HomeMy WebLinkAboutPACKET Town Board Study Session 2012-07-10* Revised
NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the
agenda was prepared.
STUDY SESSION
TOWN BOARD
Tuesday, July 10, 2012
4:30 p.m.
Board Room
170 MacGregor Ave.
AGENDA
4:30 p.m. Volunteer Manual.
Future Agenda Items.
5:00 p.m. Meeting Adjourn – Prepare for Board Meeting.
Administration Memo
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Lowell Richardson, Assistant Town Administrator
Date: 07/10/2012
RE: Volunteer Manual
Background:
Attached is a revised version of previously submitted Volunteer Manual drafts. The
primary revisions to the manual are:
1) Removal of all Town required forms related to operational issues, ex. Accident
report form, personal injury forms, volunteer injury forms, background
investigation form etc…
2) Removal of the job descriptions.
3) A revised liability agreement removing the indemnification clause.
4) Format changes to the document.
5) Adding a component speaking to the liability form for each volunteer and the
memorandum of understanding for recognized 501 (C) groups.
As directed by the Town Board at the April 24, 2012 board meeting staff is bringing back
the volunteer manual with revisions as previously stated, for discussion. CIRSA the
Town’s risk and liability insurance provider has remained steadfast with their
recommendations regarding release of liability and indemnification. Staff and Town
Attorney White have revised the “Release of Liability Waiver” removing the
indemnification component.
It is staff’s plan to train all volunteers and Town staff members who manage volunteers
regarding the new manual.
Budget:
N/A
Staff Recommendation:
Sample Motion:
N/A
Policy: Volunteer Manual
Date: 07/10/2012
Review Date: 07/10/2013
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Estes Park History
The history of Estes Park begins with the formation of its wild, natural beauty. About seventy million
years ago, massive forces pushed tectonic plates against one another, creating
the remarkable Rocky Mountains. Over millions of years, huge glaciers carved
out local landmarks such as peaks, meadows and valleys, creating the
landscape we enjoy today.
The first people in the area were ancestors of today’s American Indians. They
stayed in the Estes Valley for the summer to hunt mammoth, giant bison and
other large mammals. In more recent times, the Ute migrated seasonally from
what is now North Park, using the land as a summer hunting ground. Other
Native American tribes also came to the area seasonally; however, the hunting
bounty could sustain only two tribes at a time. From oral histories of the
Arapaho, we know they inhabited the land prior to the arrival of Anglo settlers. Fur‐trapping mountain
men and Anglo explorers more than likely also came to the area, but they left behind almost no written
accounts.
William Byers, founding editor of the Rocky Mountain News, gave the name “Estes Park” to the area to
honor Joel Estes. Arriving in 1859, Estes settled here with his family to
raise cattle until 1866, when he moved to seek a more favorable
climate.
In the 1870s, surveys of Estes Park brought homesteaders to the area
who attempted farming, ranching, logging and mining. Most of the
early ranchers (such as Evans, MacGregor, James, and Sprague) found
it more profitable to become proprietors. They catered to the growing
number of visitors in the area, lured all the way from Europe by words
of beauty and adventure.
After downtown Estes Park was platted in 1905, the village thrived, setting the groundwork for the town
of today. Access to the area was vastly increased with road improvements funded by the Stanley Hotel
owner, F.O. Stanley. At the same time, the natural surroundings were protected for posterity with the
dedication of Rocky Mountain National Park in 1915. The incorporation of the Town of Estes Park in
1917 formed a local government that assisted with large ventures like the Colorado‐Big Thompson
Project, the largest trans‐mountain water diversion project in Colorado, which was built between 1938
and 1957. The project included the creation of Lake Estes in 1949. Local, state and national government
also helped Estes Park recover from disasters such as the Big Thompson Flood of 1976 and Lawn Lake
Flood of 1982. Visit the Estes Park Museum to learn more about the people, architecture, and events
that constitute our rich and colorful history.
Policy: Volunteer Manual
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Review Date: 07/10/2013
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About This Volunteer Manual
Far from a contradiction in terms, “volunteers in government” is the norm in the United States today.
Millions of Americans give of themselves by serving on citizen advisory committees, task forces, for
special events, and much more. In fact, volunteering for government agencies and departments is the
rule, not the exception. All across America, neighbor helping neighbor is still an ideal. In Estes Park we
exceed the norm in volunteerism within the Town of Estes Park there are over 500 volunteers who wish
to give back to their community in various capacities of service.
This manual is intended to provide the volunteer with direction, answer questions, and help guide the
volunteer with their work within the Town of Estes Park. The policies and information in this manual are
intended for internal management guidance only, and do not constitute, ether implicitly or explicitly, a
binding contractual or personnel agreement. The Town staff volunteer coordinator in your specific
department will work with you on the purpose, duties, and required qualifications of your particular
assignment. To provide volunteers with an understanding of direction for the Town of Estes Park, please
find the Vision, Mission and Guiding Principles adopted by the Estes Park Town Board of Trustees.
Town of Estes Park Vision
The Town of Estes Park will enhance our position as a premier mountain resort community.
Town of Estes Park Mission
The Mission of the Town of Estes Park is to provide high‐quality, reliable services for the benefit of our
citizens, visitors, and employees, while being good stewards of public resources and our natural setting.
Guiding Principles
The Town of Estes Park strives to maintain a balanced approach while we:
Maintain and strengthen our economic vitality
Provide services which are responsive, sensitive, and reliable
Preserve our unique character and history
Sustain a family‐friendly community for our citizens and visitors
Consider the impact of our actions on the environment
Support diverse, affordable housing
Enhance recreational and cultural opportunities
Employ and maintain a professional, innovative, and productive team
Policy: Volunteer Manual
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Review Date: 07/10/2013
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Town Organizational Chart
Estes Park
Citizens
Town Board of
Trustees
Municipal
Judge
Town
Administrator
Administrative
Services
Community
Development
Community
ServicesFinancePublic SafetyPublic WorksUtilities
Assistant Town
Administrator
Town Attorney
Boards and Commissions
• Building Code of Appeals
• Creative Sign Review Board
• Estes Valley Planning Commission
• Estes Valley Board of Adjustment
• Tree Board
• Local Marketing District Board
• Housing Authority Board
Town Committee
• Public Work, Utilities and Public Safety
Committee
• Community Services and Community
Development Committee
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1.1 Purpose
The Town of Estes Park manages over 500 volunteers through its various Town Departments and
through the Town Board. Due to the volume of volunteers and the need to provide effective and
consistent direction for all volunteers the Town of Estes Park has established these policies and
procedures.
1.2 Policy
It is the policy of the Town of Estes Park to encourage the use of community volunteers in its effort
to meet its missions and goals using volunteers in various Town operations throughout the
organization. As such these volunteer members shall be provided the same protections under the
Governmental Immunity Act, liability insurance and all Town policies. Should a conflict in
Volunteer Policy conflict with Town Policy, Town Policy supersedes any policy within this manual.
1.3 Town Board‐Appointed Volunteers (Standing Committees and Boards)
Town Volunteers serve in various capacities within the Town’s government operations. For
clarification and delineation there are two volunteer groups; Town Board appointed volunteers and
Town Department volunteers. This group of volunteers serves at the pleasure of the Town Board
and is depicted within this manual for clarification of volunteer types and how they are selected.
All Town Board appointed volunteers are required to submit applications through the Town’s
Human Resource Division. Those selected for further review shall undergo interviews by an
interview panel. The interview panel is responsible for recommending their selections to the Town
Board of Trustees for approval.
Openings for Town Board‐appointed standing committee and board volunteer positions and their
appointed alternates are announced in the newspapers and on the Town website. Those
committees and/or Board appointed positions are:
1.3.1 Estes Park Building Codes Board of Appeals
The Board of Appeals is an appellate board appointed by the Town Board to hear
and decide appeals of orders, decisions or determinations made by the Chief
Building Official pursuant to the International Building Code as amended and
adopted by the Town of Estes Park. The Board of Appeals currently has three
members serving two‐year terms. Contact Alison Chilcott at achilcott@estes.org.
1.3.2 Estes Park Building Authority
The Building Authority is a nonprofit corporation set up by the Town to facilitate
improvements to the Estes Valley Recreation and Parks District through the use of
Certificates of Participation. This committee meets once a year to elect officers and
to approve payments. Currently there are five members serving three‐year terms,
including the Town Administrator, Town Finance Officer, and three citizens. Contact
Steve McFarland at smcfarland@estes.org.
1.3.3 Creative Sign Design Review Board
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As part of the newly‐revised sign code, in 2011 the Town of Estes Park established a
five‐member Creative Sign Design Review Board. The Creative Sign Program
provides flexibility in the application of the sign code, and encourages high‐quality
materials and workmanship for signs that make a positive visual contribution to the
community, are of unique design, and exhibit imagination and inventiveness. The
Creative Sign Design Review Board is responsible for reviewing Creative Sign
Program applications, sign variance applications, and appeals of staff sign code
decisions. Appointees must reside within Town limits. Contact Alison Chilcott at
achilcott@estes.org.
