A.
The Town of Barnstable recognizes that volunteers
are an integral part of the Town's government. Their participation
in the process of government contributes to the uniqueness of the
Town's quality of life. Volunteers choose to act in recognition of
social responsibility and without concern for monetary gain, going
beyond what is necessary to one's physical well-being. A citizen may
choose to be a policy-making volunteer or a service volunteer.
B.
The Town of Barnstable is committed to providing adequate
support, training, leadership, and recognition for all its volunteers.
It expects commitment and excellence from the volunteers. The Town
has the right to determine duties, authorities and appropriateness
of volunteers. Following established volunteer management protocol,
the Town has the right to both select and remove volunteers.
The underlying purposes of these policies are
to:
This policy becomes effective on June 30, 1993.
Written determination required by this policy
shall be retained in the appropriate official file of the Personnel
Director.
Volunteer information is public information to the extent provided in the Massachusetts General Laws and Section 8-9, Open meeting of the voters, of the Town Charter and shall be available to the public as provided in these statutes and ordinances. The Town shall also disseminate these policies in the following manner:
A.
Distribution. This policy shall be publicized and
distributed to the greatest extent possible; distribution will include
but not be limited to Town employees, the general public, and community
organizations.
B.
Inspection. A copy of this policy shall be available
for inspection and will be maintained by all departments involved
in the management of property. A copy of this policy shall also be
available in the Town Manager's office and the Personnel Department.
The Town Manager shall appoint the Volunteer
Coordinator. The Volunteer Coordinator should be a person with demonstrated
executive and organizational ability and knowledge of volunteer management.
The Volunteer Coordinator shall be a full-time employee of the Town
and may be removed by the Town Manager.
There are two types of volunteers: policy-making
and service. Methods of appointment and responsibilities for policy-making
volunteers are described in Parts I and II of the Administrative Code.[1] There are three types of service volunteers, depending
on the length of service:
A.
Regular volunteer. These volunteers are assigned a
continuing task for a part of or the duration of a fiscal year.
B.
Short-term volunteer. These volunteers have many special
projects which require volunteers to "see them through" from start
to finish. Individual volunteers can be called in to help in their
most effective manner, and then can be reserved for the next project
when help is needed again.
C.
One-time volunteer. These are volunteers with special
talents or skills who contribute on a one-time basis.
A.
Power to adopt operational procedures. Consistent
with the provisions of this policy, the Volunteer Coordinator may
adopt operational procedures governing the functions of volunteers.
B.
Duties. Except as otherwise specifically provided
in this policy, the Volunteer Coordinator shall ensure that departments
have implemented and practice effective volunteer procedures.
C.
Responsibilities. These include meeting periodically
with department managers, assisting with job description development,
monitoring all assignments, providing mediation and evaluation assistance
to departments, and maintaining accurate records, including: mediate
problems, help evaluate service volunteers, and maintain accurate
records, including hours of volunteer service.
All rights, powers, duties, and authority relating
to the management of volunteers, and the, control, selection and removal
of service volunteers now vested in, or exercised by, any Town governmental
body are transferred to the Volunteer Coordinator and department managers
who supervise volunteers as provided in these procedures.
The Volunteer Coordinator works closely with
host departments to ensure high standards of volunteer administration
throughout the Town and may delegate routine functions to host departments
to accomplish this end.
The Town Attorney or his/her designee shall
serve as legal counsel and provide necessary legal services to the
Volunteer Coordinator and volunteer supervisors.
Information regarding volunteers will be managed
in the same manner as the Town handles information on Town employees.
A.
Volunteers will be recruited in a manner consistent
with Town of Barnstable personnel policies and procedures. Volunteers
may also be recruited through informal means. Volunteers will be selected
based on the degree of adaptability between skills and job requirements.
The process for selection is as follows:
(1)
Identify candidates. Individuals fill out applications
describing their interests and skills.
(2)
Interview. The Volunteer Coordinator and/or the host
department interviews the candidate(s).
(3)
Match skills with openings. The Volunteer Coordinator
matches preferences, skills, and times available with a request from
a department manager for volunteer assistance.
(4)
Assignment preparation. An initial meeting with the
department manager where goals and assignments, expectations are clarified.
A commitment should be made at this time.
B.
Volunteers should receive training necessary to satisfactorily
perform their assigned duties. Training by the department manager
or his or her designee should address:
Volunteers may be excused from their duties
when their performance hinders the staff or other volunteers from
meeting their objectives. The volunteer will be notified in writing
as to why he or she is being terminated and the effective date of
the action. The termination must specify the reasons, specify behavior,
and dates that support the reasons. Efforts should be taken to reexamine
the matching of skills with other volunteer openings in the municipal
organization or in the community at large.
Volunteers are responsible for the following:
A.
Attend training.
B.
Dependability. Volunteers should be available and
on time. Arrangements should be made ahead of time if attendance cannot
be assured.
C.
Professionalism. The relationship between the volunteer
and staff and other volunteers is a professional one: one of mutual
respect, honesty, and confidence.
D.
Abide by Town procedures. Volunteers are governed
by the same rules of conduct as Town employees.
E.
Participate in evaluation when asked to do so.
F.
Serve as an ambassador of the Town.
G.
Advocate effective change when deemed necessary.
The following responsibilities of the host department
and its staff help ensure an effective relationship with volunteers:
A.
Understand the volunteer's background. Be knowledgeable
of the volunteer's educational background, work experience, and desire
to help.
B.
Be responsive to the volunteer's needs. Orient the
volunteer, set up a mutually agreed schedule, and keep the volunteer
informed.
C.
Treat the volunteer as a coworker and team member.
D.
Provide effective guidance and direction to the volunteer.
E.
Provide professional challenges to the volunteer as
their skills may warrant.
F.
Recognize dedication and performance of volunteers
on a regular basis through formal and informal means.
The Town of Barnstable understands that effective orientation and training of volunteers limits liability exposure. However, in the event work-related injuries occur, procedures outlined in Article VI, Insurance Policies and Procedures, should be consulted. In all other respects concerning volunteer liability, the Town's insurance policies will provide indemnification for volunteers, consistent with the terms and conditions of each appropriate policy.
