5. 1 Volunteer policy draftVOLUNTEER POLICIES AND PROCEDURES OF THE CITY OF SCANDIA
The mission of the City of Scandia Volunteer Program is to enhance Scandia's quality of
life by encouraging citizens to volunteer.
GENERAL
City of Scandia voluntarism
The City of Scandia is best served by the active participation of community citizens: citizens of all
ages learn more about their City and their fellow citizens, fostering increased cooperation and
understanding. To this end, the City encourages the involvement of volunteers within all
appropriate programs and activities. City Council members, commission and board members,
and staff members are encouraged to support productive roles and meaningful experiences for
City volunteers.
Statement of purpose
The purpose of these policies is to provide overall guidance and direction to staff and volunteers
engaged in volunteer management. These policies are intended for internal management
guidance only, and do not constitute, either implicitly or explicitly, a binding contractual or
personnel agreement. The City reserves the exclusive right to change any of these policies at any
time and to expect adherence to the changed policy.
Scope
Unless specifically stated, these policies apply to all City of Scandia volunteers in all programs and
projects undertaken on behalf of the City, and to all departments and sites of operation of the
City. The sole exception is elected officials, for whom these policies do not apply.
Definitions
• "Court-ordered" -- any community service ordered by a legal entity "Minor" -- any
individual under eighteen (18) years of age
• "One-time event volunteer" — A volunteer who contributes his/her time ONLY to a once -
per -year event lasting one day or less. Examples include Vinterfest or Taco Daze.
• "Site Supervisor" —a designated City staff or volunteer charged with the initial
training, then ongoing support and management of one or more City volunteers.
Supervisors of minorvolunteers must be adults.
• "Volunteer" - anyone who without compensation or expectation of compensation
beyond reimbursement performs a task at the direction of and on behalf of the City.
Unless specifically stated in the Personnel Policies of the City of Scandia, volunteers shall
not be considered as "employees" of the City of Scandia.
Volunteer rights and responsibilities
Volunteers are a valuable resource to the City, its staff, and its residents. Volunteers shall be
extended the right to be given meaningful assignments, the right to be treated as respected "co-
workers," the right to effective supervision, the right to feedback on performance, the right to
appropriate involvement and participation, and the right to recognition for accomplishments.
In return, volunteers shall agree to actively perform their duties to the best of their abilities
and to remain loyal to the goals, policies, and procedures of the City. Volunteers shall agree
to act in a prompt and professional manner, and to adequately inform staff of planned and
unexpected absences.
Service at the Discretion of the City
The City accepts the service of all volunteers with the understanding that such service is at the
sole discretion of the City to limit the use of volunteers, adjust the hours of any volunteer or to
reject services as it, in its sole discretion, deems fit, in order to best achieve its public purpose
and policy. No employment or any other contractual right is created by these policies. The City is
grateful for the volunteer services of the community, but nothing in these policies should be
interpreted as a right to participate in any program, nor to assure the continuance of any
volunteer position.
Scope of Volunteer Involvement
Volunteers may be utilized in all programs and activities of the City, and serve at all levels of skill.
Volunteers should not, however, be utilized to displace any paid employees from their positions.
VOLUNTEER RECRUITMENT
General recruitment
Volunteers shall be recruited by the City on a pro -active basis, with the intent of broadening and
expanding the volunteer involvement of the community. The sole qualification for volunteer
recruitment shall be suitability to perform a task on behalf of the City. Volunteers may be
recruited either through an interest in specific functions or through a general interest in
volunteering.
The City will use its usual means of communication to recruit volunteers, including the public
website, publications and public outreach.
Reasonable accommodation
The City will provide reasonable accommodation to qualified, disabled volunteers.
Recruitment of minors
• Generally speaking, the City of Scandia will not accept as an individual volunteer
anyone less than 14years of age, but encourages participation of all ages in event -
related and other group appropriate projects.
• Groups and organizations (including families) whose members consists of children
under age 14 shall be allowed to volunteer with appropriate projects, provided their
independent sponsoring group or organization adequately provides all of the adult
supervision necessary for all minors to perform the activity safely. The City shall not be
responsible for providing adequate adult supervision for groups including minor
volunteers.
• Each volunteer who has not reached the age of 18 must have the written consent of a
parent or legal guardian prior to volunteering.
Court-ordered community service
• The City will facilitate, whenever possible, volunteer opportunities for persons who are
directed by a legal authority to complete community service hours. Most referrals for
court-ordered community service for minors).
• There must be adequate City resources to provide appropriate Supervision of such a
volunteer. Supervisor(s) of such a volunteer shall be informed of the volunteer's legal
requirement, but shall not be provided the details. Court-ordered community service
volunteers must read and sign the Community Service Contract before commencing
volunteer service.