1.3.4 Estes Park Housing Authority
The Estes Park Housing Authority (EPHA) is a nonprofit organization committed to
providing affordable housing to low‐ and moderate‐income citizens of Park School
District R‐3. Per the bylaws, five board members serve in a volunteer capacity, each
for a five‐year term. Board member responsibilities include active involvement as
an advocate for EPHA in the community, assisting in retention and development of
housing opportunities, examining policies, procedures and financial reports, and
performance review of the executive director. Board members must reside within
Park School District R‐3. Contact Rita Kurelja at rkurelja@estes.org.
1.3.5 Estes Park Local Marketing District Board
A Local Marketing District (LMD) is an organization formed for the purpose of
advertising, marketing, and promoting tourism within the service area. The Estes
Park Local Marketing District was created in 2008 after voter approval. Five board
members are appointed by the Town Board; two by the Larimer County
Commissioners. Members must live within the designated district in Larimer County.
Visit www.marketestes.org for current information.
1.3.6 Estes Park Tree Board
The mission of the Tree Board is to “protect and promote trees for the present and
the future.” When the Town of Estes Park became a Tree City USA in 1997, the
Town Board created the Tree Board. In addition to advising the Town Board on
matters of public safety, the Tree Board works to help residents appreciate the
value of trees, maintain the health of their own trees, and add to the beauty of the
Estes Valley by planting trees as gifts or memorials. The Tree Board sponsors an
Environmental Stewardship Award and Tree Symposium. The board has six
members who serve four‐year terms. Contact Russ Franklin at rfranklin@estes.org.
1.3.7 Estes Valley Board of Adjustment
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The Estes Valley Board of Adjustment is a joint Town/County board that reviews
variance requests within the Estes Valley. The board consists of five appointed
members. Two members are appointed by the Larimer County Commissioners;
three members are selected by the Town Board; one alternate member is jointly
appointed by the Board of County Commissioners and the Town Board. Members
must reside in their respective areas of the Estes Valley. Interested residents are
encouraged to participate in the Town's Citizens Information Academy. Contact
Alison Chilcott at achilcott@estes.org.
1.3.8 Estes Valley Library District Board
A board of seven trustees governs the Estes Valley Public Library District. The board
adopts and oversees the budget, bylaws and policy; conducts strategic planning; and
hires and evaluates the library director. It delegates authority and accountability to
the library director, who operates under policies set by the board. Trustees are
volunteers jointly appointed by the Town Board and Larimer County Commissioners
for staggered terms of four years. Contact Claudine Perrault at
cperrault@estesvalleylibrary.org.
1.3.9 Estes Valley Planning Commission
The Estes Valley Planning Commission is a joint Town/County commission that
reviews development proposals and subdivision proposals within the Estes Valley.
The commission consists of seven appointed members. Four members are
appointed by the Larimer County Commissioners; three members are selected by
the Town Board. Members must reside in their respective areas of the Estes Valley.
Interested residents are encouraged to participate in the Town's Citizens
Information Academy. Contact Alison Chilcott at achilcott@estes.org.
Town Board appointed volunteers are not subject to the same requirements as Town
Department Volunteers unless any of the appointed volunteers duties require; 1)
handling money; 2) working with youth; 3) working with seniors; 4) operating a
motor vehicle as part of Town operations; and/or 5) handling confidential
information.
1.4 Ad Hoc Committee Appointees
The Town Board appoints special or ad hoc committees to work on specific problems or
tasks. Usually the committee exists on a temporary basis and is dissolved when the task
is completed. These individuals are not subject to the Town’s Volunteer application and
selection process unless specified by the Town Board.
1.5 Town Department Volunteers
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Volunteers assist to augment Town Departments and their operations. Volunteers who fall under
this category of volunteer are responsible to the Department Head or their designee. Outlined
within this section are volunteer job descriptions identifying current positions within Town
operations. Job descriptions are available through each Department and located in the Town’s
Administrative Services Department as well. Current volunteer positions and functions are:
1.5.1 Community Services Department
The Community Services Department provides non‐traditional government services
including recreational, cultural, educational, and visitor assistance services to increase
Estes Park’s economic strength and community well‐being. Community Services
Department divisions which utilize volunteers include the Estes Park Museum, the
Estes Park Senior Center, the Fairgrounds/Events Division, and the Visitor Services
Division. Each Division Manager is responsible for overseeing their volunteers providing
guidance and direction as needed to compliment their Division operations. Those
divisions and their operating definitions are:
1.5.1.1 Estes Park Museum
The Estes Park Museum collects, interprets and preserves local history, as well as
presents exhibits, programs and events, for the education and benefit of residents and
visitors of all ages.
