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Home My WebLink AboutCS 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