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HomeMy WebLinkAboutCS 24-24Report to Executive Committee Report Number: CS 24-24 Date: September 3, 2024 From: Laura Gibbs Director, Community Services Subject: Volunteer Program 2023 Activities Update and Volunteer Policy Revisions - File: A-1440-001 Recommendation: 1. That Report CS 24-24, regarding the City of Pickering Volunteer Program 2023 Activities Update, be received; 2. That Council endorse the revisions in CUL 080 The Volunteer Policy, as set out in Attachment 2 to this report, subject to minor revisions acceptable to the Director, Community Services; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to provide Council with an update on volunteer activities for 2023 and seek endorsement for revisions made to the Volunteer Policy. 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 annually on City volunteerism with recommendations, highlights, opportunities, and risks. As per the Volunteer Policy (CUL 080), the Policy is to be reviewed every three years. Attached as Attachment 1 is the revised policy. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and, Lead & Advocate for Environmental Stewardship, Innovation & Resiliency. CS 24-24 September 3, 2024 Subject: Volunteer Program 2023 Activities Update and Volunteer Policy Revisions Page 2 Financial Implications: There is no financial impact resulting from the adoption of the recommendations in this report. Discussion: The purpose of this report is to provide Council with an update on volunteer activities for 2023 and seek endorsement of the revised Volunteer Policy (CUL 080). 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 2023, the City worked with a total of 289 volunteers who provided approximately 10,802 volunteer hours in a variety of roles that supported City-run programs, events and services. The City welcomed 58 new volunteers in 2023. 1. 2023 Volunteer Program Review In 2023, a volunteer database was procured to centralize volunteer applications and store all volunteer-related data, including hours served. The volunteer database is available to all City departments that manage volunteer programs. Evaluation and training for all staff leads on effective use of software took place between November 2023 – March 2024. The City of Pickering continues to value and encourage the involvement of volunteers within a wide range of programs, events, and services. In 2023, a total of 289 volunteers provided 10,802 hours of volunteer service. The following is a summary of volunteer activities in 2023 (January-December): • Recreation Services o PAC4Teens – was active throughout 2023. The group of 16 youth volunteers ran their own booth at Artfest and Hip Hop in the Park, participated in the Easter Parade and Santa Claus Parade by wearing character costumes, and created hygiene kits for those using the shower program at the Chestnut Hill Developments Recreation Complex. They also ran the annual food drive in September 2023 with St. Paul’s on the Hill. o Leisure Buddies – Youth volunteers assisted Program Instructors with children’s recreation programs in the summer and fall sessions of 2023. Volunteers assisted in art, sports, skating, and preschool programs. A total of three volunteers contributed 32 hours over the summer session, and eight volunteers contributed 133 hours over the fall session. o Counsellor in Training – Two sessions were offered, the first with 15 participants, the second with 14 participants. In the second week of each program, participants volunteered within the Camp program setting, with all 29 participants acquiring 35 hours of community service. All participants received emergency first aid and CPR training through St John’s Ambulance. The YMCA provided job preparation training and The Youth Centre provided leadership and CS 24-24 September 3, 2024 Subject: Volunteer Program 2023 Activities Update and Volunteer Policy Revisions Page 3 team building concepts. The City of Pickering provided a summary of High Five Principles of Healthy Child Development, communication and various hands-on activities. o Assistant Counsellor Program – Two training and orientation sessions were offered, with 45 Assistant Counsellors who signed up for this program. Participants learned what it is like to work in a Summer Camp Environment. Training focused on developing leadership, communication, professionalism and program planning skills. Participants were evaluated weekly, learning how to become a successful camp counsellor. At the end of the summer, participants received a letter with their total hours volunteered that can be used toward community service hours for high school graduation. o Snow Removal Program – 23 inquiries from community members regarding volunteer snow removal were received. Seven volunteers indicated they were available, and six driveways were serviced. In 2024, the City’s Snow Clearing Program was expanded and can accommodate 750 residents that qualify. The Snow Clearing Program is not at capacity and provides a more consistent and reliable service to seniors and those with permanent disabilities that participate