1.5.1.2 Estes Park Museum Friends & Foundation, Inc.
The Estes Park Museum Friends & Foundation, Inc. is a non‐profit organization
with a mission to “ensure that the Estes Park Museum is the premier local
history museum in Colorado.” Contact Elaine Hunt‐Downey at ehunt‐
downey@estes.org
1.5.1.3 Other Museum Volunteers
Volunteers aid staff in the areas of research, exhibit preparation, collections
management, front desk assistance, and seasonally at the Historic Fall River
Hydroplant. Contact Alicia Mittelman at amittelman@estes.org.
1.5.2.1 Estes Park Senior Center
The Senior Center’s mission is “to involve and inform Estes Park area seniors and enrich
their lives by providing a comprehensive range of programs and opportunities.”
1.5.2.2 Estes Park Senior Citizens Center, Inc.
Estes Park Senior Citizens Center, Inc. is a non‐profit organization with a mission
to work cooperatively with the Town of Estes Park to meet the needs of area
seniors. Contact Lori Mitchell at lmitchell@estes.org.
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1.5.2.3 Meals on Wheels Drivers
Meals on Wheels is a home delivery program serving homebound and older
adults in the Estes Valley. Volunteers use their own vehicles to deliver meals
Monday through Friday at noon. A training manual is provided by Senior Center
staff. Contact Lori Mitchell at lmitchell@estes.org.
1.5.2.4 Other Senior Center Volunteers
Volunteers assist staff with programs and at the reception desk. Contact Lori
Mitchell at lmitchell@estes.org.
1.5.3.1 Fairgrounds/Events
The Fairgrounds and Events staff plans and organizes Town‐sponsored events, provides
support for users of Town facilities, and coordinates scheduling of activities at a number
of locations.
1.5.3.2 Estes Park Western Heritage, Inc.
The purpose of Estes Park Western Heritage Inc. (EPWH), a nonprofit
corporation, is to promote the western culture and preserve the western
heritage of the Estes Valley by producing and supporting activities for the
education and enjoyment of its residents and visitors. EPWH provides support
for the Rooftop Rodeo and the Rooftop Royalty Scholarship Fund. Contact
membership@rooftoprodeo.com.
1.5.3.3 Elk Fest Committee
Elk Fest is an annual event that features elk bugling, competitions, educational
areas, seminars, and guided elk tours. It includes food and art vendors as well as
entertainment such as musical acts, Native American dancing and storytelling,
and a Mountain Man Rendezvous. Contact events@estes.org.
1.5.3.4 Wool Market Volunteer
Wool Market is a multi‐day fiber festival which includes workshops, exhibits,
demonstrations, competitions and vendor booths. Featured attractions include
a children’s area, sheep dog herding and sheep shearing demonstrations, sheep,
llama, alpaca, cashmere and angora goat competitions, fleece contests, and
more than fifty vendor booths. Contact events@estes.org.
1.5.4.1 Visitor Services
Visitor Services provides visitors and residents with information about current events,
lodging, restaurants, museums, tours, businesses and activities.
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1.5.4.2 Ambassadors of Estes Park
The mission of the Ambassadors is “to provide a warm welcome along with
providing, to the best of our knowledge, accurate information to visitors to help
them to have an enjoyable and memorable time in the Estes Valley.”
Approximately seventy‐five volunteer Ambassadors assist at the Visitor Center
front desk year‐round. Staff and Ambassadors provide training. Contact Teri
Salerno at tsalerno@estes.org.
1.5.5 ESTES PARK POLICE DEPARTMENT
The Estes Park Police Department provides police protection and other public safety
programs for the Estes Park area and its citizens and provides assistance to the Larimer
County Sheriff's Department, Colorado State Patrol, and Rocky Mountain National Park
as requested by each agency.
1.5.5.1 Estes Park Police Auxiliary
The Police Auxiliary exists to support and enhance the services provided to the
community by the Estes Park Police Department. Auxiliary Police serve as
volunteer “eyes and ears,” performing a variety of tasks including vehicle and
pedestrian traffic control, foot patrol of the downtown, investigations,
fingerprinting, special events assistance and administrative tasks. Positions
include Auxiliary Member, Chaplain, and Front Window/Customer Service
Volunteer. Candidates must complete the Citizen’s Police Academy as well as
twenty hours of Police Auxiliary Training. Contact Amanda Nagl at
anagl@estes.org.
