9.g Discussion on adoption of a volunteer policyVOLUNTEER 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 volunteerism
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 members, board
members, and staff members are all 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.
• "Site Supervisor" —a designated City staff or volunteer charged with the initial
training, and ongoing support and management of one or more City volunteers.
Supervisors of minorvolunteers must be adults.
• "Volunteer" — a person who gives services without any express or implied promise of
compensation, and is not entitled to any compensation, including injuries sustained
during volunteer service, beyond reimbursement for actual expenses incurred. 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 and its residents. Volunteers shall be extended the
right to be given meaningful assignments, the right to be treated respectfully, 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 City 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. Therefore, the City is entitled to take action, such as limiting the use
of volunteers, adjusting the hours of any volunteer, or rejecting services as the City, in its sole
discretion, deems fit, in order to best achieve its public purposes and policies. 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 of the City from
their positions.
VOLUNTEER RECRUITMENT
Volunteer opportunities may be proposed by staff, committees, commission, or the council. A
listing of potential volunteer opportunities will be presented to the City Council for approval.
Once approved, City staff will promote those opportunities.
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 reserves the right to order a criminal background check from the
appropriate public safety agencies on any and all volunteers seeking to provide services.
The City will use its usual means of communication to recruit volunteers, including the City's
website, publications and public outreach.
Reasonable accommodation
The City will provide reasonable accommodations to qualified, disabled volunteers.
Recruitment of minors
• Generally speaking, the City of Scandia will not accept as an individual volunteer
anyone lessthan fourteen (14)years of age.
• Groups and organizations (including families) whose members consists of children under
the age of fourteen (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 fourteen (14) years of age or older but who has not reached the age of
eighteen (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 (court-ordered) to complete community service hours.
• 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 do not
interfere or take precedence over such 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" (Exhibit A) 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 andassistance.
• 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 and acknowledging their waiver of liability before performing any services.
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
pa rts.
• '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 the 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 with adult
ALLOWED
ALLOWED
Manual tools
supervision
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 City staff member.
• The volunteer's Supervisor should complete a "Supervisor's Report of an Accident" form
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
to all 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 in volunteering only if their independent
sponsoring organization (i.e. school, Boy Scouts, family) provides adequate adult supervision
necessary to perform the activity safely (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 City.
Recognition and appreciation
Thank you letters, emails, and/or verbal thanks are intended to be given by the City or a
supervisor 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 the 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 Citv 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 my assigned 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 your assigned 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 Number
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, its officials, employees and
agents andwaiveany and all claims orlegal causes of action for damages or injury occurring to me orarisingout
of or in anyway connected with my performance ofthevolunteercommunityservice hours. Ifurtheragreeto
defend, indemnifyand 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 forthose claims for injuries or damages bythird partiescaused by
thesole grossnegligence or intentional conduct of the 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
Name
Witness
Date
Signature
Date of Birth
Address
Telephone
SCANDIA
Location
Date
Group
Group Supervisor
Work performed
CITY OF SCANDIA
VOLUNTEER WORK LOG
Signature Address Hours
Worked
By my signature above, I am acknowledging that I have read this waiver, understand it and freely and voluntarily agree to it terms
and conditions. I have volunteered to assist the City of Scandia in the above-described project. (1) 1 understand that my activities as a
volunteer may entail a risk of physical injury and I may be exposed to conditions involving risk of harm. I understand and voluntarily
assume all such risks of my own free will. (2) 1 hereby release The City, its officers, directors, employees and agents, co -sponsoring
organizations or individuals from any and all claims, losses, liabilities or damages arising from or in any way related to their acts or
omissions or my service as a volunteer. I do so for myself, my estates and personal representatives thereof, my heirs and assigns. (3)
1 agree that photographs or videos taken of me may be used by sponsoring agencies in any material or publications, printed or
electronic.
PARENT/GUARDIAN WAIVER/RELEASE FORM: VOLUNTEER
Volunteer's Name:
Volunteer Project:
UNDER 18
(NAME OF PARENT OR LEGAL GUARDIAN), hereby represent that I
am in fact the parent and /or legal guardian of the minor -aged VOLUNTEER named above and, as such, I
give my permission for him/her to participate in the City of Scandia volunteer project as delineated above. I
give permission for photos/videos to be taken of my child, without recompense, during volunteer activities,
for publicity purposes.
TENNESSEN WARNING
If you or your minor -aged VOLUNTEER mentioned above are ever asked to supply private or confidential data
concerning a Volunteer Project, the City of Scandia will inform you what the purpose and intended use of the
requesting data is. You or the minor -aged VOLUNTEER are not legally required to supply any private or confidential
data to the City. The only consequence of refusing or not providing such data is the City may not be able to fully
process and act on the volunteer project. The City does not anticipate that any other persons or entities authorized
by state or federal law will require access to this data.
Relationship to Minor (circle one) Mother, Father, Legal Guardian
Signature of Parent or Legal Guardian
Date:
Emergency Contact number:
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.
Presentation of project – Work with the city staff to find out when you may appear before the Council or
applicable Committee to present your project.
• Provide your written materials to the City in advance of the meeting). At a minimum the materials shall
include maps, drawings, and a completed copy of Boy Scouts of America Eagle Scout Service Project Proposal
form must be signed by Unit Leader, and a signed Donation Form for Public Improvements, Memorials, Tributes,
Works of Art, etc.
Let staff know if you will need any special equipment for your presentation.
Show up at the meeting on time ready to make your presentation.
Be ready to answer questions about your project.
If reviewed by a Committee, the Committee will make a recommendation to the City Council on whether or not
your project should be approved.
Presentation to City Council—After Committee recommendation (if applicable), you will need to make the same
presentation to the City Council. 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.
EXHIBIT A
Eagle Scout Service Project Proposal Form
il
+- � BOY SCOUTS OF AMERICA
Eagle Scout candidate's name
Eagle Scout Requirement 5
While a Life Scout, plan, develop, and give leadership to others in a service project helpful to any
religious institution, any school, or your community. (The project must benefit an organization
other than Boy Scouting.) A project proposal must be approved by the organization benefiting
from the effort, your unit leader and unit committee, and the council or district before you start.
You must use the Eagle Scout Service Project Workbook, No. 512-927, in meeting this requirement.
2-1
Eagle Scout Service Project Proposal
Project Description and Benefit Eagle Scout candidate:
Brieflv describe the oroiect. Attach sketches or "before" photographs
click above to add image, edit this to
create image description
Tell how�our�oject will be helpful to the beneficiary_ Why is it needed?__
When do you plan to begin work on the project?
How longdoyou think it will take to comelete?
Giving Leadership
Approximately how many people will be needed to help on your project?
f-Where willyou recruit them (unit members, friends, neighbors family others)? Ex Ip ain:_.
What do you think will be most difficult about leading them?
Materials (Materials are things that become part of the finished project, such as lumber, nail, and paint.)
What types of materials, if any, will you need? You do not yet need a detailed list of exact quantities, but you must show
2-2
Eagle Scout Service Project Proposal, continued
Supplies (Supplies are things you use up, such as masking tape, tarps, and garbage bags.)
What kinds of supplies, if any, will you need? You do not yet need a detailed list or exact quantities, but you must show
you have a reasonable idea of what is required,
Tools
What kind of tools, if any will ou need?
Permits and Permissions (Note that property owners normally secure permits.)
Will you need to secure permissions or permits (for example, building permits)? Who will obtain them? How much will
the cost? How .long ,will it take to secure them?
Preliminary Cost Estimate
(You do not need exact costs. Reviewers will just want to see if you can reasonable expect to raise enough money to cover an initial
estimate of expenses.)
(Enter your estimated expenses.)
Items Cost
Materials
Supplies
Tools
Other*
Total costs:
Fundraising Explain where you will get the money for total costs indicated below, left.
*Such costs as food, water, gasoline, packing, permits, equipment rental, sales tax,etc.
Project Phases (You may have more than eight phases, or fewer, as needed; if more, click the button to add a phase.)
Think of your project in terms of phases and list what they might be. The first might be to complete your final plan. Others
include fundraising, preparation, execution, and reporting. You may have as many phases as you want, but it is not
necessary to become overly complicated..
7.1
2-3
Eagle Scout Service Project Proposal, continued
(A tour and activity plan has also been called a "tour permit " Check with your council service center to determine
Logistics if one is required.)
How will you handle transportation of materials, supplies, tools, and helpers? Will you need a tour and activity plan?
Safety Issues (The Guide to Safe Scouting is an important resource in considering safetyissues.)
Describe the hazards and safety concerns you and your helpers should be aware of as this project is conducted.
Further Planning (You do not have to list everystep, butit must be enough to showyou have a reasonable
idea of how to complete a final plan.)
List some action steps you will take to complete a final plan. For example," Complete a more detailed set of drawings." _
1
Candidate's Promise (Signed before approvals below are granted)
On my honor as a Scout, I have read this entire workbook including the Message to Scouts and Parents or Guardians on page 4-4. [promise
to be the leader of this project, and to do my best to carry it out for the maximum benefit to the religious institution, school, or community I
have chosen as beneficiary.
Si ned
�. Unit Leader Approval*
I have reviewed this proposal and discussed it with the candidate. I
believe it provides Impact worthy of an Eagle Scout service project,
and will involve planning, development, and leadership. I am
comfortable the Scout understands what to do, and how to lead the
effort. I will see that the project is monitored, and that adults or
others present will not overshadow him.
Signed
Date
Date
Unit Committee Approval*
This Eagle Scout candidate is a Life Scout, and registered in our unit. I
have reviewed this proposal, I am comfortable the project is feasible,
and I will do everything I can to see that our unit measures up to the
level of support we have agreed to provide (if any). i certify that I
have been authorized by our unit committee to provide its approval
for this proposal.
_ !- Ste_
Beneficiary Approval* Council or District Approval
This service project will provide significant benefit, and we will do all I have read sections 9.0.2.0 through 9.0.2.15, regarding the Eagle Scout
I we can to see it through. We realize funding on our part is not Service Project, in the Guide to Advancement, No. 33088.1 agree on my
required, but we have informed the Scout of the financial support (if honor to apply the procedures as written, and in compliance with the
I any) that we have agreed to. We understand any fundraising he policy on "Unauthorized Changes to Advancement:' Accordingly,I
conducts will be in our name and that funds left over will come to us. approve this proposal. I will encourage the candidate to complete a
We will provide receipts to donors as required. final plan and further encourage him to share it with a project coach.
Siigned_. _ IDate Signed !Date
*While it makes sense to obtain them in the order they appear, there shall be no required sequence for the order of obtaining approvals
marked with an asterisk(*). However, councilor district approval must come after the others.
2-4