HomeMy WebLinkAboutN-223 - VolunteersCITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 223
Personnel Policies & Procedures
Subject; Volunteers
Initial Effective Date:
April E2, 2012
Revised
Approved
I. PURPOSE:
This Administrative Order is issued to establish a policy and expectations regarding
management of volunteers, including pre - selection requirements and tracking /reporting
requirements.
II. DEPARTMENTS AFFECTED:
All
11I. REFERENCES;
■ RCW 43.43,830 [Background checks — Access to children or vulnerable persons]
■ RCW 43.43.834 [Background checks by business, organization, or insurance
company]
■ RCW 74.34.020 (16) [Definition of a vulnerable adult]
IV. POLICY:
A. Unless specifically stated, these policies apply to all City of Pasco volunteers in all
programs and projects undertaken on behalf of the City, and to all departments and
sites of operation of the City.
B. Definitions:
1. At risk: any child under sixteen (16) years of age, developmentally disabled
persons and "vulnerable adults" as that term is defined in RCW 74.34.020 (16):
2. Vulnerable adult: includes a person:
■ Sixty years of age or older who has the functional, mental or physical
inabilitv to care for him/herself; or
• is found incapacitated; or
• Who has a developmental disability; or
• Admitted to any Iicensed facility (nursing home, etc.); or
• Is receiving services from home heath, hospice or home care agencies
licensed or required to be licensed; or
• Receiving services from an individual provider.
3. Crime against children or other persons: a conviction of any of the following
offenses: aggravated murder; first or second degree murder; first or second
degree kidnapping; first, second or third degree assault; first, second or third
degree assault of a child; first, second or third degree rape; first, second or third
degree rape of a child; first or second degree robbery; first degree arson, first
degree burglary; first or second degree manslaughter; first or second degree
extortion; indecent Iiberties; incest, vehicular homicide; first degree promoting
prostitution; communication with a minor; unlawful imprisonment; simple
assault; sexual exploitation of minors; first or second degree criminal
mistreatment; endangerment with a controlled substance; child abuse or neglect
as defined in RCW 25.44.020; first or second degree custodial interference; first
or second degree custodial sexual misconduct with a minor; commercial sexual
abuse of a minor; child abandonment; promoting pornography; selling or
distributing erotic material to a minor; custodial assault; violation of child abuse
restraining order; child buying or selling; prostitution; felony indecent exposure;
criminal abandonment; or any of these crimes as they may be renamed in the
future. [RCW 43.43.830 (5)]
4. Court- ordered: any community service ordered by a legal entity.
5. Minor: any individual under eighteen (18) years of age.
6. One -time event volunteer: a volunteer who contributes his/her time only to a
once -a -year event lasting one day or less. Examples include the Cable Bridge
Run or ShareFest.
7. Volunteer: any person who, without compensation, performs a task at the
direction of and on behalf of the City. Volunteers are not considered to be
employees of the City of Pasco.
C. Volunteer Rights and Responsibilities:
1. Volunteers are to be treated as respected "co- workers" by staff.
2. Volunteers are considered to be partners of staff in implementing the mission
and programs of the City, with each having a complementary role to play. It is
essential for the proper operation of this relationship that each partner
understands and respects the needs and abilities of the other.
3. Volunteers 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.
4. Volunteers agree to act in a prompt and professional manner and to adequately
inform staff of planned and unexpected absences.
5. Volunteers shall follow the expected dress code of the City of Pasco, as
applicable.
Administrative Order No. 223 - Volunteers
Page 2
6. Drug -free workplace: volunteers are expected to show up to their assignments
free of alcohol, drugs or other controlled substances. The City reserves the right
to discipline /terminate a volunteer possessing, consuming, selling, using or
attempting to possess, consume, sell, use or share alcohol, drugs or other
controlled substances during volunteer hours, or in any manner which impedes
performance.
7. Transportation: volunteers are responsible for securing their own transportation
to and from their assignment location(s).
8. Volunteers may not drive or operate City of Pasco vehicles.
R. Volunteers may not make any action or statement that might affect or obligate
the City. Such actions may include, but are not limited to, public statements to
the media, coalition or lobbying efforts with other organizations, or any
agreements involving contractual or other financial obligations.
D. Volunteer Recruitment:
1, Volunteers will be recruited without regard to any individual's sex, race, color,
religion, national origin, age, marital status, disability or any other basis
prohibited by state /federal law.
2. Generally speaking, the City will not accept individual volunteers under the age
of 14 years.
3. Screening for contact with at -risk populations;
a. When volunteers will be in direct contact with at -risk persons, screening
procedures will be followed.
i. All such volunteers shall submit adequate information to allow the
City to conduct a background check.
ii. The prospective volunteer is required to make the disclosures set forth
in RCW 43.43.834(2), if a) convicted of a crime, b) has had findings
made against him/her in a civil adjudicative proceeding, or c) has had
both a conviction under (a) and findings made against him/her under
(b).
iii. Prospective volunteers who refuse permission to conduct these checks
or who fail to submit the proper information will not be accepted to
volunteer with persons at -risk.
4, The City of Pasco will NOT consider for placement with at -risk populations
any volunteer applicant who has been convicted of committing a "crime against
children or other persons" as defined by RCW 43.43.830(5). [See section
IV,B.3 above.]
V. PROCEDURE:
A. Tracking of volunteer hours:
1. Volunteers are to turn in their volunteer hours to their department/division
supervisor, on a regular basis, preferably each day that they volunteer.
2. One time events: the manager /supervisor of the event shall have the volunteers
sign in on a roster. The supervisor shall indicate the hours each volunteer
would most likely spend on the event.
