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3964-Volunteer HandbookRESOLUTION NO. 3964 A RESOLUTION OF THE CITY OF MOSES LAKE, WA ESTABLISHING A VOLUNTEER HANDBOOK POLICY Recitals: 1. The City’s volunteer program is designed to promote the spirit of partnership and increase interaction with citizens, community organizations, and local businesses. 2. The policies have been recommended by the City Manager to provide overall guidance and direction to have well-informed volunteers. Resolved: 1. The attached Volunteer Handbook (Exhibit A) is ADOPTED by the City Council on October 24, 2023. ________________________________________ Don Myers, Mayor ATTEST: _________________________________________ Debbie Burke, City Clerk Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 1 of 22 PER.02.03 Page 1 of 21 Issued: 10/2023 Revised: 10/2023 VOLUNTEER HANDBOOK CITY OF MOSES LAKE Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 2 of 22 PER.02.03 Page 2 of 21 TABLE OF CONTENTS INTRODUCTION AND PURPOSE MISSION STATEMENT FUNDAMENTALS OF VOLUNTEERING VOLUNTEER EXPECTATIONS VOLUNTEER BEHAVIORS CUSTOMER SERVICE POLICIES & PROCEDURES Accident Prevention and Safety Substance Abuse Anit-Harassment Policy, Including Sexual Harassment City Property/Personal Possessions/Privacy Limitations Professional Appearance Acceptance of Gifts Smoke-Free Workplace Workplace Violence and Weapons Prohibition VOLUNTEER HOURS INDENTIFICATION RESIGNATION/TERMINATION RECEIPT OF VOLUNTEER HANDBOOK Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 3 of 22 PER.02.03 Page 3 of 21 INTRODUCTION AND PURPOSE The City of Moses Lake welcomes you as a volunteer and hopes your association with the City of Moses Lake will be a satisfying experience. Regardless of your contribution, you are making a dramatic difference in the lives of others by volunteering your time. By taking the time to participate in our programs, volunteers influence the future of the City of Moses Lake. In assisting staff with both daily tasks and new programs, volunteers enhance the levels of quality services the City of Moses Lake provides. We thank you for the time, devotion, and caring you are willing to share, and welcome you to the City of Moses Lake. The purpose of the volunteer handbook is to provide overall guidance and direction so that you will be an effective, well-informed volunteer. The policies outlined in the handbook are intended for guidance only, and do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. The City of Moses Lake reserves the right, at any time, to change/revise terms and conditions of voluntary service. As such, the contents of this handbook are subject to change in order to reflect those changes. Areas not specifically covered by the policies will be addressed by management. Copies of the City of Moses Lake Personnel Policies are located in the Human Resources Department (HR) as well as in all other departments. Ask your Supervisor if you want to refer to these policies. The City of Moses Lake also reserves the right to utilize, or not utilize, the services of volunteers. Volunteers are not considered to be City of Moses Lake employees and being a volunteer is not a guarantee of later employment with the City of Moses Lake. Please feel free to contact management and/or the Volunteer Coordinator for additional information. MISSION STATEMENT The City of Moses Lake Volunteer Program is designed to promote the spirit of partnership and increase interaction with citizens, community organizations and local business. In doing so, the City of Moses Lake wants to enhance its existing service offerings and/or expand them through the use of volunteer expertise as well as bring the many diverse populations of the community together to achieve a stronger, more connected community. FUNDAMENTALS OF VOLUNTEERING Attitude A volunteer needs to be open minded, willing to be trained, and able to accept direction and supervision. At the same time, the City of Moses Lake encourages volunteers to ask questions regarding policies, practices, or procedures. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 4 of 22 PER.02.03 Page 4 of 21 Dependability and Reliability The dependability of a volunteer is extremely important. It is the volunteer’s responsibility to notify their Volunteer Supervisor if unable to volunteer at an appointed time, or if there are other factors that may affect the volunteer’s performance. Communication A volunteer not only serves the needs of the City of Moses Lake and the public in an important way, but also provides a vital link between the organization and the community. Communication is an essential element to a successful program. Both volunteers and the Volunteer Supervisor are encouraged to share questions, comments, and concerns that may arise in a positive, constructive manner. Responsibility Volunteers represent the City of Moses Lake to the citizens. As a volunteer affiliated with the City of Moses Lake you will be seen as a visible extension of our paid staff to citizens we serve. While most City of Moses Lake business is considered public information, certain information is confidential. Volunteers will not discuss or disseminate any confidential information that the volunteer may have knowledge of. It is vital that volunteers uphold the high professional standard that the public expects in order to maintain the City of Moses Lake’s reputation of integrity, professionalism, and trust. VOLUNTEER EXPECTATIONS The following rules must be followed while volunteering for the City of Moses Lake: 1. Volunteers shall obey all applicable City, County, State and Federal laws. 2. Volunteers shall sign a volunteer agreement 3. Volunteers shall not commit any acts nor fail to perform any acts which constitute a violation of any of the policies, procedures, guidelines, or directives of the City of Moses Lake, whether stated in this volunteer handbook and/or in the City of Moses Lake Personnel Policies. 4. Volunteers shall promptly comply with any lawful orders of supervisors. 5. Volunteers shall conduct themselves in a manner as to reflect most favorably on the City of Moses Lake. Volunteers shall not engage in any conduct which is unbecoming of persons associated with the City of Moses Lake. 6. While on duty, the volunteer will not use his or her volunteer status to obtain any goods, products or services. 7. Volunteers shall not solicit or accept any gift or gratuity from any person, business or organization for the benefit of the volunteer, City of Moses Lake or others if it may reasonably be inferred that the person, business or organization: (a) seeks to influence action of an official nature; (b) seeks to affect the performance or non-performance of an official duty (c) has an interest which may be affected directly or indirectly by the performance of the volunteer's duty; or (d) creates an appearance of fairness issue. 8. Volunteers shall not use their official position or official identification for personal or financial gain to obtain privileges not otherwise available to them, or to avoid Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 5 of 22 PER.02.03 Page 5 of 21 consequences of illegal acts. Volunteer identification should only be used in the performance of volunteer duties. 9. Volunteers acting in an official capacity shall not recommend or suggest in any manner the employment or procurement of any particular product, or private, professional or commercial service. 10. Volunteers shall not possess or store alcoholic beverages or prescription drugs or substances in any City of Moses Lake vehicle or facility that affect one’s ability to function in the volunteer’s capacity. Volunteers shall not report for duty while under the influence of alcohol or drugs, including medications that may cause drowsiness or affect one’s ability to perform assigned duties. VOLUNTEER BEHAVIORS Volunteers are governed by the same rules of behavior that govern paid City of Moses Lake staff. Inappropriate behavior may be cause for termination from the City of Moses Lake volunteer program. Inappropriate behaviors include but are not limited to: 1. Unauthorized absence and/or repeated tardiness 2. Intoxication and/or drinking alcoholic beverages or use or under the influence of narcotics or drugs on the premises or at any time while providing volunteer service 3. Dishonesty or theft 4. Unprofessional behavior towards customers, employees, or other volunteers 5. Unwillingness to comply with City of Moses Lake or departmental standards or volunteer position expectations 6. Falsification of records 7. Insubordination 8. Divulging confidential information 9. Damaging, defacing, or deliberately mishandling City of Moses Lake equipment, property, or supplies 10. Sleeping while on duty 11. Failing to report an injury, incident, or accident concerning an employee, customer, volunteer or any person within the Agency or on City of Moses Lake property 12. Carrying prohibited weapons on City of Moses Lake property 13. Willful violation of City of Moses Lake policies, rules, or regulations CUSTOMER SERVICE Serving our customers is the number one priority of all City of Moses Lake volunteers and regular employees. Volunteers will be called upon to provide residents with the high quality customer service they have come to expect. It is important to keep in mind that ‘customer’ includes everyone the volunteer comes in contact with while representing the City of Moses Lake, including citizens, patrons, City of Moses Lake employes, contract employees, and representatives from other agencies and organizations. The City of Moses Lake is dedicated to Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 6 of 22 PER.02.03 Page 6 of 21 providing quality customer service and as part of our commitment to customer service, it is important to keep the following points in mind when serving customers: 1. Listen actively to determine the customer’s needs. 2. Always remain courteous, calm and professional. 3. Make an extra effort to help the customer solve his/her problem. POLICIES AND PROCEDURES ACCIDENT PREVENTION AND SAFETY It is the City’s intent to provide safe working conditions for its Volunteers. Every volunteer is responsible for maintaining a safe work environment and following city, state and federal safety policies. Volunteers shall promptly report all unsafe or potentially hazardous conditions to their supervisor. The City will make every effort to remedy problems as quickly as possible. The City encourages the promotion of accident prevention and safety education at regular department/division safety meetings. Volunteers in certain jobs or when performing certain tasks, operating equipment or as otherwise instructed, are required to use personal protective equipment provided by the City, such as safety vests/glasses, hearing protection, gloves and/or hard hats. Volunteers are prohibited from removing guards or other protective devices from machinery and equipment or in any way tampering with or disabling safety measures. Violations of safety requirements may result in discipline, up to and including termination. In case of an accident involving personal injury or damage to property, regardless of how minor or if a motor vehicle is involved in a collision of any kind, any involved volunteers shall immediately notify their supervisor or department director or designee. In any accident that results in serious property loss or bodily injury, it is the City’s policy to test the volunteer for drugs or alcohol use, to confirm that the use of drugs or alcohol was not a factor in the accident. In addition, no City volunteer is permitted to engage in conduct after an accident or injury occurs, that will negatively impact the City’s or law enforcement’s investigation of the accident. On the Job Employee Injuries: When an on-the-job injury occurs, volunteers are to report to their immediate supervisor each injury or illness regardless of the degree of severity. As soon as possible after an accident or occupational illness is discovered, the volunteer must complete the City’s online Incident Report form and notify the Human Resources Department within twenty-four (24) hours that the form was submitted. If applicable, the volunteer is responsible for completing the Washington State Labor and Industries claim form. Supervisors are required to complete the supervisor portion of the accident report form. Should the injury require attention beyond basic first aid, the volunteer should have his or her treating physician complete the applicable portion of the Washington State Labor and Industries Claim form. The injured volunteer’s Department Director or designee shall immediately forward the original completed time loss certification to Human Resources. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 7 of 22 PER.02.03 Page 7 of 21 Accidents/Incidents: Volunteers shall report any work-related accidents involving a third-party personal injury and/or damage to public/private property or equipment, regardless of how minor, to their immediate supervisor, Department Director and Human Resources. Such report shall be made as soon as possible, but in no event later than one (1) hour following such accident. So that an accident may be timely reported, the initial report may be given verbally. As soon as possible, the volunteer must complete the City’s online Incident Report form and, unless the volunteer is medically unable to, no later than twenty-four (24) hours following the accident, or sooner if required by the employee’s Department Director or Human Resources. Volunteers shall compile any reports requested by their supervisor, Department Director and/or Human Resources. In the case of a vehicular accident, the volunteer shall immediately notify the law enforcement agency having jurisdiction, which shall determine whether or not an accident investigation and/or police incident report is necessary. If required, a State Motor Vehicle Collision Report shall be completed by the volunteer. Bloodborne Pathogens: Since being exposed to a bloodborne pathogen may lead to sicknesses (such as hepatitis or HIV), and because the City wishes to assure its volunteers a safe and healthy work environment, it is the policy of the City to comply with all statutory obligations for the prevention of exposure to bloodborne pathogens. SUBSTANCE ABUSE NON-DOT REGULATED POSITIONS This policy applies to every person in the performance of non-DOT regulated positions. No volunteer may use, possess, manufacture, distribute, promote or sell alcohol, any drug or drug paraphernalia while performing work for the City or while on City property or in a City vehicle. No volunteer may report to work, remain on duty, or perform any City business while impaired by or under the influence of any drug or alcohol. No volunteer may use City property or the volunteer’s position to make or engage in the selling, dispensing, transporting, distributing, manufacturing, compounding, or promoting of alcohol of drugs. The use of prescribed or over-the-counter drugs or possession incident to such use is not prohibited by this policy if the drug has been legally obtained and is being used for the purpose for which it was prescribed or manufactured; and the drug is being used by the person for whom it was prescribed at the dosage prescribed or authorized; and the use of the drug is not inconsistent with the safe and efficient performance of the volunteer's duties. It is the volunteer's responsibility to determine from his/her licensed practitioner, physician, or dentist whether the prescribed drug would impair their ability to perform the essential functions of their position. See below regarding reporting requirements. Regardless of State Laws on recreational and medical marijuana use, marijuana (THC) is a schedule I prohibited substance as defined by the United States Drug Enforcement Agency and is a banned substance under this policy. A positive marijuana test is a violation of this policy. A violation of this policy shall result in disciplinary action that may include termination. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 8 of 22 PER.02.03 Page 8 of 21 REPORTING REQUIREMENTS In accordance with the Drug Free Workplace Act of 1988, a volunteer who is convicted of any federal or state criminal drug statute for violation occurring in the workplace shall notify the Human Resources Department of the conviction no later than five (5) days after such conviction. The volunteer is required to immediately notify his or her supervisor of the use of any prescription medication that may affect the ability to perform duties safely and/or efficiently. The City may determine that such use is inconsistent with the City’s policy to maintain a safe workplace and direct the volunteer to stay home until able to safely perform their job. It is the responsibility of the volunteer to advise his/her treatment provider of the duties he/she is required to perform to determine the best form of treatment for the volunteer and any available alternatives. ANTI-HARASSMENT POLICY, INCLUDING SEXUAL HARASSMENT The City of Moses Lake is committed to ensuring that the practices and conduct of all its volunteers comply with the requirements of federal and state laws against unlawful harassment, discrimination, and retaliation. It is the policy of the City of Moses Lake that all volunteers have the right to work in an environment free from unlawful harassment based upon being in the protected class status. Any unlawful harassment of volunteers in the workplace, whether by coworkers, supervisors or third parties, will not be tolerated by the City of Moses Lake. For the purpose of this policy, “sexual harassment” is unwelcome behavior of a sexual nature that affects terms and conditions of employment. Sexual harassment includes: 1. Sexual advances and other verbal or physical conduct where submission to the advances or conduct is made a term or condition of employment or is used as the basis for employment decisions, and 2. Unwelcome verbal or physical conduct of a sexual nature, or motivated by a person’s gender, that interferes with an employee’s work or creates a hostile, intimidating, or offensive work environment. Some examples of behavior that could constitute or contribute to sexual harassment include but are not limited to: 1. Unwelcome or unwanted flirtations, propositions, or advances. This includes patting, pinching, brushing up against, hugging, cornering, kissing, fondling, putting one’s arm around another, or any other similar physical contact considered unacceptable by another individual. 2. Requests or demands for sexual favors. This includes subtle or blatant expectations, pressures, or requests for any type of sexual favor accompanied by an implied or stated promise of preferential treatment or negative consequences concerning an individual’s employment. 3. Verbal abuse or kidding that is sexual in nature and considered unacceptable by another individual. This includes comments about an individual’s body or appearance when such comments go beyond an isolated innocuous compliment; off-color jokes or offensive language; Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 9 of 22 PER.02.03 Page 9 of 21 or any other tasteless, sexual comments, innuendoes, or offensive actions, including leering, whistling, or gesturing. 4. Participation in fostering a work environment that is generally intimidating, hostile, or offensive because of unwelcome or unwanted sexual in nature conversation, office décor, suggestions, requests, demands, physical contacts, or attention. For the purpose of this policy, “other harassment” (nonsexual) is defined as verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of such individual’s protected status or characteristics such as his/her race, color, religion, gender, national origin, age, marital status, military status, sexual orientation, gender identity, genetic information, disability or any other status that is protected that: 1. Has the purpose or effect of creating an intimidating, hostile, or offensive work environment. 2. Has the purpose or effect of unreasonably interfering with an individual’s work or performance; or 3. Otherwise adversely affects an individual’s employment opportunities. All issues noted above may constitute harassment whether taken place on or off duty if it has an impact on the work environment. Some examples of behavior that could constitute or contribute to harassment include but are not limited to: using epithets, slurs, or negative stereotypes; threatening, intimidating, or engaging in hostile acts that relate to protected status or characteristics such as those referred to above; jokes or pranks that refer to or denigrate a protected status; or placing on walls, bulletin boards, or elsewhere on the work premises or circulating in the workplace written, electronically transmitted, or graphic material that denigrates or shows hostility or aversion toward a person or group because of a protected characteristic. COMPLAINT PROCESS A volunteer who feels harassed should immediately tell the offending individual how they feel and ask them to stop. If that does not work or if the volunteer is uncomfortable confronting the offending individual, the volunteer should report the incident promptly. A complaint can be made verbally or in writing to the Human Resources Director. In the alternative, as the volunteer may wish, the complaint may be brought to the attention of the City Manager or City Attorney. If a volunteer brings the complaint to the attention of another supervisor or manager, the supervisor or manager is obligated to report the complaint in compliance with this policy. A harassment complaint will be handled as follows: 1. Every complaint is to be reported promptly either by the complainant or by the person receiving the complaint. If reported verbally, the person taking the complaint should produce a written statement for the complainant to review and sign. 2. The complaint will be promptly investigated. Choice of investigator, level of formality, and the procedures used in the investigation may vary, depending upon the nature of the Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 10 of 22 PER.02.03 Page 10 of 21 allegations and full circumstances of the situation, including the context in which the alleged incidents occurred. 3. Confidentiality will be maintained throughout the investigatory process to the extent practical and consistent with law and the City’s need to undertake a full investigation. 4. There shall be no retaliation by the City, its officers, elected officials, supervisors, or other employees toward any volunteer bringing a complaint in good faith or cooperating with the investigation of a harassment complaint. 5. Where the investigation confirms the allegations, the City will take prompt corrective action and, where appropriate, discipline the offending individual, up to and including termination. The complainant and accused will be informed of the outcome of the investigation. 6. Volunteers who bring false complaints may be subject to discipline only if the investigation reveals the complaint was made in bad faith (i.e., statements that were known to be false at the time they were made). The Human Resources Director shall be responsible for disseminating information on the City of Moses Lake Policy against unlawful workplace harassment, developing training programs for volunteers, employees and supervisors, and guidelines for preventing sexual or other forms of harassment, and for investigating and resolving allegations of harassment. All officers, supervisors, and managers (generally, “supervisors”) are assigned responsibility for implementing this policy, ensuring compliance with and knowledge of its terms, and for taking immediate and appropriate corrective action in coordination with the Human Resources Director, if they witness or receive notice of inappropriate behavior or receive a complaint. Supervisors must open and maintain channels of communication to permit employees to raise concerns of sexual or other workplace harassment without fear of retaliation, stop any observed harassment, and treat harassment matters with sensitivity, confidentiality, and objectivity. A supervisor’s failure to carry out these responsibilities may result in disciplinary action up to and including termination. NO RETALIATION The City strictly prohibits retaliation for raising a good faith complaint or participating in the investigatory process. Concerns of retaliation should be promptly reported to the Human Resources Director. If an investigation substantiates the complaint, the accused will be subject to disciplinary action, up to and including termination. CITY PROPERTY / PERSONAL POSSESSIONS / PRIVACY LIMITATIONS The City may furnish desks, closets and/or lockers for security of volunteer coats, purses and other personal possessions. The City does not, however, assume responsibility for any theft or damage to the personal belongings of volunteers. Volunteers should have no expectation of privacy when using such or any other City property. The City regards desks, closets, lockers, workspaces, computers, file cabinets and files, city vehicles, furniture and other City property, as well as data, programs, communications, messages Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 11 of 22 PER.02.03 Page 11 of 21 and other property created on, acquired by, developed for or located in any City facility or equipment, either in printed or digital format, as City property. The City reserves the right to search the same, including any personal possessions contained in them when it determines that there is a security, health, or other appropriate reason to do so. Such reasons may include, without limitation, the following: the need to locate City property; health or safety concerns; reasonable suspicion of misconduct; termination of volunteer; or for other business-related purposes. The City reserves the right to review the contents of any document or communication, created or stored on a City computer or phone system, including electronic mail, text messaging, and voicemail. Volunteers do not have a reasonable expectation of privacy in these areas or in any other City work areas or when using City equipment. City owned property, equipment and services are to be used for the conduct of official business only. No City volunteer shall use or permit the use of City owned vehicles, equipment, materials, services, or property for personal convenience, profit, or gain. Use of City owned property or services by volunteers is restricted to such services as are available to the general public, including those for a charge. Any violation of this policy may result in disciplinary action. Examples of equipment and services NOT available for general use by the public, and therefore not available to volunteers for their personal use, include, but are not limited to, long-distance and cellular telephone calls, copier, fax, and other office machine uses; electronic mail, computers, vehicles, lawn equipment, office supplies, credit cards, construction, or maintenance equipment. PERSONAL PROPERTY The City recognizes that volunteers may need or want to bring personal property to work. The City permits volunteers to do so but asks its volunteers to refrain from bringing unnecessary or inappropriate personal property to the workplace. Any property that is not appropriate for the conduct of normal business, that may be disruptive to workflow, may pose a safety risk to employees or the public, or which violates the terms of any City policy may be considered unnecessary or inappropriate. It will be within the City’s sole discretion to determine whether certain personal property is unnecessary or inappropriate. The only personal property that a volunteer may be asked to use for City business is their personal vehicle. It is the volunteer’s responsibility to safeguard personal belongings. The City will not be liable for lost, damaged or stolen property of its volunteers and at no time will the City replace or reimburse a volunteer for personal property that a volunteer brings to the workplace. Volunteers are encouraged to exercise reasonable care to safeguard personal items brought to work. For example, volunteers should not bring valuables to work and should not leave personal items where they might be damaged or stolen. Improper or excessive use of personal property brought onto City property or worksites or during work hours (for example, the excessive or inappropriate use of personal cell phones for personal Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 12 of 22 PER.02.03 Page 12 of 21 phone calls, text-messaging, imaging or videotaping), may also result in disciplinary action, up to and including termination. WIRELESS COMMUNICATION DEVICES Wireless communications devices include, but are not limited to, cellular telephones, wireless handheld devices and pagers. The City reserves the right to monitor the use of all City-owned wireless devices to the extent they involve City business or are made during the volunteer’s scheduled work time. Reasonable precautions should be made to prevent equipment theft, vandalism, and improper use of wireless device equipment and services. At the time an electronic communication device is issued to an volunteer, the volunteer will be required to sign an Acknowledgement of Policy. Electronic communication device records are subject to public disclosure under the Public Records Act. This includes and an all voicemails, social media messaging, emails, text messages, call history and/or any other information stored on a City owned electronic communication device, regardless of whether stored in the device or in remote sites and/or with remote services. Electronic communication shall be business-related only, courteous and civil. Texts must not be used for expressing ill will or bias against individuals or groups. It should not contain obscenity, vulgarity, profanity, jokes, sarcasm, pornography, scantily clad images, or other non-business related material. Sexually explicit material, discussions, cursing and name calling are also not appropriate in a business communication. Electronic communication devices are not a secure method of communication. Discretion and reasonable precautions should be used at all times when making or receiving sensitive or confidential information. If volunteers choose to make long-distance personal telephone calls, calls must be charged to the volunteer’s home number or credit card. If volunteers choose to make personal photocopies, or send a personal fax, they will be required to pay the fee as outlined in the city’s adopted feed schedule. Such personal use must be limited to non-work time. A volunteer may not add, modify, or remove applications or other services on the electronic communications device. Only Information Technology is authorized to make any required modifications to the electronic communication device issue by the City. NETWORK USAGE The City's computer system is provided to assist volunteers to perform their jobs, share files, and communicate with each other internally and with outside individuals and organizations. The City's computer system is to be used primarily for City business purposes; occasional or incidental personal use is permitted within the guidelines below. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 13 of 22 PER.02.03 Page 13 of 21 All software, programs, applications, templates, data, data files, and web pages residing on City computer systems are the property of the City. The City retains the right to access, copy, modify, destroy, or delete this property. Data files containing confidential or sensitive data should be treated accordingly and should not be removed from the workplace without property authorization. By using the City’s technology resources, volunteers acknowledge and agree that they have no expectation of privacy or confidentiality with regard to the City in use of these systems or in any data that is created, stored, or transmitted on or over the systems, including any data created, stored, or transmitted during an employee’s incidental personal use of the technology resources permitted under this policy. Volunteers further agree that they are aware of, understand, and will comply with the provisions of this policy, and that the use of the technology resources can and will be monitored and any data that is created, stored, or transmitted on or over City systems may be inspected by, or at the request of, City management at any time. Volunteers should understand that certain email messages, other electronic communications, and documents created on City computer systems may be considered a public record subject to disclosure and/or subject to discovery in the event of litigation. The following uses of the City's systems are inappropriate and are prohibited at all times unless there is a legitimate business need. That need must be conveyed to, and the use authorized by, the volunteer’s department director in writing prior to such use. Inappropriate uses of the City systems include, but are not limited to: • Personal commercial use. • Accessing, receiving, or sending pornographic, sexually explicit or indecent materials including materials of a bawdy, risqué or coarse nature, or any other offensive or morally questionable materials. • Usage for any type of harassment or illegal discrimination including transmission of obscene, harassing, offensive or demeaning messages to any other individual. • Gambling. • Usage for any unethical activity that could adversely affect the City of Moses Lake. • Usage which precludes or hampers City network performance. • Unauthorized copying of copyrighted material. • Usage which violates software license agreements. • Transmission of sensitive or proprietary information to unauthorized persons or organizations. • Attempting to make unauthorized entry to other City systems or to other networks. • Connecting any personal device to a City device or system and downloading or copying City records to personal devices without authorization. • Recreational purposes, including the loading and playing of computer games or playing online games. • Sending anonymous messages and/or misrepresenting a volunteer’s name, position or job description. • Using profane, threatening, racist, sexist, or otherwise objectionable language in either public or private messages; or Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 14 of 22 PER.02.03 Page 14 of 21 • Usage that violates the guidelines set forth in the City’s personnel policies. Use of the City's computer system including email and Internet services is a privilege. Inappropriate use or violations of this policy may result in disciplinary action, up to and including termination. Anyone who suspects or observes a violation of these policies should immediately report to their supervisor, manager, or the Human Resources Director. Failure to do so may result in disciplinary action up to and including termination of employment. SOCIAL MEDIA The City of Moses Lake has several social media sites as a tool to supplement communications with the public. The official City of Moses Lake website will remain the City's primary source of internet communications and information. Departments must first obtain approval from the City Manager before creating a social media site. The City Manager will then coordinate with the Communications & Marketing Specialist to ensure that the social media sites are consistent with the City’s mission and communications strategy and with the IT Department to ensure proper back up records are maintained. Only employees designated by the City Manager, or his/her designee, are allowed to post information and monitor comments on social media sites on behalf of the City. AUTOMOBILE USAGE It is the City’s policy to provide vehicles for business use, to allow volunteers to drive on City business, to provide and require drivers to follow safety protocols, and to reimburse volunteers for business use of personal vehicles according to the guidelines below. The term “vehicle” as used in these guidelines includes, but is not limited to, cars, trucks, and vans. 1. Only volunteers 18 years old or older, possessing a valid driver license and meeting the driver approval standards may drive a vehicle on City business. 2. Volunteers may not operate any vehicle for City business without prior approval of their supervisor. Before approving a driver, and periodically throughout employment (at least every two years throughout employment when driving is an essential function of the job and at least annually for all CDL drivers), each supervisor shall verify the existence of a valid driver license (for CDL drivers, a copy of a current Abstract of Driving Record (ADR) is required). 3. Volunteers approved to drive on City business are required to inform their supervisor immediately of any changes that may affect either their legal or physical ability to drive or their continued insurability. Volunteers are not permitted, under any circumstances, to operate a City vehicle, or a personal vehicle for City business, when any physical or mental impairment causes the volunteer to be unable to drive safely. This prohibition includes, but is not limited to, circumstances in which the volunteer is temporarily unable to operate a vehicle safely or legally because of injury, illness, or medication. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 15 of 22 PER.02.03 Page 15 of 21 4. Volunteers who drive a vehicle on City business must, in addition to meeting approval requirements, exercise due diligence to drive safely and to maintain the security of the vehicle and its contents. 5. Volunteers are to attend driver training and vehicle orientation prior to operating a City vehicle. Periodic on-going driver training will also be provided. 6. Volunteers may use City vehicles for non-business purposes only with the approval of a supervisor. 7. Non-employee, non-business passengers are prohibited from riding in City vehicles without prior approval. Non-employee, non-business passengers are prohibited from riding in the volunteer’s personal vehicle, without prior approval, when the vehicle is being used for City business. All permitted passengers must read and sign a “Permission-to-ride Waiver”. 8. When no City vehicles are available, volunteers may use their own vehicles for business purposes with prior approval of a supervisor. Auto liability coverage follows the vehicle. Therefore, the volunteer’s personal auto insurance is primary, and WCIA’s liability coverage is excess. Volunteers who use a personal vehicle for approved business purposes will receive a mileage allowance equal to the Internal Revenue Service optional mileage allowance. This allowance is to compensate for the cost of gasoline, oil, depreciation, and insurance. Therefore, volunteers who operate personal vehicles for City business should obtain and maintain auto liability coverage for bodily injury and property damage and any other required coverage determined by the volunteer’s personal auto insurance agent or broker. 9. Every City vehicle should have an accident report form and WCIA proof of coverage card in the glove box. 10. All vehicle accidents involving City vehicles must be reported to the local authority immediately following the accident. Volunteers must report any accident, theft, or damage involving a City vehicle to their supervisor and Human Resources, regardless of the extent of damage or lack of injuries. Such reports must be made as soon as possible but no later than forty-eight (48) hours after the incident. Volunteers are expected to cooperate fully with authorities in the event of an accident. However, volunteers should avoid making voluntary statements regarding the accident; other than reply to questions of investigating officers. 11. The City has a zero-tolerance policy, prohibiting volunteers from operating a City vehicle or any personal vehicle, under any circumstances, when any physical or mental impairment causes the volunteer to be unable to drive safely. Additionally, volunteers shall not operate any City or personal vehicle at any time while under the influence of intoxicating liquor, marijuana, illegal drugs, or prescription or over-the-counter medications that may impair their ability to drive. Drivers must self-report if unable to operate a motor vehicle for any health or medication related reason. 12. Smoking (including vaping) is not allowed in City vehicles. 13. Volunteers are personally responsible for all tickets, citations, or infractions issued for moving violations or parking violations while using a City vehicle or a personal vehicle for City business. Except for parking violations, volunteers should advise their supervisor of any such tickets, citations, or infractions received. 14. Volunteers should obey all safety laws and regulations while operating a City vehicle or a personal vehicle on City business. This would include, but is not limited to, the proper use of seat belt, the prohibition of texting or e-mail when driving on City business. Drivers may only talk on the phone when necessary, if using a Bluetooth or other hands-free connection. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 16 of 22 PER.02.03 Page 16 of 21 PROFESSIONAL APPEARANCE Volunteers shall dress neatly and appropriately for the type of work engaged in and are expected to exhibit a professional appearance. A professional appearance is essential to a favorable impression with the public and good grooming and appropriate dress reflect volunteer pride and inspire confidence. • Volunteers shall be neat, clean, and well groomed. • Attention shall be given to appropriate work attire. Office volunteers shall dress appropriately for a business office. Suits, slacks, dresses, skirts, shirts, blouses, sweaters, and shoes shall be worn which are appropriate for public contact and the type of work performed. • Regardless of work environment, clothing shall be maintained in good condition and shall be neat, clean, and pressed. • Friday is designated as a business casual day. Attire on designated casual days should still be professional and appropriate. Jeans are allowed and must be clean, not faded, frayed, or torn. Shoes must be of a business casual nature. Volunteers will be allowed to wear suitable clothing with appropriate sports team logos on Fridays. • The City Manager may suspend casual Friday in his/her sole discretion with or without notice. • There may be additional days (wellness events, special events, etc.) that the City Manager may designate as a casual day. • Volunteers whose job duties include working outdoors may dress appropriately when working outdoors for weather conditions and type of work. Business casual as outlined in this policy is still required. Examples of inappropriate attire may include, but is not specifically limited to: • Apparel with logos that may be deemed offensive or inappropriate (inappropriate pictures, inappropriate verbiage) • Apparel that is too revealing, or otherwise draws excessive attention to one's self • Camouflage or jeans/pants below the waistline that show undergarments • Ragged or torn clothing of any kind • Athletic Apparel The City prohibits any facial piercings (except for a modest nose stud), tongue piercings, and ear gauges; they must be removed during the business day. Also, prohibited are tattoos above the collar bone, or any visible tattoos and/or jewelry that are offensive. "Offensive" tattoos or jewelry include, but are not limited to, any tattoo, decal or charm depicting nudity, violence, sexually explicit or vulgar art or words, or that is objectionable or demeaning to the image of the City. In general, if the City's harassment policy would prohibit the speaking of the words or display of the art in the workplace, then the tattoos or jewelry may not be visibly worn at work. Hair color should be worn in a businesslike manner so as not to distract fellow employees and the public while conducting the business of the City. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 17 of 22 PER.02.03 Page 17 of 21 Perfumes and colognes should not be excessive so as not to disturb fellow employees and the public who may be sensitive to fragrances. Supervisors/Managers should communicate their department's workplace attire and appearance guidelines to staff during the new volunteer orientation period and on an as-needed basis for volunteers needing additional guidance and/or correction. Any questions about the department's guidelines for attire should be discussed with the immediate supervisor or department head. Special requests or medical exceptions may be granted upon approval of the Department Director. The City will accommodate volunteers who require particular grooming or attire because of sincerely held religious beliefs; provided the accommodation does not create an undue hardship or violation of a safety practice. Volunteers seeking an accommodation should submit their request to their supervisor or department head. Volunteers are responsible for ensuring their personal appearance meets the guidelines set forth in this policy and is appropriate for work. Any volunteer who does not meet the standards will be required to take the specified corrective action, which may include being asked to go home and change clothing. Violation of this policy may result in disciplinary action, up to and including termination. Department Directors are responsible for oversight and enforcement of this policy in their respective departments and shall have full discretion to resolve matters within their departments, consistent with the guidance provided by the City Manager. ACCEPTANCE OF GIFTS No City volunteer shall solicit or accept, directly or indirectly, any gift, loan, favor, retainer, entertainment or other thing of monetary value from any person, firm, or corporation having dealings with the City when such acceptance would conflict, or create the appearance of a conflict, with the performance of the volunteer’s duties. Provided, this policy shall not prohibit: • Attendance at a hosted meal provided in conjunction with a meeting, seminar, conference, etc. which relates directly to City business, or which is attended as a staff representative. • An occasional non-money gift having a monetary value of $50.00 or less when the gift is offered without obligation or the appearance of obligation, per your department's policy. • An award publicly presented in recognition of public service. • Any gift which would have been offered or given to the volunteer regardless of City employment. Volunteers shall report the receipt of all gifts to their department head who will, in turn, report the gift to the City Manager. SMOKE-FREE WORKPLACE Volunteers shall not use or carry visibly, tobacco products, or electronic cigarettes in any City owned and/or operated facilities, vehicles, or work areas. The City may designate outdoor Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 18 of 22 PER.02.03 Page 18 of 21 smoking areas; provided that there will be no smoking or vaping within 25 feet of any entrances, exits, windows that open and ventilation intakes. Directors, managers, and supervisors have the responsibility for implementing and enforcing this use policy. WORKPLACE VIOLENCE AND WEAPONS PROHIBITION The City of Moses Lake will not tolerate nor condone violence, or the threat of violence, by or against any volunteer, employee, or citizen of the City of Moses Lake. All volunteers are responsible for refraining from participating in or precipitating violent or threatening actions of any kind. This type of behavior is unacceptable and contrary to the City of Moses Lake policy and will be subject to serious disciplinary action up to and including termination and possible criminal charges. Nor will the City of Moses Lake tolerate or condone bullying-type behavior which may result in discipline. Volunteers are responsible for notifying their supervisor as soon as an act of violence or the threat of violence is made. When acts of physical violence in the workplace are occurring, employees are responsible to call 911 immediately. The City will not tolerate any violence or threat of violence or the use of any object as a dangerous weapon. This includes, but is not limited to, any of the following conduct in or around the workplace, or otherwise related to employment: • Threatening or causing injury to a person. • Fighting or threatening to fight with another person. • Using or threatening to use a weapon while on City premises. • Damaging or threatening to damage property. • Using obscene or abusive language or gestures in a threatening manner. • Raising voices in a threatening manner. • Using body language in a threatening manner. • Because of the potential for misunderstanding, joking about any of the above misconduct is also prohibited. Possession or use of dangerous weapons is prohibited on City property or in a City vehicle. Possession includes location of a dangerous weapon on a volunteer’s person, work area, lunch box, desk, locker, purse, wallet, briefcase, backpack, clothing or any other location on City property or in a City vehicle not specifically mentioned herein. Exception to the above prohibitions of dangerous weapons include possession of a firearm on City property if a commissioned law enforcement officer. The City retains the right to search a volunteer’s work area, locker, desk, and seize any items deemed necessary. This includes, if necessary, a volunteer’s personal possessions such as a briefcase, purse, wallet, lunch box, backpack, clothing, or person. Only in compelling circumstances will the City search a volunteer’s person or clothing and the search will be conducted in as confidential manner as possible. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 19 of 22 PER.02.03 Page 19 of 21 The City will maintain confidentiality to persons lodging a complaint or concern as much as possible, understanding that all notifications of workplace violence require a full investigation. • The City will make every effort to protect the volunteer from retaliation for lodging a good faith complaint. • If a volunteer believes he/she is being threatened by the supervisor, the volunteer shall contact the department head immediately. • If a volunteer believes he/she is being threatened by the department head, or if the volunteer does not feel comfortable discussing the matter with the supervisor or department head, the volunteer shall contact the Human Resources Department immediately. In such cases, the Human Resources Department shall be the department to initiate an investigation. Volunteers who file false charges with malicious intent will be subject to potential discipline. After such complaint is filed and an investigation shows that the alleged violation or threat did occur, the department head or designee shall take appropriate action in accordance with the City’s policies. Any volunteer who obtains a court issued restraining order or anti-harassment order prohibiting another individual from contacting the volunteer at work should promptly notify his or her supervisor or director of the court’s issuance of the order. Any volunteer who reasonably believes that a situation with an aggressive employee, citizen, guest, contractor, vendor, or other party that may become violent, putting the volunteer or others in imminent danger, should promptly leave the work area and report the situation to his/her supervisor, Human Resources, or a department head. No disciplinary action will be taken against any volunteer who leaves a work area when the volunteer has a reasonable belief that an emerging situation with an aggressive person is likely to turn violent. The supervisor should take immediate action and contact Human Resources and a department head as soon as possible for the appropriate emergency response action (e.g., call 911). In the case of an Emergency, volunteers should promptly call 911. The timing and circumstances of possible return by volunteers to the area should be coordinated by management. The volunteer, supervisor, Human Resources, or department head will follow City procedures in response to such events, including incident reporting and appropriate action deemed necessary by management. All City security policies and rules must be adhered to at all times. To prevent inappropriate outsider access, facility security and access rules must be strictly followed. It is especially important that building security rules and procedures are specifically enforced at all times (e.g., doors locked after hours). Failure to comply with these requirements may lead to disciplinary action, up to and including discharge. VOLUNTEER HOURS Each department will have additional policies, procedures, and guidelines to follow depending upon individual assignments. Volunteer coordinators will cover information specific to the Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 20 of 22 PER.02.03 Page 20 of 21 particular assignment with the volunteer. Any questions related to policies, procedures, or volunteer assignments should be discussed with the Volunteer coordinator or Department Head. IDENTIFICATION The Human Resources Department (HR) will issue each volunteer a photo identification badge. While performing duties for the City of Moses Lake volunteers should wear the volunteer identification badge or carry the identification badge on their person. There are no exceptions to this rule. The identification badge should be worn on the outermost garment, in an easily visible manner, or carried on their person and available to be viewed when requested. Volunteers shall protect their badge and not reproduce or give it to anyone for any purpose. If the identification badge is lost, immediately report the loss to the volunteer supervisor. Volunteers shall furnish their name and show their identification badge to any person requesting this information when on duty or while representing the City of Moses Lake in any capacity. Volunteers are responsible for returning ID cards and/or card-key to the volunteer supervisor when ending volunteer status with the City of Moses Lake. RESIGNATION/TERMINATION Volunteer placements are made on a conditional basis. Either the City of Moses Lake or the volunteer may terminate the arrangement, at any time, if it is not agreeable or acceptable to either party and/or when the assignment has been completed. Volunteers are requested to give as much notice as possible if resigning from or interrupting the volunteer assignment for an extended period of time. Should a volunteer desire reassignment, he/she should notify his/her volunteer supervisor. Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 21 of 22 PER.02.03 Page 21 of 21 RECEIPT OF VOLUNTEER HANDBOOK I have received a copy of the Volunteer Handbook, which outlines the policies and procedures of the City of Moses Lake. I have read and understand the information in it and agree to abide by the policies while volunteering. The handbook does not constitute a contractual arrangement or agreement between the City of Moses Lake and its volunteers of any kind including, but not limited to, the terms and conditions of volunteering. The City of Moses Lake reserves the right to utilize, or not utilize, the services of volunteers. I understand that it is my responsibility to secure information from my supervisor if I have questions or concerns about any of the information outlined in this Volunteer Handbook. I understand that these policies and procedures are continually evaluated and may be amended, modified or terminated at any time and at the sole discretion of the City of Moses Lake with or without notice. __________________________ Print Name __________________________ Signature of Volunteer Date __________________________ Assigned Department Volunteer Program for City of Moses Lake Document Ref: N4W9X-GSTBD-WEW97-KE5YA Page 22 of 22 Signature Certificate Reference number: N4W9X-GSTBD-WEW97-KE5YA Document completed by all parties on: 31 Oct 2023 19:14:57 UTC Page 1 of 1 Signer Timestamp Signature Mayor Don Myers Email: dmyers@cityofml.com Recipient Verification: Sent:26 Oct 2023 15:36:12 UTC Viewed:30 Oct 2023 15:54:28 UTC Signed:30 Oct 2023 15:57:13 UTC ✔Email verified 30 Oct 2023 15:54:28 UTC IP address: 166.198.252.57 Debbie Burke Email: dburke@cityofml.com Recipient Verification: Sent:26 Oct 2023 15:36:12 UTC Viewed:31 Oct 2023 19:14:08 UTC Signed:31 Oct 2023 19:14:57 UTC ✔Email verified 31 Oct 2023 19:14:08 UTC IP address: 63.135.54.162 Location: Moses Lake, United States Signed with PandaDoc PandaDoc is a document workflow and certified eSignature solution trusted by 40,000+ companies worldwide.