A. 
The Town of Barnstable recognizes that volunteers are an integral part of the Town's government. Their participation in the process of government contributes to the uniqueness of the Town's quality of life. Volunteers choose to act in recognition of social responsibility and without concern for monetary gain, going beyond what is necessary to one's physical well-being. A citizen may choose to be a policy-making volunteer or a service volunteer.
B. 
The Town of Barnstable is committed to providing adequate support, training, leadership, and recognition for all its volunteers. It expects commitment and excellence from the volunteers. The Town has the right to determine duties, authorities and appropriateness of volunteers. Following established volunteer management protocol, the Town has the right to both select and remove volunteers.
The underlying purposes of these policies are to:
A. 
Enable service levels to be maintained and/or enhanced as necessary;
B. 
Be informed about the needs of the community and develop ways to meet the needs;
C. 
Have Barnstable residents share their knowledge and experience for the common good;
D. 
Have volunteers gain workplace satisfaction.
Volunteer information is public information to the extent provided in the Massachusetts General Laws and Section 8-9, Open meeting of the voters, of the Town Charter and shall be available to the public as provided in these statutes and ordinances. The Town shall also disseminate these policies in the following manner:
A. 
Distribution. This policy shall be publicized and distributed to the greatest extent possible; distribution will include but not be limited to Town employees, the general public, and community organizations.
B. 
Inspection. A copy of this policy shall be available for inspection and will be maintained by all departments involved in the management of property. A copy of this policy shall also be available in the Town Manager's office and the Personnel Department.
The Town Manager shall appoint the Volunteer Coordinator. The Volunteer Coordinator should be a person with demonstrated executive and organizational ability and knowledge of volunteer management. The Volunteer Coordinator shall be a full-time employee of the Town and may be removed by the Town Manager.
There are two types of volunteers: policy-making and service. Methods of appointment and responsibilities for policy-making volunteers are described in Parts I and II of the Administrative Code.[1] There are three types of service volunteers, depending on the length of service:
A. 
Regular volunteer. These volunteers are assigned a continuing task for a part of or the duration of a fiscal year.
B. 
Short-term volunteer. These volunteers have many special projects which require volunteers to "see them through" from start to finish. Individual volunteers can be called in to help in their most effective manner, and then can be reserved for the next project when help is needed again.
C. 
One-time volunteer. These are volunteers with special talents or skills who contribute on a one-time basis.
[1]
Editor's Note: See Ch. 241, Administrative Code.
A. 
Power to adopt operational procedures. Consistent with the provisions of this policy, the Volunteer Coordinator may adopt operational procedures governing the functions of volunteers.
B. 
Duties. Except as otherwise specifically provided in this policy, the Volunteer Coordinator shall ensure that departments have implemented and practice effective volunteer procedures.
C. 
Responsibilities. These include meeting periodically with department managers, assisting with job description development, monitoring all assignments, providing mediation and evaluation assistance to departments, and maintaining accurate records, including: mediate problems, help evaluate service volunteers, and maintain accurate records, including hours of volunteer service.
All rights, powers, duties, and authority relating to the management of volunteers, and the, control, selection and removal of service volunteers now vested in, or exercised by, any Town governmental body are transferred to the Volunteer Coordinator and department managers who supervise volunteers as provided in these procedures.
The Volunteer Coordinator works closely with host departments to ensure high standards of volunteer administration throughout the Town and may delegate routine functions to host departments to accomplish this end.
The Town Attorney or his/her designee shall serve as legal counsel and provide necessary legal services to the Volunteer Coordinator and volunteer supervisors.
A. 
Volunteers will be recruited in a manner consistent with Town of Barnstable personnel policies and procedures. Volunteers may also be recruited through informal means. Volunteers will be selected based on the degree of adaptability between skills and job requirements. The process for selection is as follows:
(1) 
Identify candidates. Individuals fill out applications describing their interests and skills.
(2) 
Interview. The Volunteer Coordinator and/or the host department interviews the candidate(s).
(3) 
Match skills with openings. The Volunteer Coordinator matches preferences, skills, and times available with a request from a department manager for volunteer assistance.
(4) 
Assignment preparation. An initial meeting with the department manager where goals and assignments, expectations are clarified. A commitment should be made at this time.
B. 
Volunteers should receive training necessary to satisfactorily perform their assigned duties. Training by the department manager or his or her designee should address:
(1) 
Work requirements.
(2) 
Identification and discussion of tasks.
(3) 
Review of schedule.
(4) 
Orientation: introduce volunteer(s) to staff and facilities.
(5) 
Counseling on problem areas when needed.
(6) 
Supervision.
Volunteers may be excused from their duties when their performance hinders the staff or other volunteers from meeting their objectives. The volunteer will be notified in writing as to why he or she is being terminated and the effective date of the action. The termination must specify the reasons, specify behavior, and dates that support the reasons. Efforts should be taken to reexamine the matching of skills with other volunteer openings in the municipal organization or in the community at large.
Volunteers are responsible for the following:
A. 
Attend training.
B. 
Dependability. Volunteers should be available and on time. Arrangements should be made ahead of time if attendance cannot be assured.
C. 
Professionalism. The relationship between the volunteer and staff and other volunteers is a professional one: one of mutual respect, honesty, and confidence.
D. 
Abide by Town procedures. Volunteers are governed by the same rules of conduct as Town employees.
E. 
Participate in evaluation when asked to do so.
F. 
Serve as an ambassador of the Town.
G. 
Advocate effective change when deemed necessary.
The following responsibilities of the host department and its staff help ensure an effective relationship with volunteers:
A. 
Understand the volunteer's background. Be knowledgeable of the volunteer's educational background, work experience, and desire to help.
B. 
Be responsive to the volunteer's needs. Orient the volunteer, set up a mutually agreed schedule, and keep the volunteer informed.
C. 
Treat the volunteer as a coworker and team member.
D. 
Provide effective guidance and direction to the volunteer.
E. 
Provide professional challenges to the volunteer as their skills may warrant.
F. 
Recognize dedication and performance of volunteers on a regular basis through formal and informal means.
The Town of Barnstable understands that effective orientation and training of volunteers limits liability exposure. However, in the event work-related injuries occur, procedures outlined in Article VI, Insurance Policies and Procedures, should be consulted. In all other respects concerning volunteer liability, the Town's insurance policies will provide indemnification for volunteers, consistent with the terms and conditions of each appropriate policy.