Administrative Order No, 223 - Volunteers
Page 3
3. Volunteer hours are to be reported to payroll on a monthly basis. Payroll will
forward the information to L &I.
4. Court- ordered community service hours will be tracked and reported (to
payroll) separately from volunteer hours.
B. In the event of any injury or accident involving a volunteer:
1. The volunteer should immediately notify his/her department/division
supervisor or, if not possible, report the injury /accident to an appropriate staff
member.
2. The volunteer, in conjunction with the supervisor/ staff person, shall complete
and turn in an incident report, noting the details of the event.
,1v1(Z
Date
Administrative Order No. 223 - Volunteers
Page 4
AGREEMENT REGARDING INDIVIDUAL VOLUNTEER SERVICE WITH
CITY OF PASCO
I hereby volunteer my services to perform the following
services for the
Department. I understand I will not be compensated for my work but I volunteer to do so in a
responsible manner. If I decide to discontinue my volunteer service I will notify my supervisor
of the Division/Department.
Further, I hereby certify that I am capable of performing the duties I have agreed to for volunteer
work (check which applies) ( } without accommodation or ( } with the following
accommodations:
In consideration of giving me permission to perform these
volunteer services, I agree to the following terms (initial each ):
I understand that I am not to appear for volunteer service under the influence of any
drugs or alcohol.
2. I will abide by all of the City /department /division policies regarding personal
conduct while performing volunteer services.
3. I agree not to go beyond the scope of volunteer work agreed to without
authorization,
4. Should an injury occur during the scope of my service, I understand that:
The City of Pasco has included my hours of volunteer service in the Washington
State Department of Labor and Industries coverage for volunteer workers.
I understand that I am to report any on-the-job injury or illness, no matter how
minor, to Human Resources.
5, Depending on the scope of volunteer work, the following policies may apply: (Please initial
the policies reviewed)
Driving
Accident Prevention Program
Prevention of Harassment/Discrimination
Substance -Free Workplace
Internet & Other Workplace Communication Systems
6. I acknowledge that I have been oriented on the above initialed policies and
understand them and/or have had the opportunity to ask any questions.
7. I consent to the City of Pasco performing a background check into my history in
accordance with RCW 43.43,830 -839 and waive any right of privacy I may have in
such information for the limited purpose of determining my suitability as a
volunteer. (To be used for volunteers who will have regularly scheduled,
unsupervised access to children under sixteen years of age, developmentally
disabled persons, or vulnerable adults.)
8. I understand that I or the City may terminate this agreement at any time without
cause, that I am volunteering my services at will and may be asked to discontinue
such without prior notice or reason.
9. 1 am fully aware that the work associated with being a Volunteer involves certain
risks of physical injury or death, Being fully informed as to these risks and in
consideration of my being allowed to participate in the City of Pasco Volunteer
Program, l hereby assume all risk of injury, damage and harm to myself arising
from such activities or use of facilities.
I also hereby individually and on behalf of my heirs, executors and assignees,
release and hold harmless the City of Pasco, its officials, employees and agents and
waive any right of recovery that I might have to bring a claim or a lawsuit against
them for any personal injury, death or other consequences occurring to me arising
out of my volunteer activities.
10. 1 give permission for photos /videos taken of myself during volunteer activities to be
used for publicity purposes, without recompense.
This agreement will be in effect for the duration of my volunteer services beginning this date.
Dated this . . day of , 20
Name (printed) Volunteer's Signature
Address
Phone Number
Parent/Legal Guardian (if under 18 yrs.)
Administrative Order No. 223 "Volunteers" - Volunteer Service Agreement with City of Pasco
Page 2
Group Roster and Liability Waiver
for the
City of Pasco
Our volunteer group volunteers our services to the City of
Pasco to perform only the services agreed to by the City. We understand we will not be
compensated, but we volunteer to perform in a responsible manner.
We, as participants in this organization, agree to the following:
■ That, if 1 drive a vehicle to the volunteer site or during the course of my volunteer work,
my personal vehicle insurance provides coverage;
■ That 1 shall not appear for volunteer service under the influence of alcohol or illegal
drugs;
■ That 1 shall dress appropriately for weather and site conditions;
■ That if no City personnel is present during the event, then 1 am to call 911 in the event of
an emergency during the volunteer event, and that any injuries incurred during the event
shall be reported to the City within two working days following the injury;
■ That if I find anything hazardous or suspected to be hazardous, 1 shall not touch it, but
shall flag the item for disposal by City personnel. I shall not pick up syringes,
hypodermic needles, broken glass, or exceptionally large, heavy or unyielding objects;
■ That, by my name and signature below, the City has included my hours of volunteer
service in the State of Washington Labor & Industries medical coverage for volunteer
workers.
And we further agree as follows:
In consideration of the opportunity the City has provided the Volunteer to engage in the activities
referred to herein, the Volunteer, as evidenced by the signed form below, agrees to indemnify
and hold harmless, release and waive all claims s /he and his/her heirs, assignees, or other
successors may have against the City, its officials, employees, its hired contracted instructors,
agents, and other associated parties for any and all loss, liability, cost or damages arising out of
or in any way connected with the Volunteer's activities. Further, Volunteers assume liability for
any non - participants who accompany them.
Administrative Order No. 223 "Volunteers" — Group Roster & Liability Waiver
Group Name:
Site Program:
Date:
Department:
Volunteer game Si nature Duties In Out Hours
1
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411 2112
Administrative Order No. 223 "Volunteers" — Group Roster & Liability Waiver