City employees as volunteers
• The City accepts and encourages the services of its staff as volunteers. This service is
accepted provided that the volunteer service is:
o provided totally without any coercive nature,
o involves tasks which are outside the scope of normal staff duties, and
o provided outside of usualworking hours.
• Additionally, the City supports its employees in volunteering with other community
organizations, outside work hours.
Eagle Scout volunteer service projects
The City may work with Eagle Scout award candidates in supporting a service project that
benefits the City and assists the Scout in attaining his Eagle Scout Award in accordance with the
approved Scout Project Guidelines. The "Eagle Scout Service Project Proposal Form" is to be
used to formalize such projects and to clarify roles & responsibilities. This form must be
completed by a designated City representative, the Scout and the Scout's parent prior to
commitment of resources and any implementation.
SUPERVISION AND PERFORMANCE OF VOLUNTEERS
Requirements of a Site Supervisor
• Each volunteer with the City must have a clearly identified supervisor who is responsible
for direct management of that volunteer. This supervisor may be a City staff person, a
trained adult volunteer, or other designated person. This supervisor shall be responsible
for initial placement -specific training of the volunteer, day management and guidance of
the work, and shall be available to the volunteer for consultation and assistance.
• Individual minor (age 14-18) volunteers must have an adult supervisor. For groups of
minor volunteers (any age under 18), arrangements must be made within the
independent sponsoring organization or group to provide adequate adult supervision.
Generally, adequate adult supervision of minor volunteers means no greater than a 1-4
ratio of adults to youth.
Worksite
An appropriate worksite shall be established by the supervisor for each volunteer. This worksite
shall contain necessary facilities, equipment, and space to enable the volunteer to effectively
and comfortably perform his or her duties. Volunteer work sites are subject to the same safety
requirements as are all City work sites.
Dress code and identification
As representatives of the City, volunteers, like staff, are responsible for presenting a good image
to clients and to the community. Volunteers shall dress appropriately for the conditions and
performance of their duties.
Volunteer Work Log
All volunteers are responsible for documenting their service on the volunteer work log for that
project or site. Volunteers shall sign in when beginning service and sign out when service is
completed for that day. Timesheets should be initialed by the Supervisor each day of volunteer
service.
Access to City property and materials
As appropriate, volunteers shall have access to City of Scandia property and materials necessary
to fulfill their duties, and shall receive training in the operation of any equipment. At no time
shall a volunteer operate City vehicles.
Use of power tools and motorized equipment
'Manual tools' are defined as having no automated moving, motorized or pressurized parts.
'Simple power tools' include only power, hand-held drills, electric or gas weed- eaters and
pressure washers. All other power tools shall be considered 'Advanced power tools', such as
wood saws, chainsaws, woodworking equipment, nail guns, etc.
Minor volunteers may use only manual tools (with adult supervision) and are prohibited from
using simple power tools or advanced power tools (see table below).
Individual adult volunteers may use manual tools and simple power tools (with staff
supervision), but are prohibited from use of advanced power tools.
An exception for the use of advanced power tools by adult volunteers may be made for
volunteer service groups who have an established relationship with the City (i.e. 4-H Club, Lion's
Club) and whose project directly benefits the City. In such cases, the volunteer service group
agrees to complete a Volunteer Agreement and time log for each participating member.
In situations where the volunteer service group provides their own (simple and/or advanced)
power tools, the group must attest in writing to their training and ability to operate them. In rare
situations where the City would provide the select group with City -owned or rented power tools,
the City shall arrange for a) training on the proper use of power tools, b) supervision during use
and c) provision of proper personal protective equipment (PPE).
Type of tool
Minor Volunteer
Adult Volunteer
Adult Vol. (service group
(individual)
membership)
ALLOWED
ALLOWED
ALLOWED
Manual tools
City provides tools
City provides or
City provides or
only
volunteer provides
volunteer provides
Simple power tools
ALLOWED
ALLOWED
(drill, weed -eater &
PROHIBITED
City provides or
City provides or
pressure washer)
volunteer provides
volunteer provides
Advanced power tools
PROHIBITED
PROHIBITED
ALLOWED
(provisional)
Drug-free workplace
Volunteers are expected to show up to their assignments free of alcohol, drugs or other
controlled substance. The City may discipline or terminate a volunteer possessing, consuming,
selling or using alcohol, drugs or other controlled substances during volunteer hours, or in any
manner which impedes performance.
Transportation
Volunteers are responsible for securing their own transportation to and from their primary
assignment location.
Volunteers may not drive or operate City of Scandia vehicles. Volunteers may accompany a City
staff person in a City vehicle.
Safety and welfare of volunteers
Of paramount importance is the safety and welfare of Volunteers.
In the event of an injury or accident involving a volunteer:
• The volunteer should immediately report it to her/his Supervisor, or if not possible report
it to anappropriate staff member.
• The volunteer's Supervisor should complete a "Supervisor's Report of an Accident" and
submit a copy to the City Administrator, as soon as possible.
• In the event of a non -injury "close -call" accident, the volunteer should still report it to
her/his Supervisor, who will determine whether or not to complete an "Incident Report"
If an "Incident Report" is completed then a copy must be submitted to the City
Administrator, as well.
• Access to a telephone and/or radio communication should be available at all events and
work parties, either through City resources, or if not possible, then by confirming cell
phone access of at least one adult supervisor.
All minors are to be directly supervised by an adult. Organizations whose membership consists
of those less than 14 years of age may participate as volunteer only if their independent
sponsoring organization (i.e. school, Boy Scouts, family) provides adequate adult supervision
necessary to perform the activity safely (usually no greater than a 1:4 adult/youth ratio). No
power tools are to be used by minor volunteers under the age of eighteen.
Insurance
Liability and accident insurance is provided for all volunteers engaged in City business. It is
required that each volunteer sign -in on the work log for the project and report his/her hours
with the City.
VOLUNTEER DEVELOPMENT, RECOGNITION, AND RETENTION
Letters of reference
Letters of reference may be provided to volunteers who have performed satisfactorily, as a
means to assist their study, scholarship or employment goals. Volunteers may request such a
letter from the Volunteer Coordinator. The content of a letter of reference shall follow City of
Scandia Personnel Policies.
Recognition and appreciation
Thank you letters emails, and/or verbal thanks are to be given to all volunteers within three
weeks after any event longer than two hours.
Food and drink
Pursuant to City policy,the City of Scandia may provide refreshments for volunteer work
parties/projects lasting longer than two hours. There will be no refreshments purchased for
efforts of less than two hours.
City of Scandia
Community Service Contract
This is required of any person needing to complete court-ordered or mandated community
service hours. This contract must be read and signed before consideration and/or placement
may be made.
If accepted and placed as a City of Scandia volunteer...
I can expect from City of Scandia:
• To receive volunteer assignments allowing me to complete my mandated community
service hours.
• That most assignments will occur Monday through Friday, 7 a.m. to 3:30 p.m.
• Where appropriate, special projects or weekend assignments may be made available.
• Documentation of completed hours that will meet court requirements.
The City of Scandia can expect from me:
• To be punctual and show up to assignments when expected.
• To demonstrate a professional attitude, cooperate and comply with Supervisor, staff and
other volunteers.
• To abide by the City's rules and policies.
• To not possess, consume, sell or use alcohol or any controlled substance during
volunteer hours, or in any manner which impedes performance.
• To not engage in any illegal behavior.
• To not carry weapons of any kind.
• To sign in upon arrival and sign out before departing, each day.
Your volunteer service may be terminated for two or more unexcused absences, chronic tardiness,
possession or influence of alcohol or controlled substances, behavior that endangers self or others,
damaging or taking property belonging to others, hostile or uncooperative attitude to Supervisor, staff or
volunteers, or failure to abide by specific site rules. In such cases, you will be remanded back to the court.
If you need to contact your Supervisor in the event of illness, or to change your schedule in advance:
Name of Supervisor Phone
The City cannot give credit for hours that have not been worked for good performance, good behavior or
any other reason.
In consideration of my being permitted to perform my community service at the City of Scandia,
I hereby agree on behalf of myself and my heirs, to hold harmless the City of Scandia, itsofficials,
employees and agents and waive any and all claims or legal causes of action for damages or injury
occurring to me or arising out of or in any way connected with my performance ofthevolunteer
community service hours. I further agree to defend, indemnify and hold harmless the City of
Scandia, its officials, employees and agents for any claims for liability or lawsuits of any kind by
any other person or entity that arise out of my performance of the volunteer community service
hours except for those claims for injuries or damages bythird parties caused bythesole negligence
ofthe City.
(Continued on reverse side)
I understand, if I am injured during scope of service, that the Court having jurisdiction has included my hours
of volunteer community service in their coverage for volunteer workers, and any costs and administrative fees
shall be borne solely by me.