in the program. As such, the volunteer Snow Removal program will be discontinued. • Cultural Services o Pickering Community Events – Volunteers were engaged for six community events: Artfest, Cultural Fusion, Fall Fling, Food Truck Festival, Santa Claus Parade and Winter Nights, City Lights. Artfest had 11 volunteers working three hours each (33 volunteer hours). o Cultural Fusion had 15 volunteers working six hours each (60 volunteer hours). o Fall Fling had 14 volunteers working four hours each (56 volunteer hours). o Food Truck Festival had nine volunteers working four hours each (36 volunteer hours). o Santa Claus Parade had six volunteers working three hours each (15 volunteer hours). o Winter Nights City Lights had 39 volunteers working seven hours each (246 volunteer hours). Winter Nights, City Lights was a two-day event that also included volunteer orientation. o The total hours of service was 446 hours. Some of the volunteer tasks at each of these events included: greeting attendants, facilitating event activations, assisting with photo taking, and administering the food and toy donations tent. Volunteers have provided important contributions to City of Pickering Events. o Pickering Museum Village (PMV) – Over 60 volunteers contributed over 1,500 hours to the efficient operation of PMV programs. Behind the scenes, volunteers tended the gardens, baked scones for programs, made a variety of items for the gift shop, including jams, knitted and crocheted items, and wood crafted kitchen gifts, to name a few. Volunteers repaired and built reproduction items for the CS 24-24 September 3, 2024 Subject: Volunteer Program 2023 Activities Update and Volunteer Policy Revisions Page 4 buildings, sewed, cleaned and packed collection items, created décor to support the programs, served as program greeters, and supported programs. Youth volunteers also participated in an online focus group providing feedback on the ForgingON website design. • Animal Services o The 2023 Animal Services Volunteer Program consisted of 70 Volunteers (28 Animal Service Satellite Adoption Centre Volunteers and 42 Volunteer Foster Families, 22 of which were new for 2023). o Animal Services Satellite Adoption Centre Volunteers are responsible for the feeding, cleaning, and socializing of our animals while at our satellite adoption site at PetSmart in Pickering. Volunteers play an integral part of our adoption program and contribute to the success of our program. o In 2023, the Animal Services Satellite Adoption Centre Volunteers collectively contributed 1,364 hours of volunteer work. Volunteers were scheduled for a minimum two-hour shift in the PetSmart stores daily. o Animal Services volunteers also helped at many animal services related events including Petapolooza. o Animal Services Fosters collectively fostered 43 animals prior to being placed up for adoption. • Sustainability o Over 200 volunteers participated in various earth month activities including tree planting, compost giveaway, event and community outreach. o Volunteers received training on pollinator gardens and how to maintain them. Volunteers also assisted with garden maintenance. 2. Volunteer Policy (CUL 080) Updates As per the Volunteer Policy (CUL 080), the Volunteer Policy is to be reviewed every three years. A summary of the revisions are as follows: • References to Volunteer Canada, the National Centre for Volunteering, Volunteer Calgary, and Volunteerism Australia were removed as they do not directly relate to this policy. • Staff titles have been updated throughout the Policy. • Section 04.01 was updated to remove a mandatory interview and replaced with an application process. The interview process is no longer required to volunteer. • Section 04.03 was updated to clarify that volunteers are required to complete and submit a Vulnerable Sector Check, not a Criminal Reference Check. • Section 04.04 was updated to remove the definition of Responsible Person. The volunteer program is administered by the Volunteer Coordinator and Staff Leads from various departments. The staff that oversee aspects of the volunteer program participate in a staff working group and receive updates and training in regard to the CS 24-24 September 3, 2024 Subject: Volunteer Program 2023 Activities Update and Volunteer Policy Revisions Page 5 volunteer program from the Volunteer Coordinator. Language through the Policy has been clarified to reference staff positions rather than the term Responsible Person. •Section 04.07 was updated to add a definition of the Volunteer Coordinator position. •Section 04.08 was updated to remove the requirement that active volunteers are required to sign and return a position description for each position they volunteer in. •Sections 06.02, 06.03, 06.05, 07.03 (d), 07.05, and 07.06 were updated to reflect thecurrent roles and responsibilities of the Volunteer Coordinator and staff in administeringthe volunteer program. Attachments: 1.Volunteer Policy (CUL 080) – Revisions with Track Changes 2.Volunteer Policy (CUL 080) – Clean Copy Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Amber Cockburn Laura Gibbs, MBA, MSc. Volunteer Coordinator Director, Community Services LG:ac Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report CS 24-24 Policy Policy Title: Volunteer Policy Policy Number CUL 080 Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages Volunteer Canada September 23, 2019 April 2024August, 5 National Centre for Volunteering 2024September 23, Volunteer Calgary 2024 Volunteerism Australia Resolution # 131/19 Resolution # XXX/24 Approval: Chief Administrative Officer Point of Contact Supervisor, Cultural ServicesManager, Community Services Administration and& Strategic Initiatives Policy Objective The Corporation of the City of Pickering (the “City”) values and encourages the involvement of volunteers within a wide range of programs, events, and services. The purpose of this policy is to establish rules and guidelines governing the recruitment, training, retention, management and recognition of volunteers, in order that the City 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. Index 01 Purpose 02 Scope 03 Application 04 Definitions 05 Principals and Conditions 06 Volunteer Management 07 Delegation of AuthorityRoles & Responsibilities 08 Policy Review 01 Purpose Formatted: Don't keep with next The purpose of this policy is to establish a consistent management of City volunteers; to encourage and develop volunteerism in the City, and safeguarding the health and wellness of volunteers, as well as the City’s Ccorporate image, assets and interests. 02 Scope This policy applies to all relationships between the City, Volunteers and Volunteer applicants inclusive of: recruitment, hiring, training, management, service, recognition, and termination. This policy does not apply to registered program participants providing unpaid work to the City, as part of their program commitment. 03 Application This policy applies to all City employees. This policy does not apply to the City’s elected officials, or Advisory Boards. 04 Definitions 04.01 Active Volunteer – a volunteer Volunteer who meets mandatory interview application and training requirements; attends mandatory training as required; and participates in a minimum of one special event, program or activity each year. 04.02 Inactive Volunteer – a volunteer Volunteer who has not met, in the course of one calendar year, the minimum requirements to maintain active status. 04.03 Registered Volunteer – a volunteer Volunteer who has submitted an application, required references, proof of health and safety training, proof of online Accessible Customer Service training, an acceptable Criminal Reference Check and/or Vulnerable Sector Screening Check (if 16 years of age or older), and has been interviewed and accepted into the Volunteer Program; but has not completed the position-specific trainingvVolunteer Oorientation to become an Aactive Vvolunteer. 04.04 Responsible Person – a City staff person assigned the responsibility to supervise volunteers in their duties. Responsible Persons have passed all required training, including successful completion of the provincial health and safety training for supervisors and has demonstrated the knowledge and ability required for the role. 04.0504.04 Staff – an individual paid by Tthe Corporation of the City of Pickering, Formatted: Font: Not Bold and scheduled to work. 04.0604.05 Staff Lead – refers to a qualified City staff person who leads the Formatted: Font: Not Bold activities of a specific group of volunteersVolunteers. A Staff Lead will have Supervisor’s Health and Safety training, the necessary skills to be the Policy Title: Volunteer Policy Page 2 of 7 Policy Number: CUL 080 Responsible Person, and will develop/collect the required materials to lead and oversee volunteers Volunteers within their area, i.e.,: position description, training documents, etc.. 04.06 Volunteer – a person who voluntarily undertakes an assigned task or service without expectation of payment. 04.07 Volunteer Coordinator –- refers to a staff position that oversees the corporate volunteer program. The Volunteer Coordinator is responsible for accepting and onboarding all new vVolunteers. The Volunteer Coordinator works with Staff Leads and assists them in overseeing vVolunteers within their area. 04.08 Volunteer Position Description – refers to a document outlining the roles and responsibilities assigned to a particular group of volunteersVolunteers. The document includes the positions descriptions, required skills and training, as well as the list of duties and responsibilities assigned. Active volunteers will sign a position description for each role they take on. 05 Principles and Conditions 05.01 Volunteer positions are offered to: i.assist the City’s ability to deliver quality programs and events to the public in a sustainable manner; ii.foster relationship building and community connectivity;Formatted: Indent: Left: 1.13" iii. encourage community development and citizenship; and, iv.build leadership, knowledge, and skills within the community. 06 Volunteer Management 06.01 06.01 The City of Pickering will dedicate staff and program resources to the Formatted: Indent: Left: 0.19", Hanging: 0.81", Outline management, recruitment, recognition, and training of Vvolunteers. numbered + Level: 2 + Numbering Style: 01, 02, 03, … +Start at: 1 + Alignment: Left + Aligned at: 0.38" + Indent at: 0.63"06.02 The City will assign a Volunteer Coordinator to oversee the volunteer program. The Volunteer Coordinator will manage volunteer activities in accordance with this policy and supporting volunteer procedures. 06.032 The City will assign a Staff Lead to each area utilizing volunteer resources. The staff Staff Llead will manage volunteer activities in accordance with this policy and supporting volunteer procedures. supervise vVolunteers assigned to their area and support vVolunteer activities in accordance with this policy and supporting volunteer procedures. 06.043 A report on City volunteerism will be prepared annually, with recommendations, highlights, opportunities and risks for ongoing program development. 06.054 Staff Leads managing volunteersThe Volunteer Coordinator will work collaboratively with other municipal and City staff, and other professional Policy Title: Volunteer Policy Page 3 of 7 Policy Number: CUL 080 Policy Title: Volunteer Policy Page 4 of 7 Policy Number: CUL 080 associations in order to encourage, and sustain the effectiveness of the City Vvolunteer Pprogram. 06.06 Volunteer positions will be actively promoted through social media, recruitment fairs, in-person outreach and online. 06.07 All City volunteers Volunteers must be registered with the City. 06.08 The City of Pickering will maintain adequate general liability insurance coverage to ensure that volunteers are protected in the event of bodily injury, death and/or property damage to third parties during the course of their volunteer duties. 06.09 City volunteers Volunteers do not handle monies or spend monies on behalf of Formatted: Indent: Left: 0.2", Hanging: 0.8" the City. Policy Title: Volunteer Policy Page 5 of 7 Policy Number: CUL 080 06.10 A City volunteer Volunteer will be terminated without prejudice, under the following circumstances: i. failure to comply with the policies and procedures of the City of Pickering; ii. failure to adhere to the volunteer Volunteer position Position Ddescription, assigned tasks and/or work plan; iii. failure to provide notice of absence, or arrive for assigned shifts and Formatted: Indent: Left: 1.13", Hanging: 0.25" commitments on 3 three occasions within one calendar year; and, iv. theft, devaluing, defacing, misuse or destruction of City property. 07 Delegation of AuthorityRoles and Responsibilities 07.01 The Mayor and Members of Council to: a) direct inquiries related to volunteerism to the City web portalwebpage for volunteersVolunteers, or to the appropriate City staffVolunteer Coordinator; b) consider and approve, as appropriate City staff reports to Council recommending changes or budget monies to support the Volunteer Policy. 07.02 Chief Administrative Officer to: a) support the allocation of staff resources to coordinate the Volunteer Policy. 07.03 Directors and Division Heads to: Formatted: Tab stops: 0.81", Left a) consider and approve, as appropriate the allocation of staff resources and budget monies to develop and manage volunteer Volunteer positions; b) ensure their department meets the obligations related to volunteer Volunteer management; c) consider and approve/deny applications made by terminated or resigned volunteers Volunteers for reinstatement; d) consider and approve, as appropriate Staff Lead decisionsVolunteer Coordinator recommendations to terminate Vvolunteers; and e) consider and approve, as appropriate staff recommendations to accept volunteer Volunteer applicants whose Criminal ReferenceVulnerable Sector Check includes a record of charges; and, f) consider, and where appropriate approve Volunteer position descriptions. 07.04 Managers and Supervisors to: Policy Title: Volunteer Policy Page 6 of 7 Policy Number: CUL 080 a) assign staff resources to manage volunteer Volunteer activities; and, b) oversee Staff Leads to ensure policy and procedures are being followed. 07.05 Staff Leads to: a) attend Volunteer Committee meetings; b) create opportunities for volunteer participation within their departments/division/section; c) promote available positions and opportunities; d)screen applications and provide timely responses; e) approve, or accept volunteer applicants; f)d) collect and track required documentation; g) keep an up-to-date listing of training: offered, available and completed; h)e) manage and supervise volunteer Volunteer activities as appropriate; i)f) collect feedback from volunteers Volunteers and community partners; and, j) complete an annual report on volunteers; and, g)Iin conjunction with the Volunteer Coordinator, recognize volunteers Volunteers equitably where appropriate. Formatted: Font: Bold Formatted: Indent: Left: 1.25", No bullets or numbering 07.06 Volunteer Coordinator to: Formatted: Indent: Left: 0.19" facilitate vVolunteer cCommittee meetings; Formatted: Indent: Left: 0.94", Hanging: 0.31", SpaceAfter: 12 pt, Numbered + Level: 1 + Numbering Style: a, b, a) c, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" +Indent at: 0.75" liaise with staff leads to create and promote available positions and opportunities; b) screen applicants and provide timely responses; c) approve, or accept vVolunteer applicants; d) collect and track all required documentation; Policy Title: Volunteer Policy Page 7 of 7 Policy Number: CUL 080 e) f) develop and facilitate Vvolunteer orientations; Formatted: Indent: Left: 0.94", Hanging: 0.31" g) keep an up-to-date listing of training;: offered, available and completed;Formatted: Indent: Left: 0.94", Hanging: 0.31", SpaceAfter: 12 pt, Numbered + Level: 1 + Numbering Style: a, b,c, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" + Indent at: 0.75" Formatted: Indent: Left: 0.94", Hanging: 0.31"h) complete an annual report on Vvolunteers; and,Formatted: Indent: Left: 0.94", Hanging: 0.31", SpaceAfter: 12 pt, Numbered + Level: 1 + Numbering Style: a, b,c, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" + Indent at: 0.75" k)i) in conjunction with Staff Leads, recognize Vvolunteers equitably where Formatted: Indent: Left: 0.94", Hanging: 0.31" appropriate.Formatted: Indent: Left: 0.94", Hanging: 0.31", SpaceAfter: 12 pt, Numbered + Level: 1 + Numbering Style: a, b,c, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" +Indent at: 0.75"08 Policy Review Formatted: Font: Not Bold This policy will be reviewed every three years. Please refer to all associated Policies and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Policy Title: Volunteer Policy Policy Number CUL 080 Reference Resolution # 131/19 Resolution # XXX/24 Date Originated (m/d/y) September 23, 2019 Date Revised (m/d/y) September 23, 2024 Pages 5 Approval: Chief Administrative Officer Point of Contact Manager, Community Services Administration & Strategic Initiatives Policy Objective The Corporation of the City of Pickering (the “City”) values and encourages the involvement of volunteers within a wide range of programs, events, and services. The purpose of this policy is to establish rules and guidelines governing the recruitment, training, retention, management and recognition of volunteers, in order that the City ensures that volunteers have work that is safe, significant, fulfilling and appreciated. The City relies on the unpaid work, talent and skills of volunteers and values their contributions. Index 01 Purpose 02 Scope 03 Application 04 Definitions 05 Principals and Conditions 06 Volunteer Management 07 Roles & Responsibilities 08 Policy Review 01 Purpose The purpose of this policy is to establish a consistent management of City volunteers; to encourage and develop volunteerism in the City, and safeguarding the health and wellness of volunteers, as well as the City’s Corporate image, assets and interests. Attachment 2 to Report CS 24-24 Policy Title: Volunteer Policy Page 2 of 5 Policy Number: CUL 080 02 Scope This policy applies to all relationships between the City, Volunteers and Volunteer applicants inclusive of recruitment, hiring, training, management, service, recognition, and termination. This policy does not apply to registered program participants providing unpaid work to the City, as part of their program commitment. 03 Application This policy applies to all City employees. This policy does not apply to the City’s elected officials or Advisory Boards. 04 Definitions 04.01 Active Volunteer – a Volunteer who meets mandatory application and training requirements; attends mandatory training as required; and participates in a minimum of one special event, program or activity each year. 04.02 Inactive Volunteer – a Volunteer who has not met, in the course of one calendar year, the minimum requirements to maintain active status. 04.03 Registered Volunteer – a Volunteer who has submitted an application, required references, proof of health and safety training, proof of online Accessible Customer Service training, an acceptable Vulnerable Sector Check (if 16 years of age or older), and has been accepted into the Volunteer Program but has not completed the Volunteer Orientation to become an Active Volunteer. 04.04 Staff – an individual paid by The Corporation of the City of Pickering and scheduled to work. 04.05 Staff Lead – refers to a qualified City staff person who leads the activities of a specific group of Volunteers. A Staff Lead will have Supervisor’s Health and Safety training, and will develop/collect the required materials to lead and oversee Volunteers within their area, i.e., position description, training documents, etc. 04.06 Volunteer – a person who voluntarily undertakes an assigned task or service without expectation of payment. 