1.5.5.2 Estes Valley Restorative Justice Partnership
The Estes Valley Restorative Justice Partnership exists to reduce crime and
disorder by applying the principles of Restorative Justice such as repair of harm
to victim and community, and enhanced empathy and understanding among
participants. Volunteers in the Community Circle program are witnesses to or
victims of a crime or event, or serve as a support for a victim or witness. They
are called to participate with the transition of offenders back into the
community. Contact RestorativeJustice@estes.org.
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1.6 Volunteer Procedures
Volunteers are responsible for following all Town of Estes Park policies and procedures, and the policies
and procedures of the departments in which they work. These are the same expectations required of
Town employees. The purpose of these policies and procedures is to provide overall guidance and
direction to management, staff, and volunteers. Appendix C identifies additional policy and procedure
issues relevant to Volunteer’s and their obligations as a Town Volunteer.
1.6.1 Volunteer Recognition
The Town of Estes Park appreciates the many hours of service our volunteers
provide. We want to be sure they know how valuable they are to the organization.
Each year, a recognition event is held for all Town of Estes Park volunteers and the
staff who work with them. The event is sponsored by the mayor and coordinated by
Town staff.
At the event, the Town presents the Estes Park Pride Awards for Estes Park
Volunteer of the Year, Volunteer Group of the Year, Business Person of the Year,
and Teacher of the Year, and the Estes Park High School Student Pride Scholarship.
Pride Awards are not limited to Town of Estes Park volunteers. Anyone can make a
nomination or be nominated for an award; residency within Town limits is not
required.
1.6.2 Volunteer Liability
As a public entity, the Town of Estes Park carries property and liability insurance for all of
its employees and volunteers. All Town of Estes Park volunteers are afforded liability
protection from legal claims when volunteers perform their defined duties within the
scope of the Town’s policies and the policies for the departments in which they
volunteer.
Defining roles and responsibilities is extremely important with regard to Town and
volunteer liability. The Colorado Governmental Immunity Act (CGIA), which governs the
liability of the Town, its employees, agents, and volunteers, defines public employee to
include an authorized volunteer.
An authorized volunteer means a person who performs an act for the benefit of the public
entity (the Town) at the request of and subject to the control of the Town.
The CGIA further provides that the Town shall be liable for the cost of defense of any of
its public employees and payment of all judgments and settlements of the claims against
any public employee, where the claim against the public employee arises out of injuries
sustained from an act or omission of the scope of his/her employment, except where
such act or omission is willful and wanton. All authorized volunteers have this same
protection as public employees pursuant to the CGIA.
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There are two types of Town Department Volunteer groups within the Town of Estes
Park: 1) Incorporated volunteer organizations; and 2) Non‐incorporated volunteer
organizations. The incorporated volunteer organization enters into an annual
Memorandum of Understanding (MOU) with the Town of Estes Park. Included within the
MOU is a release of liability waiver that the board president or chair is authorized to sign
on behalf of the membership. All Non‐incorporated volunteers are required to sign
individual release of liability waivers (see Appendix A).
The Town insures its activities through participation in the Colorado Intergovernmental
Risk Sharing Agency (CIRSA). This is a municipal self‐insurance pool which provides
insurance coverage to the Town, liability management consultation, and cost‐effective
insuring agreements with third party insurance companies. It is strongly recommended
by CIRSA that the Town enter into agreements with volunteer entities defining the scope
of those volunteer organizations’ activities and responsibilities, including the release of
liability clause.
In no way is the release of liability language designed to restrict the Town’s liability for
volunteer activities. Rather, the purpose of the language is to provide both the Town and
the volunteers assurance that, if they abide by the terms and conditions of their defined
duties, they are covered for and immune from liability for any of their acts or omissions,
including any negligent act or omission, pursuant to the terms and conditions of the
Colorado Governmental Immunity Act.
1.6.3 Volunteer Application, Selection and Background Checks
To ensure a safe environment exists for Town volunteers, Town employees and citizens,
anyone interested in becoming a Town volunteer is required to undergo an application
and selection process. In addition, a Colorado background check will be administered by
Human Resources for any volunteer whose duties encompass: 1) handling money; 2)
working with youth; 3) working with seniors; 4) operating a motor vehicle as part of
Town operations; and/or 5) handling confidential information. All volunteers for the
Police Department are required to undergo a comprehensive background check
administered by Police Department staff.
1.6.4 Alcohol and Drugs
The use of alcoholic beverages or non‐medicinal drugs by a Town volunteer while on
duty is prohibited.
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1.6.5 Vehicle Usage
Those who will be driving their own vehicles while volunteering for the Town must
annually provide proof of insurance and proof of a valid Colorado driver’s license with a
good driving record. Under no circumstances will privately‐owned vehicles be fueled at
Town pumps. Under certain circumstances Town Volunteers may operate Town
vehicles. The volunteer should consult his/her Town supervisor for guidelines.
In the event a volunteer is in an accident involving a vehicle while performing volunteer
duties, the volunteer will immediately contact the Estes Park Police and the volunteer’s
supervisor. The volunteer should request that all parties to the accident remain at the
scene until a law enforcement representative releases them. The volunteer must report
the accident to his/her supervisor as soon as possible, but no later than twenty‐four
hours. Volunteers should refrain from discussion of the accident with anyone other than
the investigating police officer, appropriate Town officials, representatives of the
insurance company designated by the Town, and/or representatives of the volunteer’s
own insurance company. If towing is required, the volunteer must contact his/her
supervisor for prior authorization. Town vehicles may not tow personal vehicles;
therefore, a commercial towing business must be contacted and the bill submitted to the
volunteer’s supervisor.
1.6.6 Harassment
The Town of Estes Park is committed to a workplace free from harassment. Each
employee and volunteer has the right to work in a professional atmosphere which
promotes equal opportunities and prohibits discriminatory practices, including
harassment based upon age, disability, religion, national origin, or sex. At the Town,
sexual harassment, whether verbal, physical, or environmental, is unacceptable and will
not be tolerated.
1.6.7 Work Place Violence
The Town of Estes Park strives to maintain a work environment free from intimidation,
threats, or violent acts. This includes, but is not limited to, intimidating, threatening or
hostile behaviors; physical abuse; vandalism; arson; sabotage; use of weapons; bringing
weapons into the workplace; or any other act, which in management’s opinion, is
inappropriate to the workplace.
1.6.8 Volunteer Safety
Volunteers have a responsibility to understand and follow all Town rules and safety
standards; become familiar with the safe and proper use of equipment; and operate all
equipment in a safe and careful manner. Volunteers should contact their supervisors if
unfamiliar with how to perform a task or to use a piece of equipment safely.
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Volunteers must report unsafe working conditions to their supervisors immediately.
Volunteers should contact their supervisors for the location of first aid and automatic
external defibrillator (AED) stations.
If an accident occurs, the volunteer must immediately report it to his/her supervisor. If
medical treatment is needed, the Town of Estes Park has designated the Timberline
Medical Center and Family Medical Center as the providers of treatment for all work‐
related illnesses and injuries. Any Town volunteer who is injured on duty must seek
treatment at one of these locations. If neither center is open, treatment may be obtained
at the Estes Park Medical Center Emergency Room.
1.6.9 Emergency Cases
In cases of life‐or‐limb injuries, volunteers are required to obtain treatment at the Estes
Park Medical Center. A physician will be assigned to the case and all paperwork will be
done at the center. The volunteer will receive a pink copy of the medical center form.
This is to be turned in to the supervisor, who submits it to the Town’s Human Resource
office.
1.6.10 No Pain Injury
If a volunteer has been injured on duty, even if there is no pain at the immediate time of
the accident, it must be reported to the supervisor and a first report of injury form must
be filed. This protects the Town and volunteer in the event that an injury develops into
something larger at a future date. It is safer to report an injury and have a claim number
assigned, than to wait and possibly jeopardize the volunteer’s benefits later on. The
volunteer’s supervisor must submit the first report of injury form to the Town’s Human
Resource office within twenty‐four hours.
1.6.11 Accidents Involving Others
Should a guest or customer be injured during a volunteer shift, the volunteer should
follow these guidelines:
a. Do not leave the victim unattended.
b. Notify the supervisor immediately and medical personnel as needed.
c. Attend to the victim only to the level of current emergency medical certification.
d. Use appropriate precautions (such as gloves and masks). Gloves must be worn when
blood or other body fluids are present.
e. Do not administer medication of any kind.
f. Do not perform any surgery, including microsurgery (the use of tweezers).
g. Do not attempt to diagnose the illness or injury.
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h. After the victim has been stabilized or transported, fill out the Notification of Injury
form (Appendix A) and give it to the supervisor. This is mandatory.
i. Do not release any information regarding the incident to anyone other than the
supervisor, police or paramedics.
j. Additional information on emergency procedures is available from the supervisor.
1.6.12 Scheduling and Meetings
For some volunteers, particularly those not appointed by the Town Board, the staff
supervisor will coordinate the work schedule. In some departments, this is done through
volunteer schedulers. The volunteer informs the scheduler of availability. Once the
schedule is set, it is the volunteer’s responsibility to either be at the shift, or find another
qualified volunteer to substitute.
In addition to regular work shifts, volunteers may be asked to attend trainings and
meetings throughout the year. It is important to attend these meetings. They provide
volunteers with the chance to get information about Town of Estes Park activities, review
issues, and provide feedback about the areas in which they work. All volunteers are
encouraged to attend the Town of Estes Park’s Citizens Information Academy when
available. This thirty‐hour course provides volunteers with invaluable information
concerning Town operations and Town government.
1.6.13 Uniforms and Protective Personal Gear
Some volunteers are expected to wear uniforms and nametags, if provided, whenever
they volunteer. If protective personal gear is assigned, it is to be worn as required. For
non‐uniformed volunteers, dress and grooming should be appropriate for the position
and duties.
1.6.14 Electronic Media Access Policy
Volunteers authorized to use Town computers must adhere to the Town’s Electronic
Media Access Policy. The purpose of this policy is to ensure that users of the Town of
Estes Park’s email, internet, voice mail, electronic facsimile (fax), bulletin boards and
electronic subscription services are aware of privacy, security, public records, and legal
issues related to the usage of the Town’s systems, and to ensure that requests for
information stored in the aforementioned formats are complied with as provided by law.
See Appendix C for the full policy.
1.6.15 Volunteer Conduct
Volunteers will conduct themselves, at all times, in a manner which reflects favorably on
the Town. See Appendix C for pertinent Town policies and procedures. Failure to follow
Policy: Volunteer Manual
Date: 07/10/2012
Review Date: 07/10/2013
15
Town policies and procedures could result in the immediate suspension of Town
volunteer privileges. The Town reserves the right to terminate a volunteer without cause.
1.7 Volunteer Agreement
Due to the nature of the working relationship between the Town of Estes Park, the individual
volunteer and recognized volunteer groups the Town of Estes Park has developed a working
volunteer agreement form. This form identifies the responsibilities and limits of liability of the
Town of Estes Park for each volunteer, and what the liabilities and responsibilities are of a
volunteer for the Town of Estes Park.
1.7.1 Individual Volunteer Agreement
Individual volunteers are defined as those volunteers who provide their services to a
Town Department and are not affiliated with any recognized 501 (C) groups or body
who provides volunteers services and support to the Town of Estes Park. All volunteers
who provide their services for any Town Department are required to sign the “Volunteer
Agreement” form located within this manual under Appendix “A”.
1.7.2 Volunteer 501 (C) Organization
All recognized 501 (C) Volunteer Organizations are required to enter into an annual
working agreement; known as an (MOU) Memorandum of Understanding. These
agreements are reviewed, revised and managed by each Town Department and signed
by the Town Administrator and the official Chair of the Volunteer Organization. The
content of these working agreements should address at a minimum:
a. Limits of Liability
b. Sharing of costs between the Town and the Volunteer Organization
c. Services provided by the Volunteer Organization on behalf of the Town
d. Services required by the Town from the Volunteer Organization
e. Identified fundraising events managed by the Volunteer Organization on behalf of
the Town and those managed for the Volunteer Organization
This is not an inclusive list but an outline of subject matter relevant to defining roles and
setting expectations for each entity.
1
TOWN OF ESTES PARK
VOLUNTEER SERVICES AGREEMENT
This Agreement contains the responsibilities and limits of liability of the Town of Estes Park, and
what your liabilities and responsibilities are as a volunteer for the Town of Estes Park.
AGREEMENT BY VOLUNTEER:
I offer and agree to volunteer my services without compensation to accomplish the Volunteer
Activities (description attached) in assisting the Town of Estes Park (the “Town”) in accordance
with the following understandings:
1. Volunteer Medical Coverage. The Town endeavors to provide a healthy and safe
working environment for its volunteers and to protect the public and public property
from injury or damage. Volunteers will be trained and expected to use safety
equipment. I understand that my Volunteer Activities may involve hazardous
circumstances depending on the Volunteer Activities I choose to volunteer for. I will be
informed as to the known specific circumstances and potential hazards of any Volunteer
Activities in which I am asked to participate. If I suffer an injury while performing my
Volunteer Activities, the Town will not be liable for medical coverage beyond what is
provided for in the Volunteer Insurance Policy. The specific provisions of this policy are
available upon request and are contained in the Town’s Volunteer Manual. If I feel that
this coverage is not sufficient, I may provide excess coverage through a private medical
plan.