This agreement will be in effect for the duration of the community service project beginning
Witness
Date
Signature
Date of Birth
Address
Telephone
SCANDIA
Location
Date
Group
Group Supervisor
Phone
Work performed
CITY OF SCANDIA
VOLUNTEER WORK LOG
City of Scandia
Scout Project Guidelines
Planning - Before approaching the City with a project in a park or on other city property you will need
to gather the following information:
• What is your project? Why is it needed and why do you want to do it?
• Where will it be located? Draw a map or a plan.
• What will it look like? Collect drawings, photos or brochures.
• How much will it cost? How will you raise the funds?
• Who needs to give permission? Identify all agencies or property owners who may be involved.
Scouts are required to meet with City staff prior to preparing their proposal in order to review any
applicable policies or regulations. If your project includes signage, it must comply with the Parks, Trails
and Open Space Signage Guidelines.
Presentation to the Park and Recreation Committee—Contact city staff (651433-2274) to find out
when you may appear before the Committee. They meet the first Monday of the month at 7:00 p.m.
Any request to appear must be made at least one month before the meeting.
• Provide your written materials (maps, drawings, etc.) to the city in advance (not later than the
Monday prior to the meeting). Completed copy of Eagle Scout Service Project Proposal form must be
signed by Unit Leader and provided to City staff along with a completed and signed Donation Form for
Public Improvements, Memorials, Tributes, Works of Art, etc. Requests to be on the Committee
agenda will not be granted unless both completed forms have been provided to the City at least 7 days
before the meeting.
• Let staff know if you will need any special equipment for your presentation (such as a projector
or an easel.)
Show up at the meeting on time ready to make your presentation. Dress neatly.
Be ready to answer questions about your project.
The Committee will make a recommendation to the City Council on whether or not your project should
be approved.
Presentation to City Council—After the Park and Recreation Committee recommendation, you will
need to make the same presentation to the City Council. They must give approval before your project
may proceed. The Council presentation will be scheduled for the next City Council meeting, normally
the third Tuesday of the month at 7:00 p.m.
Execute your Project—Congratulations, your project can now begin! You will be assigned a staff
member as your contact person, to make sure we stay in the loop of your project and can guide you if
needed. Staff will verify project has been completed as approved prior to final acceptance by the
Council.
Final Acceptance—The City Council must formally accept your project (if you have donated any goods
or services of value to the community) by adopting a resolution at a City Council meeting. When your
project is completed, provide staff with the following information:
• A description of the final project, including who worked on it and provided goods or services for
it. Photographs would be helpful.
• The final cost of your project including copies of receipts.
• Any product literature or guarantees, if applicable.
Staff will work with you to schedule your final presentation for the next regular City Council meeting
and prepare the resolution. The Council will recognize you and your project at that time, so you may
wish to invite others who participated in the project.
EAGLE SCOUT PROJECT STATEMENT OF COMMITMENT
CITY OF SCANDIA
PURPOSE: This form is for confirming and finalizing the commitment of both parties to an Eagle Scout or Senior
Project benefiting the City of Scandia.
This section to be completed by Scout:
Scout's Name: First, Middle, Last (Please Print)
Home Phone (with area code):
Date of Birth (DOB)
1 1
Parent/Guardian Name (Please Print)
Cell Phone (with area code):
Project Location:
Address
Email:
Emergency Contact:
City, State, Zip
Date Scout turns 18:
Emergency Contact Phone:
This section to be completed by City of Scandia staff:
Supervising City Staff Name:
Phone:
Email:
Project Title:
Project Description:
Project Location:
Project Implementation Timeframe:
Between -mo. -day and mo. day
Ultimate Project Deadline (of City):
1 1
Ultimate Project Deadline (of Scout):
1 1
Materials/Resource to be provided by City:
Materials/Resources to be provided/recruited by Scout:
Date of initial consultation with City Staff: / / Name of City Staff:
Date of additional consultation with City Staff: / ! Name of City Staff:
For Scout: (Please initial the following)
I agree to "lock in" an official assignment to this particular project. I understand that by doing so, it will be my
project exclusively, and therefore eliminate the possibility of it being assigned to another interested Scout.
I agree to provide all necessary volunteer labor (recruitment of additional Scouts and volunteers)
I agree to complete all necessary City of Scandia volunteer paperwork for myself and all participating volunteers
(youth and adult) and return the paperwork to the City of Scandia.
I agree that no youth volunteer will operate power tools, vehicles or machinery. Adults will do so only with
prior City of Scandia authorization.
I agree not to go beyond the scope of volunteer work agreed to without authorization.
I agree that if I run into any difficulties or challenges during the planning or implementation of my project, that
will inform and/or consult my City contact in a timely manner
Scout's Signature
Date Signature of Authorized City Staff Date
Signature of Parent or Guardian Date