HomeMy WebLinkAboutVolunteer Handbook 2017.pdf
M APLE R IDGE
P ARKS , R ECREATION AND C ULTURE
V OLUNTEER H ANDBOOK
Festivals and Volunteer Office
604-467-7325
festival@mapleridge.ca
www.myvolunteerpage.com
Welcome 2
Volunteer Procedures 3
Attendance 3
Training 3
Criminal Record Checks 4
Incident/Accident Reporting 4
Privacy and Confidentiality 4
Theft 4
Smoking 5
Scent -Free Environment 5
Dress Code 5
Identification 5
Insurance Coverage 6
Parking 6
Facilitation of Programs 6
Equipment 6
Communication Tools 7
Gratuities or Solicitation 7
Resignation or Termination 7
Volunteer Personal Safety 8
Working Around Moving Vehicles 8
Working Outside 8
Sharp or Hazardous Items 8
Needles/Biohazardous Items 9
Garbage Handling 9
General Volunteer Safety Procedures 10
Minor Injuries 1 0
Serious Injuries 10
Emergency Procedures 11
Working with Children 1 2
Helpful Resources 13
Volunteer Log
Volunteering is the most fundamental act of
citizenship and philanthropy in our society.
It is offering time, energy and skills of one’s own free will.
It is an extension of being a good neighbour,
transforming a collection of houses into a community,
as people become involved in the improvement
of their surroundings and choose to help others.
By caring and contributing to change,
volunteers decrease suffering and disparity,
while they gain skills, self -esteem, and change t heir lives.
People work to improve the lives of their neighbours and,
in return, enhance their own.
(Volunteer Ontario, 1996 )
Welcome to
Maple Ridge and Pitt Meadows
Parks, Recreation and Culture Services
Creating opp ortunities for community pride,
personal enjoyment and healthy lifestyles .
Welcome to the Maple Ridge and Pitt Meadows Parks, Recreation and Culture
Services volunteer team! As a volunteer you are a part o f a special group of people
who make a n invaluable contribution to our community by sharing your time and
skills.
We recognize the essential role that volunteers and volunteerism plays in building
a healthy, caring and vibrant community and contributes to the health and well -
being of citizens. Volunteerism and volunteer engagement are supported through
Commission’s P olicy 127 that recognizes:
The role that volunteers and volunteerism contributes in making Maple Ridge
and Pitt Meadows a community of choice for individuals and businesses.
The importance of strengthening volunteerism in Maple Ridge and Pitt
Meadows.
That volunteerism contributes to community capacity building and as such
aligns with the Asset Based Community Development policy (P092).
The importance of providing quality, meani ngful and rewarding experiences for
individuals who volunteer with the municipality.
That developing systems and processes that support municipal volunteers and
volunteerism by implementing best practices is essential for effective and
consistent managemen t of volunteers.
The importance of strengthening relationships and supporting connections
through the development of networks among volunteer community groups and
individuals.
Providing a framework for municipal volunteers to complement and/or enhance
municipal services and fulfill work plan goals through the sharing of skills,
ideas, connections, energy and time.
This manual will introduce you to Maple Ridge and Pitt Meadows Parks, Recreation
and Culture Services , and will provide you with the basic informa tion about
volunteering with us . We ask you to read the manual carefully and refer to it
whenever questions arise. Your supervisor will be pleased to assist you in
preparing for your volunteer role , as well as answering any questions you may
have .
Thank you for sharing your skills, energy and time with us and your community. We
wish you much success in your new volunteer role.
VOLUNTEER PROCEDURES
Attendance
Because the programs we deliver throughout the community depend upon the
reliability of our volunteers, volunteer attendance is expected to be dependable
and punctual.
If you are unable to report to volunteer, or if you will arrive late, please contact
your supervisor as soon as possible so they can arrange for someone else to cover
your position if necessary.
Training
Parks, Recreation and Culture Services will provide you with the training and
materials required to fulfill your volunteer duties. As a volunteer you will receive a
clear description of your role and what it entails , in addition to an orientation to
the r ole before the commencement of your volunteer assignment.
If you encounter a task or a piece of equipment that you are unsure of or have not
been tra ined to use please contact your supervisor so they can show you how to
properly and safely carry out the assigned task or use the piece of equipment.