2. Volunteer Immunity and Liability. The Colorado Governmental Immunity Act (CGIA)
governs the liability of the Town, its employees and volunteers for death, injury, and/or
property damage to a third party arising out of acts or omissions of the Town, its
employees and volunteers. The CGIA provides immunity to the Town, its employees and
volunteers for some of the Town’s activities or provides limited immunity for certain
innumerated types of activities. The CGIA caps the recovery for those partial immunity
activities of the Town, its employees and volunteers at $100,000 per incident and
$600,000 per occurrence. The CGIA provides that volunteers, so long as the volunteer is
acting within the scope of his/her authorized Volunteer Activities, is treated as an
employee of the Town for liability purposes.
The CGIA sets forth situations in which the Town will not be liable for acts of a
volunteer. If the act or omission of action which results in death, injury and/or property
damage occurs while the volunteer is acting outside the scope of his or her authorized
Volunteer Activities, the Town will not provide coverage. If the act or omission resulting
in injury is done willfully and wantonly, whether inside or outside the scope of
authorized Volunteer Activities, the Town will also not provide coverage. Also, the Town
will not be liable if the volunteer compromises or settles a claim without consent of the
Town.
2
“Coverage” means that the Town will assume the costs of the defense of any action
against a volunteer, as well as for judgments and settlements of claims against a
volunteer.
a. If I, as a volunteer, cause a death, injury and/or property damage which arises from
an act or omission which occurs during the performance of my authorized Volunteer
Activities, the Town of Estes Park will provide coverage.
b. If I, as a volunteer, cause death, injury and/or property damage by an act or
omission which occurs outside the scope of my authorized Volunteer Activities, or
my act or omission is willful and wanton, the Town will not provide coverage.
c. If I, as a volunteer, am notified of a lawsuit, I must notify, in writing, the Town’s
Human Resource Division within fifteen (15) days after notice of the suit. If I, as a
volunteer, willfully and knowingly fail to notify the Town of an incident or
occurrence within a reasonable time afterwards, and that incident or occurrence
could reasonably have been expected to lead to a claim, the Town will not be liable
nor provide coverage. Forms will be provided, upon request, for the purpose of such
notification.
3. No Employer/Employee Relationship. This Agreement does not create or imply the
existence of an employer/employee relationship between the parties to this Agreement.
4. Personal Vehicle. If my personal vehicle is used for my Volunteer Activities, I must carry
liability insurance pursuant to State law. The limits of liability on my liability insurance,
at a minimum, must be $150,000 per person and $600,000 per accident. The Town will
provide liability coverage for volunteers in a personal car on an excess basis. My
insurance is the primary insurance. The Town will not pay for collision damage to my
personal car while being used for my Volunteer Activities.
3
I am at least 18 years of age, or if I am less than 18, my parent or guardian consents to this
Agreement by signing below. I understand that there may be health and physical condition
requirements for doing the work offered.
By signing this Agreement, I expressly authorize the Town of Estes Park to conduct a criminal
background investigation as it deems appropriate, and to obtain any information pertaining
to law enforcement records (including, but not limited to, any record of conviction for
criminal or civil offenses). Consent is granted for the custodian of any such records to release
such information to the bearer. This consent is intended to release the custodian of such
records from any and all liability for releasing the requested information. I further
understand that the Town of Estes Park may conduct a background check of my driving
record.
Signature of Volunteer:_________________________________ Date: ___________________
Signature of Parent or Guardian: _________________________Date: ___________________
(if Volunteer is under 18)
Print Name of Parent or Guardian:________________________________________________
Relationship to Volunteer: ______________________________________________________
Address and Phone No. of Parent or Guardian: ______________________________________
(If different than applicant’s)
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Jackie Williamson, Town Clerk
Date: July 6, 2012
RE: Future Town Board Study Session Items
July 24, 2012
TVC/Shuttle Committees
Stall Barns
August 14, 2012
Utility Transfer Policy
Community Grant Policy
Catastrophic Loss Fund Policy
August 28, 2012
Town Attorney/Municipal Judge
Evaluation Criteria
September 11th
B&B policy in E-1 Zoning
September 25th
Other Items Not Currently Scheduled
for Town Board Study Sessions
• Friends of Stanley Hall (FOSH) Fund
Distribution Strategies
• Policy Governance
• Strategic Planning Initiative
• Economic Development – Town Role
• Town Real Property Assets Policy
• Logo Policy – Town Board
Town Clerk’s Office Memo