HomeMy WebLinkAboutCS 20-22
Report to
Executive Committee
Report Number: CS 20-22
Date: September 6, 2022
From: Sarah Douglas-Murray
Director, Community Services
Subject: City of Pickering Volunteer Program Update
-2021/2022 Activities
-File: A-1440
Recommendation:
1. That Report CS 20-22, regarding the City of Pickering Volunteer Program Update, be
received for information; and,
2. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: On September 23, 2019, as per Council Resolution #131/19, the
City’s first Volunteer Policy (CUL 080) was approved to establish rules and guidelines
governing the recruitment, training, retention, management and recognition of volunteers. The
Policy ensures that volunteers have work that is safe, significant, fulfilling and appreciated. The
City of Pickering relies on the unpaid work, talent and skills of volunteers and values their
contributions.
In February 2020, the Volunteer Procedure (CUL 080-001) was approved. The procedure
requires that staff report on City volunteerism with recommendations, highlights, opportunities,
and risks (CUL 080-001; Section 02.02). Therefore, this report provides Council with an update
on volunteer activities from August 2021 through July 2022 and serves to form the basis for
volunteer program improvements in the coming year; thus meeting the requirements outlined
in the Volunteer Procedure.
To maximize the benefits and operation of the City volunteer program, City staff from
departments across the corporation meet quarterly. Staff work together to make
recommendations for program innovation and change, share ideas towards the development
of volunteer opportunities and recognition, and consider municipal best practice when
developing tools and resources to manage the program. The City actively encourages
participation by its residents in order to make our City a better place for all to live, work, and
play. Volunteers are traditionally used in a number of City departments: programs, events,
aquatics, animal services, sustainability, and at Pickering Museum Village.
Financial Implications: There is no financial impact resulting from the adoption of the
recommendations in this report.
CS 20-22 September 6, 2022
Subject: City of Pickering Volunteer Program Update Page 2
Discussion: Volunteerism plays a vital role in the development of healthy, sustainable
communities. Volunteerism is a requirement for all secondary school students and is often
considered a priority of older adults. The development of skilled volunteers benefits both the
corporation and the community.
In 2022, a centralized application process was developed for all City of Pickering volunteers.
Volunteer applications are now collected, recorded and maintained in one register then
distributed to staff leads once all documents have been submitted and an initial interview
completed.
Several Volunteer Management Databases have been reviewed and recommended for use
across departments. The Information Technology team is reviewing the recommended
databases for compliance with Pickering IT security standards. A new volunteer database is
expected to be implemented by the end of 2022.
The following volunteer activities took place from August 2021 through July 2022:
• Recreation Services
o PAC4Teens was active from August 2021 to July 2022 including participating in
the esports tournaments, assisted with the St. Paul’s on the Hill food drive, where
they received a $1,500 donation and largest volume of food donation in the
history of this drive; participated in a community garden initiative, partnering with
local seniors, where food was donated to the food bank.
• Cultural Services
o Pickering Events – Approximately 45 volunteers contributed 728 hours for
events in the Cultural Services section. This includes volunteer orientation (92
hours), event set up (12 hours), and event support (624 hours). Volunteers have
been vital to the success of events, and Cultural Services staff will continue to
provide opportunities for volunteers in ongoing and new events.
o Pickering Museum Village – Over 100 Volunteers contributed to the efficient
operation of PMV programs. Volunteers repaired and built reproduction items for
the buildings, sewed, knitted and crocheted the costume collection, created
décor to support the programs including fairy houses, fairy doors, toadstools,
holiday garlands and swags. And upfront, volunteers’ animated programs,
greeted and assisted guests in the Fairy Tour, Haunted Ghost and Christmas
programs.
Volunteers attended a variety of training workshops and completed fire safety
training in the spring (2022).
Auditions for the 25th Anniversary production of Spirit Walk took place. With
casting complete, rehearsals are scheduled to begin in August 2022. The
production is running in September.
CS 20-22 September 6, 2022
Subject: City of Pickering Volunteer Program Update Page 3
• Animal Services – As a result of COVID-19, Animal Services continued the Volunteer
Emergency Foster Program. Volunteers were scheduled in the PetSmart stores daily.
Volunteers were utilized for community events. Animal services improved volunteer
training, and also implemented “Fear Free” certificate training to be better trained on
how to work with animals.
• Sustainability – Volunteers supported the Farmer’s Market (running June to October
2022).
Goals for 2022/2023:
1. As outlined in the Volunteer Procedure (CUL 080-001; Section 02.02), still will endeavour to
procure a volunteer management software. Several Volunteer Management Databases
have been reviewed and recommended for use across departments. The Information
Technology team is reviewing the recommended databases for compliance with Pickering
IT security standards. A new volunteer database is expected to be implemented by the end
of 2022.
2. As outlined in the Volunteer Procedure (CUL 080-001; Section 10), the City of Pickering will
dedicate resources for the appreciation and recognition of volunteers. Volunteer
appreciation will continue in 2022/2023.
3. As outlined in the Volunteer Procedure (CUL 080-001; Section 02.03) staff leads will work
collaboratively with other City staff and other professional associations in order to
encourage and sustain the effectiveness of the City volunteer program. The implementation
of a volunteer database will allow for better tracking, reporting and collaboration between
staff in administrating volunteer opportunities.
4. As outlined in the Volunteer Procedure (CUL 080-001; Section 04.06), volunteers will not
be registered until they have completed the required training; thereafter, all volunteers must
complete a refresher course in health and safety, accessibility and orientation training, a
minimum of every three years. In 2023, City of Pickering volunteer orientation will be
standardized and centralized, creating efficiencies in providing mandatory training. Training
will be more effectively tracked through a volunteer database.
5. The City of Pickering will dedicate staff and program resources to the management,
recruitment, recognition, and training of volunteers.
The contributions of volunteers to the City of Pickering is invaluable and staff are pleased to
continue to nurture and support this program.
Attachment:
None
CS 20-22 September 6, 2022
Subject: City of Pickering Volunteer Program Update Page 4
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Laura Gibbs MBA, MSc. Sarah Douglas-Murray
Manager, Cultural Services Director, Community Services
SDM:lg
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer