Resolution - 2019 - 19-27 - Volunteer & Intern Policy - 12/10/2019 RESOLUTION NO. 19-27
A RESOLUTION OF THE CITY OF EAGLE, IDAHO ADOPTING THE
CITY OF EAGLE VOLUNTEER& INTERN POLICY AND PROVIDING
AN EFFECTIVE DATE.
WHEREAS, The City of Eagle, Idaho ("City") wishes to establish a Volunteer& Intern
Policy for promoting volunteers and interns;
WHEREAS, The City of Eagle's Volunteer & Intern Policy is intended to be a working
document for purposes of clarifying the general nature of volunteering and internship for
the City of Eagle;
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Eagle,
Idaho, that this Volunteer& Intern Policy shall take effect and be in force upon adoption
of the Eagle City Council. This Volunteer& Intern Policy shall repeal, supersede, and
take precedence over any and all other volunteer and intern policies of the City of Eagle.
This Resolution shall be in full force and take effect upon adoption and approval by the
City Council of the City of Eagle.
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Adopted and approved bythe Eagle CityCouncil on this day
a of December 2019.
CITY OF EAGLE
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STAN RIDGEWAY
MAYOR
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Resolution No. 19-2
Page 11
CITY OF EAGLE
VOLUNTEER& INTERN POLICY
The City of Eagle would like to thank you for offering your time and energy to interning and
volunteering.
Volunteers and interns a very important part of the City as they contribute time, energy and
service to the City, which the City acknowledges and supports as a valuable resource.
Volunteers and interns are also liaisons to the community, and by their contributions, are
advocates for quality service.
Volunteers and interns help the City meet its commitments to providing quality service to the
public by enhancing,rather than replacing, adequate staffing levels. Volunteers and interns also
aid in making the best use of its fiscal resources.
This Volunteer & Intern Policy and its contents supersedes and replaces all previous policies,
except as otherwise provided herein, and any representations made prior to its issuance, whether
such were verbal or written, implied or expressed, or otherwise stated/given, even if such prior
representation covered areas not addressed in this Volunteer& Intern Policy.
When the City of Eagle("City")is referenced in this Volunteer&Intern Policy("Policy")it means
all Departments of the City of Eagle.
This Volunteer& Intern Policy is written to provide overall guidance and direction to City staff,
interns and volunteers.
A"Volunteer/Intern"is an individual or group of individuals who provides their time, talent and
abilities to performs tasks at the direction and on behalf of the City, who serve without
compensation or expectation of compensation.
The City does not recognize"paid volunteers or interns".
Volunteers and interns work status is"AT WILL" and the City has the right to terminate the
volunteers and interns at any time, for any reason.
Volunteers and interns shall not be considered "employees"of the City. These policies do not
constitute, either implicitly or explicitly, a binding contractual or personnel agreement.
This is not an employment relationship and the volunteers and interns are under no obligation to
provide time, duties or resources, other than what they choose to freely provide.
The Mayor and the City Council reserve the exclusive right to change any of these policies at
any time and to expect adherence to the changed policy.
Sound policies, procedures and processes are necessary to support interning and volunteering
along with protecting the safety and welfare of all concerned.
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Purpose:
The purpose of the City of Eagle's Volunteer& Intern Policy is:
• To establish a Volunteer& Intern Policy for promoting interns, volunteerism and
connecting volunteers and interns with community groups and organizations and
with various service opportunities within the City.
• To recognize and promote the substantial and ongoing contributions made by
volunteers and interns to improve the quality of life of our citizens and visitors.
• To help effectively engage interns and volunteers to meet the City's visions,
missions and values.
• This Policy establishes the expectations for a productive relationship.
Right to Reject Services
The City reserves the right to limit the use of volunteers and interns, adjust the hours of any
volunteer or intern and to reject services, in its sole discretion deems fit, in order to best achieve
the City's public purpose and policy.
Grounds for rejecting services may include,but are not limited to:
• Unsatisfactory background check
• Gross misconduct or insubordination
• Being under the influence of alcohol or drugs
• Theft of City and Library property
• Misuse of City equipment or materials
• Mistreatment of the public or co-workers
• Failure to abide by the City and Library policies and procedures,
• Failure to meet the standards of performance relating to the
essential functions of the intern/volunteer position
• Failure to satisfactorily perform assigned tasks and duties
Recruitment& Management of Volunteers and Interns
Recruitment Process:
The volunteer and intern recruitment processes are intended to be open and to allow equal access
to volunteers and intern's opportunities. Volunteers and interns must meet the qualification
established for the position and must be able to perform the specified duties.
What interns and volunteers can expect from the City:
• Provide a scope of responsibilities and authorization for the tasks assigned if
appropriate or required.
• Provide appropriate workspace, including consideration for disabilities.
• Provide necessary information about the workplace, the City's missions and
program goals needed to carry out assignments.
• Treat volunteers and interns with courtesy and respect.
• Respect the value of the intern and volunteer's time by providing work that best
matches their interests, talents and skills.
• Be receptive to suggestions and comments from interns and volunteers.