Criminal Record Checks
Depending on the nature of your volunteer role, (specifically if you are worki ng with
vulnerable populations, children or handling money) you may be asked to complete
a criminal record check before you begin working. Criminal record checks are
completed free of charge and any information gathered from the check will only be
shared with individuals who require the information. Since the City will pay the fee
attached to a criminal record check, some areas may require a commitment of at
least 6 months of volunteer work i f a criminal record check has been provided by
the City
Incident/Accident Reporting
Your supervisor may provide a logbook that is used to record any incidents or
accidents that occur while you are on duty. If an accident or incident happens
while you are on shift, you are asked to document it as soon as possible with as
much detail as you can. Please do not wait until the end of your shift to record
incidents or accidents as you may forget or overlook important details.
Privacy and Confidentiality
As a volunteer, you may be privy to information regarding the City , and/or other
parties that is confidential in nature. Such information cannot be shared with
anyone who does not have direct association with a particular transaction.
If someone outside Maple Ridge and Pitt Meadows Parks, Recreation and Culture
Services or outside your department questions you regarding information you
believe to be confidential , politely refer them to your supervisor. Only Department
Heads and those given prior authorization are allowed to provide information on
Parks and Leisure matters to the media.
No volunteer is permitted to remove or make copies of any Parks and Leisure
records, reports or documents without prior approval.
Because of its seriousne ss, disclosure of confidential information will end your
volunteer service with Parks, Recreation and Culture Services .
Theft
Theft of any type will not be tolerated by Maple Ridge and Pitt Meadows Parks,
Recreation and Culture Services . Theft is the unauthorized use of Parks,
Recreation and Culture Services or facilities , or the taking of any Parks, Recreation
and Culture Services ’ property for personal use. The following examples are not all -
inclusive, but provide illustrations of seve ral activities that are unacceptable.
Parks, Recreation and Culture Services copy machines are not to be used for
personal copying.
Parks, Recreation and Culture Services computers are to be used exclusively
for business purposes.
No Parks, Recreation and Culture Services property should be removed from
Parks and
Leisure premises without authorization from your supervisor.
S moking
It is the policy of Maple Ridge and Pitt Meadows Parks, Recreation and Culture
Services to provide a healthy workplace. Smoking is not allowed in Parks,
Recreation and Culture Services facilities or vehicles. If you smoke, use an
appropriate area outside and remember that smoking is prohibited within 8 metres
of an entrance or a fresh air in take to a Parks, Recreation and Culture Services
facility. Volunteers ar e not to use any tobacco product while in direct contact with
the public or in any situation where Parks, Recreation and Culture Services
employees or fellow volunteers may find it off ensive.
Scent -Free Environment
The City promotes a fragrance -free environment to minimize the potential adverse
allergic and/or medical reactions that fragrances can c ause in some individuals.
Like City employees, volunteers are asked to refrain from wearing any substance
that emits a noticeable scent.
Dress Code
While you are volunteering you
are expected to dress and
groom yourself in accordance
with accepted social and
business standards t h at are
appropriate to the
environment in which you are
working . A neat, tasteful
appearance contributes to the
positive impression you make
on Parks, Recreation and
Culture Services staff,
participants and the public. If
you are given an identification
shirt you must ensure that you
are wearing it at all times while on duty.
Identification
Volunteers will be given identification tags and possibly volunteer t -shirts that they
must wear at all times when they are volunteering. These items make it easy for
the p ublic, and staff members to identify you as a volunteer.
Insurance Coverage
Maple Ridge Parks, Recreation and Culture has insurance coverage in the event
that volunteers injure themselve s while on duty. Speak to your p rogram s upervisor
for more information.
Liability and accident insurance is provided for all volunteers who parti cipate in
the delivery of Parks, Recreation and Culture Services under the supervision of a
City employee . Coverage under this plan is limited to those under the age of 85.
Volunteers are not covered by Workers’ Compensation.
Parking
Please do not park in the spaces reserved for visitors . Remember to lock your car
and keep valuables out of sight. If you are parking in the underground parkade for
more than an hour, please talk with your supervisor in regards to obtaining a pass
to park during your shift .
