Volunteer Policy Town of Wappinger - Volunteer Policy
Final Draft
I. Policy Statement
1.1 MISSION: The goal of the Town of Wappinger("TOW" or the "Town") Volunteer
Policy (the"Policy") is to utilize motivated citizens, TOW youth, high school and college
students, and TOW Senior citizens, to enhance and supplement the productive efforts of the
Town and to improve the quality of life of the residents and the Town through the process of
volunteering.
1.2 PURPOSE: The Supervisor and Town Board recognize and support the use of volunteers
to assist Town government in providing services and programs. The Policy will establish
standards and procedures for volunteer service. This policy contains responsibilities of both the
Town and the volunteers. Written policies and procedures will assure volunteers are suitably
oriented and trained and job duties are developed. Supervision of volunteers is appropriate to
assigned duties and discussions regarding safety, liability to Town and accident and property
damage is covered.
Volunteerism is valuable to meet the needs of the Town and to utilize the skills and desires of
citizens willing to participate and help. In an effort to match the Town with qualified pre-
screened volunteers and persons with specific strengths, volunteer organizations may be utilized
in conjunction with the Town for opportunities to enhance and more rapidly complete certain
endeavors.
Volunteers may also be involved as non-paid "Interns" who may receive school credits for their
service(s)
Volunteers are expected to adhere to the policies set forth by the Town of Wappinger.
1.3 SCOPE: To maximize the effectiveness of volunteers, yet limit risk exposure to both
volunteers and the Town, this Policy will apply to all departments with volunteers.
II. SELECTION PROCESS:
2.1 Volunteer Request Form. Departments should complete a Volunteer Request Form
(TBD) and submit form to the Supervisor for review and approval prior to the recruitment of any
volunteer.
2.2 Recruitment. Once the Volunteer Request Form has been approved, the Department
may openly recruit volunteers.
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Applicants will be required to fill out a Volunteer Application Form. This application will
include information such as name, address, telephone number, driver's license, work or volunteer
experience, education or training, interest, availability, references, specific program or project.
Once the Volunteer Application Form is completed, the respective Department Director and/or
designee will interview the applicant(s). Once a volunteer is selected, the Department Director
will recommend the volunteer to the Supervisor for approval. A letter will be sent to the
applicant notifying them of their acceptance pending any necessary background, credit and/or
medical examination.
2.3 Waiver and Release. The Volunteer must complete and sign a Waiver/Release of
Liability form. (TBD). Volunteers working with minors or the elderly will require a background
check. Volunteers that will be required to drive, a copy of their driver's license will be placed on
file as well as a copy of the volunteer's personal vehicle insurance.
If the selection process discloses information that indicates the tentative volunteer would not
fulfill department expectations, the Town is under no obligation to assign or retain that volunteer.
III. ORIENTATION:
3.1 Orientation Process. Orientation will be conducted on the first day of volunteerism. In
order for both the Town and volunteers to have a complete understanding of the conditions of
volunteering, the following topics will be discussed during new volunteer orientation:
a. Policy and Procedure. Policy and procedures regulating volunteer duties should be
discussed. Specific emphasis should be given to working safely, conditions of driving (if
applicable) and risk exposure to the Town.
b. Training. Volunteers will receive an overview of their volunteer assignment and, as
appropriate, a written list of duties and expectations, hours of service, supervision, necessary
forms, approved financial expenditures and reimbursement procedures, accident reporting
procedures, confidentiality, call in, dress code,performance, reviews, etc. Volunteers shall be
directed to serve within their assigned duty assignment,
c. Supervision. Volunteers will be supervised as to assignments, work performance,
activity, use of equipment, etc. Performance problems will be corrected or the volunteer will
be released from service.
3.2 Confidentiality Forms.
The Town collects and maintains private and confidential information while carrying out its
functions and operations. Volunteers working in a variety of areas will be required to sign a
Confidentiality Agreement (TBD) specific to a particular Department. These Departments
include, but are not exclusive to: Justice Court, Clerk's Office, Supervisor's Office,
Comptroller's Office, and Tax Assessors Office (we can add others specifically)
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IV. RISK OF INJURY:
4.1 Town Volunteers are not"subject workers" as defined by the State Workers
Compensation Act, therefore worker's compensation coverage will not be provided.
4.2 Town Volunteers are covered under the Town's Liability Policy but are required to sign a
partial waiver of liability (TBD) for activities outside the course and scope of their volunteer
duties.
V. DAMAGE TO VOLUNTEER PROPERTY
If a Volunteer's personal property is damaged while the Volunteer is serving in authorized
volunteer status, the Department shall investigate the incident and report on whether the damage
occurred while in connection with the performed duties. The Town has liability insurance
coverage to protect employees and other covered persons in the area of Personal Injury Liability
and Property Damage Liability. Volunteers and members of any other committees, boards or
commissions are considered covered persons under this liability insurance coverage while acting
for or on behalf of the Town and within the course and scope of their involvement. Certain
exclusions apply.
VI. DRIVING
6.1 Volunteers are not allowed to operate Town vehicles and may need to drive their own
vehicle or ride with another volunteer to reach the project site. Volunteers should operate their
vehicle on Town property appropriately by complying with all laws. As passengers, Volunteers
should not distract drivers, throw anything from the vehicle, damage interior or exterior
condition of driver's vehicles, or cause a disruption.
6.2 Volunteers operating their private vehicles must be insured as required by New York
State law. Volunteer's auto insurance will be considered primary coverage. Procedures shall be
developed by departments to assure that liability insurance coverage is maintained uninterrupted.
VII. BACKGROUND VERIFICATION CHECKS
Each Department shall indicate whether the volunteer position requires any of the following
checks: criminal background check, driver's license record, and/or reference check. The
requested checks will be conducted by the Town of Wappinger Office of the Supervisor prior to
the volunteer beginning work at a Department. No Volunteer whose position requires any of
these checks will be allowed to volunteer until all required checks are complete.
a. Criminal/Background Checks. Criminal/background checks are required for volunteers
who will be working with children or the elderly. A volunteer's application shall be DENIED
if any check reveals that the applicant has been convicted of any crime.
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b. Driver's License Record. A driver's license check will be completed for any volunteer
who will use his/her own vehicle in the scope of volunteer activities, including driving to/from
retail stores.
VIII. COMPUTER USAGE
8.1 Computers,peripheral equipment(printers, faxes, modems, etc.) and other devices
attached to a PC may provided by the Town and are Town-owned resources which should be
used for Town business with which a volunteer may have access. Except in certain
circumstances, all information transmitted or stored on Town equipment is public and subject to
disclosure by law.
8.2 Volunteers are prohibited from storing any personal information on Town-owned
computer equipment. Volunteers are not authorized to modify installed software on Town-owned
computers or install new software for any reason.
IX EXPENDITURES
Volunteers are NOT authorized to incur any expenditure on behalf of the Town or to enter into
any contracts on behalf of the Town.
X. TERMINATION OF SERVICE
A volunteer's service may be terminated at any time for any reason or no reason by the Town
Supervisor or his designee.
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