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• Respond promptly to any complaints that are brought to the attention of a
Volunteer and Intern Supervisor, Department Supervisor or the Mayor.
Volunteer and interns' talents, experience, availability and interests will be considered in
placement and job assignments.
The placement of volunteers and interns is at the discretion of the Mayor, as appropriate.
Minors:
Volunteers or interns under the age of eighteen(18)must have their parent or legal guardian
complete and submit a Minor Volunteer Consent &Release Agreement to volunteer or intern for
the City.
Volunteers or interns thirteen(13) of age and under must be accompanied by a parent or legal
guardian during their service.
Volunteers or interns fourteen(14) or older may provide service without the presence of a parent
or legal guardian.
Volunteers who are minors may only work during non-school hours during times of the year
when school is in session, unless a written release giving the consent of their school or home
school is obtained.
Volunteers who are minors are not allowed to operate power tools, machinery or City vehicles.
Application Process and Background Check
All potential adult and minor volunteers and interns for the City must complete a
Volunteer/Intern Application form and a Volunteer/Interns Consent to Background Check form.
If a parent or legal guardian wishes for their minor child to volunteer or intern for the City, they
must complete and submit a Volunteer/Intern Application form and a Minor Volunteer/Intern
Release of Liability Contract.
Background checks will not be required for volunteers or interns under the age of eighteen(18).
The City accepts volunteers or interns requiring Court Ordered Community Service at the
discretion of the Mayor,the Library Director and the Department Supervisors. Court Ordered
Community Service volunteers and interns are required to be interviewed by the Mayor, the
Library Director and the Department Supervisor,prior to being accepted for service.
Volunteers and interns are covered by the City's Worker's Compensation Insurance.
All information submitted to the City will be kept strictly confidential in accordance with state
and federal laws.
Background Check:
The City requires that all adults eighteen(18) years or older,wishing to volunteer or intern are
required to submit to a criminal background check.
Compliance with this Policy shall be a condition precedent to volunteering or interning.
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Application Forms:
Volunteer application forms are available at Eagle City Hall or may be completed online.
All of the below forms must be completed, signed and returned to the Personnel Department
before any volunteer or intern duties can commence.
Volunteer/Intern Application: This form collects information of the volunteer of
intern applicant. All volunteers or interns are required to be specifically approved in
writing prior to engaging in volunteer or intern duties.
Volunteer/Intern Consent to Back.round Check: This form authorizes the City
and or the Library, to perform a background check. All information collected is kept
confidential as provided by law.
Volunteer/Intern Release of Liability Contract: This form is filled out if the
volunteer or intern applicant is over the age of eighteen(18) years of age.
Minor Volunteer/Intern Release of Liability Contract: This form is only filled out
if the volunteer or intern applicant is under the age of eighteen(18) years of age. This
from must be filled out on behalf of a minor by their parent or legal guardian.
Volunteers or interns under the age of thirteen (13) must be supervised by a parent or
legal guardian,who must also submit a Volunteer/Intern Application form.
Volunteer/Intern Use of Vehicle Policy: This form is only filled out if the volunteer
or intern applicant will be driving a City vehicle. A copy of the Volunteer/Intern's
driver's license and proof of insurance must be attached to this Policy.
Procedure:
All volunteers and interns age eighteen(18) and older must have a statewide background check
performed by the City or the Library.
Criminal background checks must be performed prior to the volunteer or intern being assigned
any duties or responsibilities in accordance with the provisions of this Policy.
All background search information shall be given to the Personnel Department. The background
information regarding volunteers and interns is confidential and such information shall be
maintained in accordance with applicable laws.
All forms listed in the Application Forms of this Policy must be filled out and returned to the
City Clerk's Office.
If a volunteer or intern who plans on volunteering or interning for a specific event or project, this
information must be submitted at least two (2)weeks prior to the date of the event or project in
order to qualify the volunteer/intern for work on said event/project.
Volunteers and interns maybe interviewed to determine their interests and levels of experience.
Volunteer talents, experience, availability and interests will be considered in placement and job
assignments.
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Guidelines:
Volunteers and interns are bound by the rules contained in this Volunteer and Intern Policy,
especially those pertaining to privacy and confidentially. Volunteers and interns may not staff
public service desks nor use staff computers. Likewise, volunteers or interns may not access
personal City.
Volunteers and Interns are recognized by the public as representatives of the City and the Library
and shall be guided by the same work and behavior codes as City employees.
Volunteers and interns are covered by the City of Eagle Worker's Compensation Insurance.
Volunteers and interns maybe asked to work on projects that are supportive of staff efforts. Not
all volunteer or intern opportunities are available at all times.
Volunteers and interns must record their hours of service in a"Volunteer Sign In & Sign Out
Log".
Grounds for Disqualification/Dismissal:
Any individual convicted of a felony or crime of moral turpitude, or other offenses determined
relevant by the Mayor or the Department Supervisor shall be disqualified from volunteering or
interning for the purpose of this Policy.
If a volunteer or intern is determined eligible to work for the City and is later arrested, indicted,
have charges pending or convicted of a crime, they are required to notify the Volunteer or Interns
Supervisor, the Department Supervisor, the Mayor or the Personnel Department.