Facilitation of Programs
During your tenure as a Parks, Recreation and Culture Services volunteer you may
be in charge of facilitating a lesson or program. If you are in this position it may be
your responsibility to manage large groups of participants. It is expected that while
you are in this role that you are fair and treat all participants equally. Finally,
m ake sure you are always impartial and do not give priority treatment to specific
par ticipants.
Equipment
You will likely use many different types of equipment during your volunteer work
with Parks, Recreation and Culture Services . This equipment may range from a
computer or photocopier to road barricades, cones, po ol noodles, lifejackets,
weight -room or gym equipment and so on. It is important that while you are
volunteering that you model proper and safe use of all equipment so as to
minimize risk of injury to yourself or others , as well as ensuring that Parks,
Recreation and Culture Services can continue to provide low -cost services to the
community. If you encounter a piece of equipment that is out of order or not
functioning properly please place a sign on it to notify others that it is out of order
and contact your supervis or or a C ity employee as soon as possible.
Communication Tools
As with Cit y s taff members , we ask that volunteers turn their cell phones to
“silent” mode or off while they are on duty. If you need to make a personal call ,
please make it as brief as possib le, and refra in from using the C ity’s phon es for
these calls. City phones are available for use at our facilities but are reserved for
emergency phone calls only.
Gratuities or Solicitation
Remember when you are volunteering you are not working to earn monetary profit
from your service or to solicit for your own personal gain. Any offer of money or
gifts must be re fused graciously by volunteers. Remind our clients that you are
there to assist them in your role as a volunteer.
Resignation or Termination
Should you wish to resign from your volunteer position with Parks, Recreation and
Culture Services , please notify your supervis or as far in ad vance as possible . At
the end of your volunteer service, please ensure that you return any volunteer
identification that you were given by your supervisor . If you would like a reference
letter, feel free to request it from your supervisor.
Supervisors ha ve the authority to dismiss a volunteer if they fail to comply with the
established policies and regulations or if doing so is in the best interest of the
public, the facility , or the volunteer.
VOLUNTEER PERSONAL S AFETY
Working around Moving Vehicles
You might be asked t o set -up and take down barricades , to man a barricade or to
do other tasks that require you to be around moving vehicles while you are
volunteering. In cases where you are working around moving vehicles , you will be
supplied with a reflective, fluorescent yellow or orange vest that must be worn
while you are on duty for your own personal safety .
Working Outside
If you are required to work outside
while volunteering for Parks,
Recreation and Culture Services ,
ensure that you are adequately
prepared for the weather. If you are
going to be out in the sun remember
to wear a hat, sunscreen, and to
bring lots of water to drink. If you are
going to be outside in the rain or cold
remember to wear gloves, lot s of
layers of clothing and a top layer that
is waterproof.
Sharp or Hazardous Items
If one of your volunteer duties is to empty garbage cans , tidy washrooms, or any
other task that may require you to handle materials that could puncture, abrade,
irrit ate or cause infection to your hands or arms you will be provided with
protective gloves and possibly other equipment to prevent such harm. Make sure
you wear this protective equipment at all times while performing your duties.
Needles/Bio -Hazardous Items
If you come across a needle or other potentially bio -hazardous items while on shift
it is important that the item not be left alone while the volunteer or staff member
seeks help. Stay with the item while another volunteer or staff member collects
cones or signs to block off the area surrounding the item. Once the area is blocked
off, contact your supervisor immediately so that they can arrange for a qualified
individual to properly and safely dispose of the item and/or clean the area . Ensu re
that a volunteer or staff member is with the item at all times until it is removed to
guard against it causing injury to an individual.
As soon as possible after the item has been removed ensure you take a few
minutes to record the incident. In the event that you are injured while carrying out
your duties, obtain medial attention as soon as possible regardless of how minor
the injury may seem to be.
Garbage Handling
When you notice a garbage can is full, never push down the garbage , as you may
acc identally make contact with broken glass or other sharp objects. Always wear
gloves when dealing with garbage.
It is important that you preform your role
in a way that is safe and effective. Please
visit the WorkSafe BC website for
guidelines regarding the aforementioned
topics.
Visit: http://www2.worksafebc.com/Safety/Home.asp
GENERAL VOLUNTEER SAFETY P ROCEDURES
Minor Injuries
A minor injury can be treated by a qualified volunteer or staff member. Regardless
of how minor an injury appears to be make sure it is documented after the injured
person has been treated. Offer the person the option of calling someone to come
and pick them up or to rest before returning to their activity or duty.
Serious Injuries
C all 911 I mmediately (or 9 – 911)
If s omeone is seriously injured do not attempt to move the victim, remain calm and
c all 911 immediately or send someone to call 911 for you :
Lift the receiver and dial 911 (or 9 – 911 if using a C ity phone ). Be prepared
to state which emergency unit you need – e.g. police, fire or ambulance
State your name, loc ation, address and phone number
Describe the victim’s injuries as clearly as you can
Arrange for the ambulance to meet a designated person upon their arrival
who will lead them to the victim’s location
Wait until the operator has hung up the phone before you hang up as they
may have additional information/directions for you
If the phone is not working in your facility’s location, make the phone c all at the
nearest phone. For a pay phone, dial “0” and ask for 911
After calling 911:
1. While waiting for emergency services, comfort the victim and record all
necessary information
2. When the ambulance arrives, provide the paramedic with all of the appro priate
medical and emergency contact information for the victim.
3. Contact your supervisor immediately as well as the emergency contact of the
victim
4. Complete an Incident Report Form and forward a copy to your supervisor
Emergency Procedures
Parks and Leisure v olunteers work in a variety of locations and facilities. Your
supervisor will review emergency and evacuation procedures with you during your
training. Regardless of where you are working, it is important that before you start
working you are familiar with:
All exits at the facility
All fire alarm pulls and fire extinguishers (and how to use them )
First -Aid Kit locations
Public telepho nes and battery -operated lights
Here are some general procedures to be aware of for some possibl e types of
emergencies that could occur while you are working. Please be sure to ask your
supervisor for more detail or to clarify any questions you may have.
Earthquakes
In the event of an earthquake, take cover as quickly as you can. Crouch low to the
g round and protect your head with your arms. If you are inside DROP, COVER and
HOLD ON! Do not attempt to run outsid e and do not stand in a doorway as taking
cover underneath a table or a desk is much safer. Try to shield yourself from any
glass or light fixtures as these could fall or break during the earthquake. If you are
outside, get away from buildings and remain there until the shaking stops. Once
the shaking is over, contact a supervisor as soon as possible for further direction.
Fire Alarm/Evacuation
If the fire alarm sounds or you have to evacuate for any other reason while you are
volunteering remain calm and quickly move towards the neares t emergency exit. If
you are facilitating a program or are in charge of other people or volunteers direct
them to the nearest emergency exit. After everyone has exited, find a supervisor as
quickly as possible for further direction.
WORKING WITH CHILDREN
Working with Children and Y outh
There are a wide variety of Parks and Leisure prog rams that involve children, and
the responsibility of working with or caring for children is taken very seriously . For
this reason , every volunteer who works with this age group must undergo an
interview, reference checks and a criminal record search. For more information
please reference the Helpful Resources page.
To learn more about types of abuse, abuse indicators, and availabl e resources,
please visit The Child Abuse Prevention Website www.SafeKidsBC.ca .
¹The Child, F amily and Community Service Act is the legislative authority for the
ministry’s Child Protection Services. Under the Act, the Minister designates the
Director of Child Protection, who in turn delegates the provision of child protection
services across the province to child protection socia l workers. The Act requires
that anyone who has reason to believe that a child may be abused, neglected, or is
for any other reason in need of protection, must report it to the Director or a
delegated social worke r
Volunteer Handbook 1 4
HELPFUL RESOURCES
Canadian Code for Volunteer Involvement :
http://volunteer.ca/content/canadian -code -volunteer -involvement
WorkSafeBC :
http://www.worksafebc.com/
Child Abuse Prevention Website :
www.SafeKidsBC.ca
Responding to Child Welfare Concerns :
http://www.mcf.gov.bc.ca/child_protection/pdf/child_welfare_your_role.pdf
Child Family and Community Service Act :
http://www.mcf.gov.bc.ca/child_protec tion/index.htm
VOLUNTEER LOG :