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City of Monroe
Volunteer Program Policy

POLICY SUBJECT: VOLUNTEER PROGRAM
REFERENCE NUMBER: #98-001
EFFECTIVE DATE: July 1, 1998

APPROVED:

____ MAYOR
____ POLICE
____ CLERK
____ FINANCE
____ FIRE
____ BUILDING
____ PLANNING
____ ADMINISTRATIVE SERVICES

____ CITY ADMINISTRATOR
____ HUMAN RESOURCES
____ ENGINEERING
____ RISK MANAGEMENT
____ PARKS
____ UTILITIES
____ CITY ATTORNEY

PURPOSE

The City recognizes the advantages of utilizing the rich skills and talents of the Community and the Community's desire to enhance their way of life. This program has two principle objectives; 1) to increase the quality and quantity of City services at minimal cost; and 2) City residents have an opportunity to contribute to the betterment of their community creating a sense of ownership and pride. It is also our objective to do so without adding undue or unnecessary liability to the citizens of the City.

Therefore, we hereby establish the following guidelines for the use of individual and/or organizational volunteer workers.

1.0 DEFINITION

1.1 Volunteer

Any individual or organization who contributes personal services to the City without expectation or receipt of compensation.

2.0 RESPONSIBILITIES

2.1 Volunteer

All applicants for any volunteer position with the City of Monroe must complete the following forms:

Individual or Organization Volunteer Service Application

Application Attachment (Police Department only)

Agreement Regarding Organizational Service with the City (organization)

State Patrol Criminal Background Form and Disclosure Statement (only if the volunteer will have unsupervised access to children or developmentally disabled adults).

-OR

Agreement Regarding Individual Service with the City (individual) and Authorization of Release of Information for Background Investigation Form

Request for Abstract of Driving Record (if applicable)

Prior to their first day of volunteer work, all volunteers will also need to have to participate in a:

Personal Interview

Department Orientation

Job Assignment Training

Volunteers also have the responsibility to:

Obey applicable State and Federal laws, and City policies, procedures and guidelines.

Support the City's Anti-Harassment/EEO Policy and Drug-Free Workplace Policy.

Act in a safe manner and only in accordance with the scope of an assignment.

Maintain confidentiality appropriate to assignment.

Consult with a Supervisor or Assignment Coordinator when you have questions or concerns.

Be professional and courteous to staff, other volunteers, and the public.

Be prompt, reliable and regularly attend an assignment for which you have volunteered, and dress appropriately.

Keep your supervisor or assignment coordinator informed of hours served by completing a "time log" form.

Attend volunteer meetings and training if scheduled.

Give your supervisor or assignment coordinator adequate notice if you are unable to fulfill an assignment or commitment.

Report to your supervisor or assignment coordinator for any on-the-job injuries or illnesses, no matter how minor.

2.2 Department

Each department wishing to utilize the services of a volunteer will need to complete a Job Assignment Request Form and turn into the Human Resources Coordinator. This form includes the following information:

Department Name

Volunteer Assignment Title

Assignment Coordinator Name

Assignment Summary

Number of Volunteers Needed

Hours Needed

Knowledge, Skills and Abilities required

Training Needs

Other departmental responsibilities will include:

Provide an Assignment Coordinator to work closely with the volunteer(s) in all aspects of the volunteer job assignment including:

Provide a personal interview

Ensure the volunteer(s) report hours, via the Timelog Form, on a monthly basis (submit original to Finance Director and a copy to Risk Manager and Human Resources Coordinator).

Orient the employee on their first day, including a basic safety orientation

Provide adequate instruction and training to ensure all workers perform a task properly and safely.

Provide adequate supervision and knowledge of City rules and requirements.

In compliance with WAC Part A-2, 296-24-075, personal protective equipment should be provided by the City, if necessary, and required to be worn when necessary to complete the work assigned.

Ensure detailed training records identifying specific training provided, instructor, any testing results, and timelogs will be kept and maintained for a minimum of three years (or the age of 21). These records will be provided to the Human Resources Coordinator upon completion of training.

Keep the Human Resource Coordinator informed as to the status of the volunteer placement and evaluation of volunteer performance.

For any volunteer or organization completing three and six months of service, the Assignment Coordinator shall complete a Volunteer Evaluation Form and submit to the Human Resources Coordinator for review. After the initial three months and six months evaluation, volunteers will be evaluated annually.

2.3 Human Resources

The Human Resources Coordinator is responsible for processing volunteer applications utilizing the Application Checklist. This includes:

Receive Job Assignment Request Form from Department with appropriate approvals

Provide individuals and/or organizations with a job description, derived from the Job Assignment Request Form

Process Service Applications (and Application Attachment, if applicable)

Complete Reference Check(s) (individuals)

Match individual and/or organization with Job Assignment Request

Set up Interviews with individual or organization group leader with requesting department

Confirm Start Date

Coordinate Orientation with individual and/or organization and department ensuring:

Provide Copy of Policy

Complete Volunteer Confirmation of Policy Receipt Form

Provide Timelog to Volunteer and explain process

Do I.D. Badge with Photo

Follow-up with Department on Progress

Provide copy of Volunteer and Organization Service Application Form to Payroll (Workers' Compensation)

3.0 ACCIDENTS/INJURIES AND INSURANCE COVERAGE

3.1 Liability Coverage

The City is self-insured through the Washington Cities Insurance Authority (WCIA) for comprehensive general liability coverage. Volunteers working within the scope and on behalf of the City have liability coverage as provided under the WCIA Coverage Document. The WCIA Coverage Document excludes some coverage (i.e., stop gap and medical) for volunteers under the age of 14 years, however there is liability coverage.

Organizations whose membership consists of children under this age may be allowed to perform volunteer services if their independent organizations provide proof of medical insurance, liability insurance and provides all the adult supervision necessary to perform the activity safely.

Volunteers may not be allowed to work in dangerous areas or on heavy equipment. Generally, the City does not allow volunteers to operate city vehicles, although exceptions may be made by the department head in consultation with the Risk Manager on a case by case basis. If volunteers operate city vehicles, the driver selection section of the Fleet Loss Control Guidelines will be followed which addresses basic practices in evaluating driving abilities. Note: When driving their personal vehicle, the personal auto insurance of the volunteer is primary coverage.

3.2 Workers' Compensation Coverage

The purpose of this coverage is to provide medical coverage for on-the-job injuries and illnesses sustained while volunteering for people who volunteer their time and talent for the betterment of their community.

Coverage covers medical costs from injuries that occur while volunteering, it does not cover any time lost if the volunteer can not work their regular job due to an injury from volunteering for the City, nor will it cover any permanent injuries.

The City will pay the Washington State Fund the appropriate premiums to provide Workers' Compensation medical aid coverage for all volunteers working in city sponsored programs. This includes the Traffic Education and Monitoring (TEAM) program, the Adopt-a-Park program, the Graffiti Removal Team, clerical volunteers, community service works (unless provided for by the referring agency), and any future programs utilizing volunteers established by any city department.

As an individual volunteer, the following information must be on file to be eligible for Workers' Compensation:

Name, address and social security number (Service Application Form)

Total Hours of service contributed (Timelog)

Type of service contributed (Job Assignment Request Form)

Beginning date of services and volunteer hours (Timelog)

As part of a group volunteer effort, the following information must be on file to be eligible for Workers' Compensation:

Name of Group (Service Application Form)

Name and telephone number of group leader or contact person (Service Application Form)

Name, social security number, and number of volunteer hours for each person in group (Timelog for Groups)

Total of Group's Hours of service contributed (Timelog)

Type of service contributed (Job Assignment Request Form)

Beginning date of services (Timelog)

4.0 VOLUNTEER SAFETY

4.1 General

The City of Monroe is committed to providing a safe workplace for its employees and volunteers. The following areas are covered as part of the City's safety efforts:

4.2 Personal Protective Equipment

The City shall provide personal protective equipment as required for the scope of work identified by the Washington Industrial Health and Safety Act. All volunteers requiring personal protective equipment shall be provided adequate training in its proper use and care. All training will be documented, signed by the individual, and provided to the Risk Manager.

4.3 Communicable Diseases

The City will continue to provide current information and further educate employees and volunteers concerning the transmission of communicable diseases. The City is committed to the establishment of work -place protocols and procedures to protect against unreasonable risks of exposure to communicable diseases.

4.4 Work Caution Training

In the past, hypodermic needles and syringes have been found in City parks. Though these occurrences have been rare, "sharps" such as these present a real risk of infection from bloodborne pathogens such as HIV and Hepatitis B. Each participant should be sure to wear heavy gloves, but please recognize that no gloves are puncture proof. The City will provide tools such as rakes to pull debris from under brush. Each volunteer should exercise caution when using their hands to pick up material. If a sharp is found, volunteers must not touch it. A City employee will pick it up and dispose of it properly.

4.5 Incident Reporting

Report any injury, incident, accident or unsafe condition to your Assignment Coordinator immediately. The Assignment Coordinator will, in turn, report immediately to the Risk Manager. The Risk Manager will follow-up on any report and determine an appropriate course of action and complete any required forms, if needed.

5.0 PLACEMENT PROBLEMS AND CONCERNS

5.1 Routine Problems

In the event that either a volunteer or an Assignment Coordinator feels there is a problem with any aspect of the volunteer assignment, the following steps should be followed:

Regardless of who first discovers the problem, it should be discussed between the Assignment Coordinator and the Volunteer to try to reach a satisfactory resolution.

If Step 1 does not result in satisfactory resolution, the department head should be informed of the problem.

If after Step 1 and 2 are utilized, and a problem still exists, report the problem to the Human Resources Coordinator. The Human Resources Coordinator will then investigate and attempt to resolve the issue.

If a satisfactory resolution cannot be achieve, the volunteer may be reassigned or asked to step down from the volunteer assignment.

5.2 Problems of an Urgent Nature

In the event of an urgent problem relating to a specific volunteer, volunteer assignment, or the Volunteer Program in general, the Human Resources Coordinator should be contacted.

6.0 HARASSMENT/EEO POLICY

It is City policy to foster and maintain a work environment that is free from discrimination and intimidation. Toward this end, the City will not tolerate harassment of any kind that is made by employees, volunteers or members of the public. Employees and volunteers are expected to show respect for one another and the public at all times, despite individual differences.

Harassment is defined as verbal or physical conduct that demeans or shows hostility or aversion toward another employee, volunteer or members of the public. Examples of prohibited conduct include slurs or demeaning comments to employees, volunteers or members of the public relating to race, ethnic background, gender, religion, sexual orientation, age or disability.

Employees or volunteers who violate this policy, will be subject to corrective action, up to and including termination of volunteer status.

7.0 DRUG AND ALCOHOL POLICY

It is City policy to maintain a drug and alcohol-free workplace. The possession, use or trafficking of alcohol or drugs in the workplace poses unacceptable risks to the safe, secure and efficient operation of our organization, and are strictly prohibited.

Employees or volunteers who are under the influence of alcohol or drugs while on the City of Monroe's premises or time, or while representing the City of Monroe, will be subject to corrective action, up to and including termination of volunteer status. The use, sale or possession of alcohol or illegal drugs' while on the City of Monroe's time or property will subject the employee or volunteer to corrective action, up to and including termination of volunteer status. Any employee or volunteer using over the counter or prescription drugs during work time that may impair his or he ability to perform the job must notify his or her supervisor prior to beginning work.

8.0 CONFIDENTIALITY

On occasion, a volunteer may witness an incident, be entrusted with information or have access to records or files deemed confidential in nature. It is the City's expectation that any volunteer privy to such information, material or event will respect and safeguard the trust and privacy rights of affected individuals.

For example, some volunteer assignments may involve filing information containing persons' arrest or warrant records, or opening mail which may contain overdue account information.

In these instances, confidentiality is imperative and these private matters, that have been entrusted to a volunteer, should be kept entirely to his or herself. Information of a confidential nature is not to be shared with anyone. Questions about what is confidential should be directed to the volunteers.

Violation of confidentiality is a serious breech of trust, and in some cases, of law. Disclosure of confidential information may result in termination of volunteer status, civil action or criminal prosecution.

9.0 VOLUNTEER CONFIRMATION OF POLICY RECEIPT

I HAVE RECEIVED THE CITY OF MONROE POLICY FOR VOLUNTEERS. I UNDERSTAND THAT IT IS MY RESPONSIBILITY TO READ THIS POLICY AND TO CONSULT WITH MY ASSIGNMENT COORDINATOR OR HUMAN RESOURCES COORDINATOR IF I HAVE ANY QUESTIONS.

THE STATEMENTS CONTAINED IN THIS POLICY ARE GUIDELINES AND SUMMARIES OF THE VOLUNTEER PROGRAM. THEY DO NOT BIND THE CITY OF MONROE. THE CITY OF MONROE RESERVES THE RIGHT TO CHANGE, REVOKE OR MAKE EXCEPTIONS TO CITY POLICIES AT ANY TIME AND AT ITS SOLE DISCRETION.

_______________________________
NAME (Please Print)

_______________________________
SIGNATURE

____________
DATE

Scope and Amendment of Personnel Policies and Procedures

VOLUNTEERS

When accepting the services of a volunteer or a community service worker, the Department Director is responsible for maintaining the name, address, social security number, emergency contact, outline of assigned duties and a log of hours each volunteer performs duties for the City. The Department Director should also submit a separate monthly report to the Finance Department showing the number of hours of active service performed by unpaid volunteers and community service workers. Documentation for each report must be maintained for three years in department files.

The action of volunteers and community service workers are governed by the Joint Protection Plan of the Washington Cities Insurance Authority. The City pays a premium based on the number of hours of service performed by volunteers for the cost of medical aid for any unpaid volunteer and/or community service worker who is injured while performing unpaid service for the City.

City policy discourages the practice of a volunteer using his or her own vehicle while performing service for the City. Volunteer and community service workers should not operate a City vehicle during emergency operations except when approved by the Mayor or the City Manager. Assignment of high risk activity to volunteers and/or community service workers is strongly discouraged. Auxiliary Firefighters do not have this restriction since they are paid through a point system.

In those instances when a volunteer uses his or her own automobile, it is the responsibility of the Department Director to assure:

(1) The volunteer has a valid Washington State Drivers License.
(2) The volunteer's automobile is insured for liability.
(3) The volunteer is informed that the City will not be responsible for collision and/or comprehensive loss.