The volunteer or intern will be immediately removed from their position until final adjudication
of their case.
Failure to notify the City, arrests, indictment, pending criminal charges or convictions will result
in the volunteer or intern being immediately removed from all their duties and will be ineligible
for volunteering or interning for a minimum of twelve(12)months beginning on the date the
failure to notify was discovered.
Volunteer and interns who do not adhere to the rules, policies and regulations of the City, or fail
to perform their assignments satisfactorily, as determined by the Volunteer/Intern Supervisor, the
Department Supervisor or the Mayor, are subject to dismissal.
A volunteer or intern maybe dismissed at any time. The City reserves the right to request that a
volunteer or intern leave immediately if circumstances warrant such action.
Volunteer/Intern Behavior and Conduct
Volunteer/Intern Code of Conduct:
As a Volunteer or Intern I will:
• Read and follow the Volunteer/Intern Policy.
• Report on time and as scheduled
• Practice safety at all times.
• Perform only those assigned tasks that are within my physical capability and will
not undertake any tasks that are beyond my physical capability.
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• Neither undertake the operation for use of City Vehicles, equipment or tools, with
which I am not familiar, have not been trained to use in a proper and safe manner
and for which I have not received specific authorization to use from the
Volunteer/Intern Supervisor and/or the Department Supervisor.
• Observe all safety rules and use provided safety equipment in the performance of
my assigned tasks.
• Treat everyone with respect,patience, integrity, courtesy and dignity.
• Not use profanity or make humiliating,ridiculing, threatening or degrading
statements.
• Return all City or Library equipment and identification upon request or at end of
assignment.
• Keep confidential or sensitive information confidential.
• Refrain from activity outside of the assigned course and scope.
Attendance and Punctuality:
Volunteers and interns are expected to always be prompt and on time in reporting for their
assignment. When unforeseen circumstances arise, itis up to the volunteer or intern to notify
their Volunteer/Intern Supervisor or the Department Supervisor about being late or to give
advance notice of the need to be excused.
Failure to appear or to notify their Volunteer/Intern Supervisor or Department Supervisor about
missing a shift may result in dismissal from the volunteer and intern program.
Confidentiality:
Private, sensitive or confidential information discussed or handled within the course of a
volunteer or interns' assignment must be kept strictly confidential and isnot to be shared.
Any question about what information is appropriate to release or discuss should be
communicated between the volunteer or intern,their Volunteer/Intern Supervisor or the
Department Supervisor.
Volunteers and interns are required to uphold this Policy.
Community Relations:
Volunteers and interns act as ambassadors for the City and shall conduct business with City and
the public in a friendly and courteous manner.
If the volunteer or intern is unsure how to answer a question from a member of the public, they
should consult with their Volunteer/Intern Supervisor or the Department Supervisor before
answering.
Dress Policy:
Volunteers and interns' attire must be clean and non-offensive and not interfere with personal
safety in the work environment.
For safety reasons, a stricter dress policy maybe enforced for specific duties as assigned.
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Safety:
Volunteers and interns should be alert at all times, following safety precautions and aware of
hazards. Unsafe conditions should be reported to their Volunteer/Intern Supervisor or the
Department Supervisor immediately.
Alcohol& Drug Free Workplace:
Any volunteer or intern who uses,brings,possess oris suspected of being under the influence of
alcohol or any form of narcotic, drug or hallucinogen, except prescribed drugs and under the
direction of a physician, is subject to immediate dismissal.
In addition, any volunteer or intern who transfers, sells or attempts to sell drugs on City property
or while on City business, at any time, is subject to immediate dismissal and possible criminal
charges under applicable laws.
Harassment:
All volunteers and interns have a right to work in an environment free from all forms of
discrimination and conduct that can be considered harassing, coercive or disruptive.
Consistent with the City's respect for the rights and dignity of each volunteer and intern,
harassment based on race, color,religion, sex, national origin, age, disability or any
characteristic protected by law, will not be sanctioned or tolerated.
Furthermore, any volunteer or intern witnessing acts of harassment or discrimination, should
immediately report it to their Volunteer/Intern Supervisor or the Department Supervisor.
Personal Use of City and Library Property:
Personal use of City property by volunteers and interns is not allowed and may result in
dismissal. Personal use includes,but is not limited to,borrowing power tools and hand tools,
equipment, supplies, City vehicles, trailers, generators,books and unauthorized duplication of
City keys.
Theft/Property Loss:
Theft of any kind will not be tolerated and is grounds for dismissal. Removal of City property
for personal use is considered to be unauthorized use of or the taking of City property. The
crime of theft is subject to prosecution.
City Employees as Volunteers
City employees may serve as volunteers for the City. This voluntary service by City employees
is accepted,provided the volunteer service is:
• Provided totally without a coercive nature
• Involves tasks which are outside the scope of normal employee duties
• Time is provided outside the usual working hours
Additionally, the City supports its employees in volunteering with other community
organizations, outside of normal work hours.
Adherence To All Laws and Rules
All volunteers and interns shall adhere to all application federal, state and City rules and
regulations.
END OF POLICY
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