04.07 Volunteer Coordinator – refers to a staff position that oversees the corporate volunteer program. The Volunteer Coordinator is responsible for accepting and onboarding all new Volunteers. The Volunteer Coordinator works with Staff Leads and assists them in overseeing Volunteers within their area. 04.08 Volunteer Position Description – refers to a document outlining the roles and responsibilities assigned to a particular group of Volunteers. The document includes the positions descriptions, required skills and training, as well as the list of duties and responsibilities assigned. Policy Title: Volunteer Policy Page 3 of 5 Policy Number: CUL 080 05 Principles and Conditions 05.01 Volunteer positions are offered to: i. assist the City’s ability to deliver quality programs and events to the public in a sustainable manner; ii. foster relationship building and community connectivity; iii. encourage community development and citizenship; and, iv. build leadership, knowledge, and skills within the community. 06 Volunteer Management 06.01 The City will dedicate staff and program resources to the management, recruitment, recognition, and training of Volunteers. 06.02 The City will assign a Volunteer Coordinator to oversee the Volunteer Program. The Volunteer Coordinator will manage volunteer activities in accordance with this policy and supporting volunteer procedures. 06.03 The City will assign a Staff Lead to each area utilizing volunteer resources. The Staff Lead will supervise Volunteers assigned to their area and support Volunteer activities in accordance with this policy and supporting volunteer procedures. 06.04 A report on City volunteerism will be prepared annually, with recommendations, highlights, opportunities and risks for ongoing program development. 06.05 The Volunteer Coordinator will work collaboratively with other municipal and City staff, and other professional associations in order to encourage and sustain the effectiveness of the City Volunteer Program. 06.06 Volunteer positions will be actively promoted through social media, recruitment fairs, in-person outreach and online. 06.07 All City Volunteers must be registered with the City. 06.08 The City will maintain adequate general liability insurance coverage to ensure that Volunteers are protected in the event of bodily injury, death and/or property damage to third parties during the course of their volunteer duties. 06.09 City Volunteers do not handle monies or spend monies on behalf of the City. Policy Title: Volunteer Policy Page 4 of 5 Policy Number: CUL 080 06.10 A City Volunteer will be terminated without prejudice, under the following circumstances: i. failure to comply with the policies and procedures of the City; ii. failure to adhere to the Volunteer Position Description, assigned tasks and/or work plan; iii. failure to provide notice of absence, or arrive for assigned shifts and commitments on three occasions within one calendar year; and, iv. theft, devaluing, defacing, misuse or destruction of City property. 07 Roles and Responsibilities 07.01 The Mayor and Members of Council to: a) direct inquiries related to volunteerism to the City webpage for Volunteers, or to the Volunteer Coordinator; b) consider and approve, as appropriate City staff reports to Council recommending changes or budget monies to support the Volunteer Policy. 07.02 Chief Administrative Officer to: a) support the allocation of staff resources to coordinate the Volunteer Policy. 07.03 Directors and Division Heads to: a) consider and approve, as appropriate the allocation of staff resources and budget monies to develop and manage Volunteer positions; b) ensure their department meets the obligations related to Volunteer management; c) consider and approve/deny applications made by terminated or resigned Volunteers for reinstatement; d) consider and approve, as appropriate Volunteer Coordinator recommendations to terminate Volunteers; e) consider and approve, as appropriate staff recommendations to accept Volunteer applicants whose Vulnerable Sector Check includes a record of charges; and, f) consider, and where appropriate approve Volunteer position descriptions. 07.04 Managers and Supervisors to: a) assign staff resources to manage Volunteer activities; and, b) oversee Staff Leads to ensure policy and procedures are being followed. Policy Title: Volunteer Policy Page 5 of 5 Policy Number: CUL 080 07.05 Staff Leads to: a) attend Volunteer Committee meetings; b) create opportunities for volunteer participation within their departments/division/section; c) promote available positions and opportunities; d) collect and track required documentation; e) manage and supervise Volunteer activities as appropriate; f) collect feedback from Volunteers and community partners; and, g) in conjunction with the Volunteer Coordinator, recognize Volunteers equitably where appropriate. 07.06 Volunteer Coordinator to: a) facilitate Volunteer Committee meetings; b) liaise with staff leads to create and promote available positions and opportunities; c) screen applicants and provide timely responses; d) approve, or accept Volunteer applicants; e) collect and track all required documentation; f) develop and facilitate Volunteer orientations; g) keep an up-to-date listing of training; offered, available and completed; h) complete an annual report on Volunteers; and, i) in conjunction with Staff Leads, recognize Volunteers equitably where appropriate. 08 Policy Review This policy will be reviewed every three years. Please refer to all associated Policies and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy.