerk