HomeMy WebLinkAboutOPD-006-02 (iLeadhig the Way
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OPERATIONS DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: May 6, 2002
Report#: OPD-006-02 File #: By-Law #:
Subject: Volunteers
Recommendations: It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT the Safety Guidelines for Volunteers be approved; and
2. THAT the appropriate Department take a leadership role in reviewing
volunteer activities on municipal property; and
3. THAT the appropriate Department meet with existing committees and
volunteer associations to explain and promote the Safety Guidelines
Submitted by: r` Reviewed by:
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FrederickU Horvath, B.A., R.D.M.R., R.R.F.A. Franklin Wu, M.C.I.P.
Director of Operations _ 8 �f i Chief Administrative Officer
REPORT NO.: OPD-006-02 PAGE 2
BACKGROUND AND COMMENT
Over the past years the Municipality has been fortunate to have community minded
individuals and organizations that have volunteered their time to make a significant
contribution in improving our Clarington open space environment.
As volunteers are faced with different types of situations, when becoming involved
with a community initiative, it is important that safety guidelines are adopted to
ensure that all parties understand the activities and the potential hazards.
Volunteers should be provided with the same direction and orientation in performing
their services, as would municipal employees, in order that these activities are
conducted in a safe manner.
The Municipality has enjoyed successful work initiatives with various volunteer
activities across the Municipality. This report will focus on the volunteer activities in
our open space, trails and park development system.
PROCEDURE
Volunteer workers are protected persons under the Municipality's liability policy only
for activities or work they conduct or perform at the Municipality's direction and
within the scope of their duties to the Municipality. All activities should be carried out
in accordance with guidelines and standards set by the Municipality with ongoing
awareness and periodic program checks. Attached is a copy of the Municipality's
Safety Guidelines for Participants. It is structured for the roadside cleanup program,
but the provisions are equally applicable to other volunteer initiatives in the
Municipality's open space.
The Municipality cannot dismiss the importance of reviewing the scope of work and
the risk involved to the public and to the volunteers.
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REPORT NO.: OPD-006-02 PAGE 3
MUNICIPAL RESPONSIBILITIES
.1 The Municipality agrees to approve the project's scope of activities to be
performed by the groups if all conditions have been met.
.2 The Municipality will provide periodic project awareness and safety training to
the authorized group representatives.
.3 The Municipality will provide an on call staff resource for all approved volunteer
activities.
VOLUNTEER GROUP RESPONSIBILITIES
Volunteers participating in an approved project agree to appoint or select an
authorized group representative to be the liaison for the group.
The Volunteer Group will ensure that all participants will receive and be familiar with
the Volunteer Safety Guidelines and abide by all terms and conditions as may be
required by the Municipality.
LEAD DEPARTMENT
When a volunteer activity is being planned for either the open space, trails or
parkland system, the Operation Department will assume the lead role in terms of site
inspection, activity orientation and municipal liaison. The Operations Department
will utilize their after hours duty supervisor program in the event of an emergency or
additional assistance. All Municipal Departments including Planning Services and
Engineering will also play significant roles in terms of planning, volunteer initiatives,
detailed drawings, etc. and will be included in the review process before an activity is
approved.
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REPORT NO.: OPD-006-02 PAGE 4
SCHOOL BOARD INVOLVEMENT
As outlined in the Ministry of Education's Policy and Program memorandum 124,
Community Involvement Program, the Board's liability insurance will protect the
students and community sponsors against liability lawsuits that may arise from the
student's activities in the Community Involvement Program.
The Board's insurance does not cover the sponsors against lawsuits that arise from
the volunteer's negligence nor for student injuries in the workplace. The Municipal
liability insurance policy would be expected to respond to cover the volunteer activity
for suits arising out of the volunteer's negligence.
It is imperative that all students involved in any volunteer initiative approved by the
Municipality are provided with safety instructions and training and are properly
supervised.
REPORT NO.: OPD-006-02 PAGE 5
Attachments:
Attachment#1 - Volunteer Program Guidelines
Attachment#2 - Volunteer Work/Services Agreement
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE,ONTARIO L1C 3A6 T(905)263-2292 F(905)263-4433
� { J
ATTACHMENT #1 TO REPORT #OPD-006-02 -
MUNICIPALITY
OF
CLARINGTON
IN CASE OF Thank you for participating
EMERGENCY With the Municipality of Clarington's SAFETY
VOLUNTEER PROGRAM GUIDELINES
♦ have a first-aid kit immediately FOR
available and St. John or Red Cross For more information contact: PARTICIPANTS
first aider where possible
♦ your authorized group leader
♦ pre-select the most direct route to the
nearest medical emergency facility
♦ always have transportation ♦ the Municipality of Clarington VOLUNTEER
immediately available Operations Department PROGRAM
♦ know where the nearest telephone is
located or have access to a cellular MUNICIPALITY OF CLARINGTON
telephone OPERATIONS DEPARTMENT
40 Temperance Street
Bowmanville, Ontario
L1C 3A6
Phone: (905) 263-2291
UC Fax: (905) 263-4433
Hours: 8:00 a.m. to 3:30 p.m.
Days: Monday to Friday
The Municipality encourages recycling MUNICIPALITY OF CLARINGTON
whenever possible OPERATIONS DEPARTMENT
♦ wear approved safety clothing as
THINK SAFETY VOLUNTEERS MUST: prescribed
♦ remove the appropriate warning signs
when completed
There are a few simple rules to remember ♦ receive annual project awareness and
for safely working in public areas. These safety training prior to first volunteer
rules must be reviewed by all participants activity of the year and review safety
before you embark on your volunteer rules before each project PARTICIPANTS MUST NOT:
activity. ♦ sign or have parent/guardian sign the
Municipality's participant list
♦ be at least 12 years old ♦ commence work until orientation is
♦ provide at least 1 adult(19 years or complete and traffic control plan has
FOR YOUR OWN SAFETY older) supervisor for each 5 workers been approved
aged 12 to 18 years old ♦ begin until sign is displayed
♦ follow the approved traffic control ♦ walk or work on the pavement, gravel
♦ stay mentally alert at all times plan when working on or by a roadway shoulder, gutters or on private property
♦ wear suitable protective footwear and ♦ carpool to minimize the number of ♦ work on bridges, overpasses, steep
suitable work gloves vehicles and exit/enter on the side ground, paved medians, tunnels or
♦ wear light-coloured clothing that away from traffic swampy areas
covers arms and legs ♦ park parallel to the road or in ♦ touch or pick-up hazardous items or
♦ wear a baseball cap or wide-brimmed designated area and as far off the anything that can not be safely
hat and sunglasses traveled portion as possible identified and report these to your
♦ drink lots of fluids while you work and ♦ work during daylight hours in authorized group leader
c)c apply sunscreen lotion to exposed skin appropriate weather ♦ wear clothing or display material that
♦ be aware of any special needs of ♦ stay clear of any maintenance or might distract motorists
fellow participants (i.e. medical
construction operations and equipment ♦ consume alcoholic beverages before or
conditions or allergies) on the roadside during the clean-up
♦ avoid over-exertion ♦ be aware of and avoid water hazards ♦ step or jump on trash bags
♦ stay alert and avoid hazardous plants ♦ discontinue work in inclement weather ♦ allow pets or any infants/toddlers at
(i.e. poison ivy), stinging insects and (i.e. thunderstorms) the site
animal carcasses ♦ place filled trash bags at the designated ♦ hold the Municipality responsible for
♦ have spare trash bags and fluorescent pick-up site(s) any injuries or damages
tape ribbon for marking out hazardous ♦ sort litter into clear bags for recycling ♦ work alone at anytime
items located at the roadside/trails where appropriate (eg. bag of
♦ leave dead animal carcasses, fish and aluminum cans)
birds alone ♦ display the appropriate warning signs
if required
PARTICIPANT RESPONSIBILITIES
Volunteers participating in an approved project agree to:
• Appoint or select an Authorized Group Representative (AGR) to be liaison for the group.
• Ensure that the Authorized Group Representative(s) attend an annual safety meeting provided by the
Municipality and, in turn, supply safety training to the participants. All participants must receive and be
familiar with the contents of the Municipal safety brochure "Safety Guidelines for Participants" before
participating. Obey and abide by all laws and regulations relating to safety and such terms and
conditions as may be required by the Municipality.
• Make arrangements for off road parking or shuttle bus-type of travel to the work site.
• Know where the nearest pay phone is or have a cellular phone available for emergencies.
• Ensure provision of all transportation, supervision, safety equipment and medical/first-aid kits.
• Ensure that the AGR contacts the Operations Department a minimum of 72 hours prior to beginning to
obtain a Road Occupancy Permit(ROP) if necessary.
• Wear an Operations Department provided safety vest if required at all times and any additional
appropriate safety apparel (e.g. work gloves and sturdy foot wear like work boots) during the pick-up.
• Do not work or enter upon adjoining private property.
• Do not work on the road surface, paved or gravel shoulders, paved medians, in tunnels, on
overpasses, or around other structures or locations that could pose a danger to the participant.
• Wear protective eyewear(e.g. sunglasses) and clothing that will not impair movement.
• Not wear attire that might divert the attention of motorists during clean-up activities.
• Ensure that no individual under the age of twelve (12) participates.
• Provide supervision by one adult(19 years of age or older)for every five (5) or less participants 12— 18
years of age. The Operations Department reserves the right to limit the number of participants working
on any volunteer activity.
• Ensure no participant possesses or consumes alcoholic beverages immediately before or during clean-
up activities.
• Suspend work when weather conditions become inclement(i.e. fog, rain, drizzle, high wind, electrical
storms, etc.).
• Ensure that no pets or infant children or toddlers are present at the clean-up site.
• Work only during daylight hours (1 hour after sunrise and 1 hour before sunset).
• Display appropriate warning signs and designate presence of vehicles parked on the shoulder in high
speed traffic areas by deploying traffic pylons around them during volunteer activity.
• Flag (fluorescent ribbon) closed containers, heavy objects or suspected hazardous materials for pick-
up and disposal later by Operations Department staff. Identify these to your group representative.
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• Surrender items of personal value (wallet, purse, camera etc.) found on road allowance to the nearest
police station.
• Ensure that no promotional signs, posters or other display material are brought to the adopted section
during the project.
• Place filled trash bags at the designated pick-up site(s) or approved landfill sites as prearranged by the
Operations Representative and the Authorized Group Representative.
• Notify the Operations Department contact person immediately after each project day if the filled litter
bags have been arranged to be removed by Operations crews.
• Ensure that litter pick-ups do not occur on any inappropriate times noted in the AGREEMENT.
• Return all loaned items to the Department at the completion of each pick-up. Failure to do so will result
in the group or individual being billed for the replacement value of the items.
MUNICIPAL RESPONSIBILITIES
The Municipality agrees to:
• Approve the project's scope of activities to be performed by particular groups if all conditions have
been met.
• Provide or loan out safety vests, warning signs, fluorescent ribbon and traffic pylons.
• Provide periodic project awareness and safety training to appropriate Authorized Group
Representatives.
• Provide an "on call" staff resource for all volunteer activity.
• Monitor to ensure the objectives of the program are met.
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MUNICIPALITY OF CLARINGTON
Volunteer Program
2002
Municipality of Clarington Operations Department Liaison
Name:
Phone Number:
Group Name or Activity Name
Contact Name:
Phone Number:
Activity Date:
Rain Date:
Orientation Session:
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ATTACHMENT#2 TO REPORT#OPD-006-02
VOLUNTEER WORK/SERVICES AGREEEMENT
TO THE VOLUNTEER: Review the information below and if required discuss it with your
Parent/Parental Guardian. Should you choose to perform volunteer work or services for the
Municipality of Clarington,please return this completed form with all the required signatures to
the Operations Department at the Municipality of Clarington.
1. I would like to perform volunteer work for the Municipality of Clarington.
2. I understand and agree to adhere to the following:
❑ Abide by all the rules of the Municipality of Clarington.
❑ Perform the volunteer work in a safe and conscientious manner.
❑ Follow the instructions of any and all on-site supervisors.
❑ Always ensure that someone knows where I am throughout the day.
❑ Stay on the Municipality of Clarington property while performing the volunteer work/services.
3. I understand that it is my responsibility to make the Municipality of Clarington aware of
any medical conditions that I have,and which they should be aware of. (Such as
allergies,Diabetes, etc.). I further agree to bring with me the appropriate medication
which I may need.
Medical Condition:
Known Allergies:
Medication needed:
In a case of an emergency please notify: Phone#
Relationship to participant: Doctor Name:
Doctor Phone#
4. 1 agree to discuss all Health and Safety concerns with the Municipality of Clarington and
may require the following personal protection equipment:
5. I will get this equipment from:
The above paragraphs have been fully explained to me and I understand them. I also understand
that failure to comply with any of the above requirements,means that I am no longer eligible to
perform volunteer work or services for the Municipality of Clarington. I understand that the
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Municipality of Clarington has a"Zero Tolerance"policy in terms of deviation from any and all
their rules, especially concerning Health and Safety.
I further agree to release,remise and forever discharge the Corporation of the Municipality of
Clarington,its directors,officers, elected officials, employees and agents, from any causes of
action,obligations, liabilities,claims, complaints, and demands of every nature or kind which
may arise out of my performance of volunteer work/services for the Municipality of Clarington.
Volunteer Name: Witness Signature
Parent Signature(If Volunteer is under 18 years of age)
Volunteer Signature: Date:
PARENT/PARENTALGUARDIAN CONSENT
(To be completed if Volunteer is under 18 years of age)
TO THE PARENT/GUARDIAN: Please review and complete this form if you wish to have
your child perform volunteer work or services for the Municipality of Clarington.
❑Yes ❑No My child (volunteer name)has my permission
to perform volunteer work/services for the Municipality of Clarington.
[]Yes []No I understand that my child may be exposed to certain elements of risk while
participating in this program. I have discussed these risks, including possible
injuries with my child and explained to my child the importance of adhering to
all of the Municipality's rules, especially concerning Health and Safety.
❑Yes ❑No Should my child require medical assistance,I hereby give my permission for the
Municipality of Clarington to take my child(by car or ambulance),to the nearest
medical facility or hospital and/or administer any necessary first aid treatment.
❑Yes []No I understand that the Municipality of Clarington has a"Zero Tolerance"policy in
terms of deviation from their rules. In the event that my child breaches any of
the Municipality of Clarington's rules, I can be reached at( ) -
and I will be responsible for ensuring that my child gets home safely, at my
expense, and immediately upon request by the Municipality.
I further agree to release,remise and forever discharge the Corporation of the Municipality of
Clarington,its directors, officers, elected officials, employees and agents, from any causes of
action, obligations,liabilities,claims,complaints, and demands of every nature or kind which
may arise out of my child's performance of volunteer work/services for the Municipality of
Clarington.
Parent/Parental Guardian Signature Date:
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