6.2. SR 03-12-2012REQUEST FOR ACTION
TO ITEM NUMBER
Ma or and Ci Council 6.2
AGENDA SECTION MEETING DATE PREPARED BY
Work Session March 12, 2012 Cal Portner, Ci Administrator
ITEM DESCRIPTION REVIEWED By
Review of Volunteer Handbook
REVIEWED BY
ACTION REQUESTED
Review and provide direction on the proposed Volunteer Handbook.
BACKGROUND/DISCUSSION
The Council as a part of the goal-setting process identified the need for city volunteer program. Staff had
provided some background information on volunteer programs and the city attorney was requested to
prepare a handbook from which to guide the program.
The handbook was completed by the city attorney and provided to staff. Staff made a few recommended
changes for the Council to review. The packet includes other pertinent information for the volunteer
program.
Staff will further outline the program and incorporate Council input for the program.
FINANCIAL IMPACT
N/A
ATTACHMENTS
^ Draft version of the Volunteer Handbook
^ List of Volunteer Opportunities
^ Draft Application Form
ACt1011 Motion by Second by Vote
FOllow Up
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Volunteers are a
Gift to Our Community
Adopted March, 2012
Our Position, Values, and Vision
Abounding in natural beauty, Elk River is a vibrant, historic
river town that promotes an active lifestyle in an innovative
and involved community offering unlimited opportunities.
Our Goals in Support of our Position, Values, and Vision
Innovation- developing new programs and services to meet the needs of the
community.
Community Development- enhancing community involvement and public
participation.
Beautification- having attractive, welcoming streetscapes at City entrances and
primary corridors and enforcing zoning ordinances.
Opportunities- fostering apro-growth atmosphere that provides incentives and
other opportunities for new and existing business.
v~r
WELCOME FROM THE MAYOR
Welcome to the City of Elk River Volunteer Program!
The city and its residents depend on and appreciate your service to the city. We hope
to do all we can to make your volunteer participation mutually beneficial for both
you and the city.
If you have questions or comments in connection with your volunteer program
participation, I encourage you to bring them directly to the program supervisor with
whom you are working. If your questions don't get answered, or if you have ideas
you wish to share beyond your program supervisor, please feel free to bring them to
the attention of the city administrator, or if necessary, to me.
Thank you for your service to the city of Elk River.
Sincerely,
John J. Dietz
Mayor of Elk River
Introduction
This Volunteer Program Handbook contains policies and procedures for the
information and guidance of volunteers in the city of Elk River.
This handbook serves as a general guide for informational purposes only. It is not a
contract between the city and its volunteers. Although we have attempted to cover
matters that generally apply to volunteers, this handbook does not cover every
situation that may arise.
The city may add, modify, or revise this handbook as deemed appropriate. In the
event of a conflict between this handbook and state, federal or municipal statute,
ordinance or regulation, the applicable law will control to the extent necessary to
resolve such conflict.
This handbook is not intended to guide the city's volunteer fire fighters, police
reserves, other first responders or volunteers from other organized volunteer
programs.
Contact Information
City Administrator Cal Portner
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
763.635.1000 phone
763.635.1090 fax
www.ellirivermn.gov
ct~ortner(p~ci.elk-river.mn.us
e
Volunteer Coordinator .
Parks and Recreation ??
13065 Orono Parkway
Elk River, MN 55330
www.elkrivermn.gov
e-mail address
phone
fax
The city administrator and the volunteer coordinator are responsible for recruiting,
screening, and referring volunteers to city departments. They act as a liaison between
the volunteers and staff, and are available to you should any problems, questions, or
concerns arise regarding volunteer positions or volunteer assignments. Please feel
free to see them at any time.
Volunteer Status and Guidelines
Your participation in this program is voluntary. You may elect to end or modify your
participation at any time. As a participant in the volunteer program, you are not in
any sense an employee of the city, and you will not be compensated for your service.
Participation in the program is a privilege, not a right. Similarly, your service as a
volunteer is subject to the direction and supervision of the city and its staff.
In performing volunteer services for the city of Elk River, you are responsible for
assisting and serving the residents, program participants, and others with whom you
come into contact. You should exhibit conduct that is ethical, professional, and
responsive.
You are expected to follow all city guidelines, policies, and procedures. This
handbook outlines most of the pertinent areas that govern your volunteer work.
Your program supervisor or the human resource representative may provide fixrther
direction and answer any questions you may have.
Failure to follow the city's guidelines and directives may result in the revocation or
restriction of your privilege to participate in the volunteer program. The city also
reserves the right to modify or terminate this program or any part of it at its sole
discretion.
The following are general requirements for every volunteer position of the city of
Elk River. As a volunteer, you are expected to:
• Perform assigned duties to the best of their abilities at all times.
• Render prompt and courteous service to the public at all times.
• Read, understand, and comply with the policies, procedures, and guidelines
set forth in in this handbook as well as those that are communicated to you
in other ways through your program participation.
• Conduct yourself with decorum toward residents, the public, city staff and
elected officials, and respond to inquiries and information requests with
patience and courtesy.
• Report any and all unsafe conditions to the immediate supervisor.
• Keep the commitments you make to the volunteer program.
Accident, Injury, and Protection
Volunteers are generally protected against incurring personal liability in connection
with their volunteer program participation for the city. State law sets the maximum
level of liability that a volunteer could incur in such circumstances, and the city will
indemnify and hold harmless its volunteers in accordance with the law.
There are exceptions to this general principle that apply when an individual has
engaged, fox example, in malfeasance, bad faith, wilful neglect of duty, or gross
misconduct in the course of performing services for the city, and when the liability at
issue does not arise out of the performance of such services.
City volunteers are covered by the Group Self-Insurance Accident Plan for
Volunteers provided through the League of Minnesota Cities. Contact your
supervisor for the proper paperwork if you need to complete a report of injury.
Appearance and Dress Guidelines
Your appearance is a direct reflection on the professionalism of city services. A neat,
well-groomed volunteer will present a positive image of the city and demonstrate the
pride our city volunteers have. Please check with your volunteer supervisor for the
appropriate attire for your position. Also, please refrain from or minimize the use of
personal fragrances during volunteer hours in consideration of those with sensitivity
to fragrances.
Confidentiality
As a volunteer working in a public office, you may have access to information or
participate in conversations that are sensitive and confidential. Do not share this
information with anyone who does not have a professional right or need to know.
No one is permitted to remove or make copies of any city of Elk River records,
reports, or documents without prior approval.
Conflict of Interest
The credibility of local government rests heavily upon the confidence that citizens
have in public officials, employees, and volunteers to render fair and impartial
services to all citizens without regard to personal interest and/or political influence.
Thus, volunteers must scrupulously avoid any activities that suggest a conflict of
interest between their private interests and city responsibilities. The city has adopted
a Conflict of Interest ordinance that addresses these issues with respect to city
officials, employees, and volunteers. Volunteers are required to follow all applicable
laws related to conflicts of interest, including the City's Conflict of Interest
Ordinance, Section 220 of the City Code of Ordinances.
Examples of activities which do not comply with this policy include, but are not
limited to, the following:
1. Acceptance of any gift from an interested person in violation of
Minnesota Statutes, Section X471.895;
2. Using your authority, influence, or city position for the purpose
of private or personal financial gain;
3. The use of city time, facilities, equipment, or supplies for the
purpose of private or personal financial gain;
4. Entering into a business transaction when it involves using
confidential information gained in the course of volunteering;
and
5. Conducting personal business while volunteering.
A copy of this ordinance in full is available from the human resource representative.
Emergency Closing Procedure
It is the city's policy to continue to provide appropriate service levels during periods
of inclement weather or other emergencies. If a State of Emergency is declared, you
may use your own discretion whether you wish to remain engaged in the volunteer
program during the State of Emergency.
Government Data Practices Act
The city is subject to the Minnesota Government Data Practices Act. Under the law,
all data is public unless classified as non-public.
If you receive a request for public data, immediately forward the request to your
program supervisor or the city administrator.
Handling Residents' Feedback
Resident feedback provides an opportunity to identify and respond to local
concerns. How complaints are handled determines the level of confidence and
respect the public holds for its municipal government.
Always be polite, listen and document the resident's concerns. Allow the resident to
fully explain his/her concerns before asking fox clarification or providing an
explanation. Do not argue with the complainant even if s/he is angry, unreasonable,
or insulting toward you and/or the city. Politely transfer the call to your program
supervisor if the conversation becomes argumentative or foul language is used.
When you receive a complaint, it is very important to follow through properly. This
can be accomplished by doing the following:
- Receive and record information pertinent to the complaint.
- Report the complaint to your program supervisor.
- Follow up to see what action has been taken to correct the
problem.
Keeping Commitments and Attendance
It is essential that you report for service when you have made a commitment to do
so. A successful volunteer program requires both the city and the volunteer to meet
their agreed upon obligations. Failure to attend may result in the revocation of your
participation in volunteer activities. You may be required to record and report your
volunteer service hours.
You serve as a volunteer at your pleasure; however, you are subject to the direction
and control of the city and the city reserves the right to end this relationship at any
time.
Personal Use and Disposal of City Property
All city property and equipment is publicly owned. City-owned equipment and
facilities are not generally available for personal use by staff or volunteers.
City property that becomes obsolete, damaged, or is no longer needed shall be
disposed by salvage, trade, public auction, bid, or other means. Employees and
volunteers may only acquire public property through the above means.
Political Activity
Volunteers may seek election or appointment to public office, except to the extent
prohibited by the provisions of state or federal law. Political activity must not
interfere with a volunteer's duties or performance. Political activity while directly
engaged in the volunteer program service is prohibited.
Telephone Use, Internet, E-Mail, and Social Media
The city's Electronic Communications Systems (ECS) are in place fox conducting
official business. While occasional use of these systems for personal use is
acceptable, volunteers must demonstrate a sense of responsibility and may not abuse
such privileges. Communications of any kind by a city volunteer over the city's ECS,
whether work-related or personal, is subject to monitoring and review by the city at
any time, with or without notice or permission.
All communications sent must be respectful in tone and professional. The city's
ECS may not be used for forwarding "chain letters" or for any purpose which is
illegal or against city policy.
To conserve bandwidth, city computers may not be used for listening to Internet
radio stations or downloading music from the Internet.
City telephones are for conducting official city business. Personal use is permitted on
occasion or in an emergency. Any personal long distance phone calls that incur a
charge must be recorded on a long distance telephone log form and reimbursed
promptly.
Work Environment
The city is committed to providing a safe work environment as well as an
environment in which everyone is treated with dignity, decency, and respect.
The city pledges its best efforts to avoid discrimination against or harassment of any
volunteer or volunteer applicant because of race, colour, creed, religion, sex, age,
national origin, sexual orientation, marital status, veteran status, status with regard to
public assistance, physical or mental disability, or any other status protected by state
or federal law.
The city prohibits discrimination against or harassment of any volunteer or volunteer
applicant on the basis of protected class status. Volunteers who participate in
discrimination axe in violation of city policy and are subject to revocation of their
volunteer status. For additional information, the non-discrimination and harassment
policies are available for review from human resources.
Retaliation against anyone for making a complaint under this policy or assisting with
investigations of complaints made under this policy is also strictly prohibited.
Any person who feels that they have been discriminated against shall immediately
contact the city administrator or the human resource representative.
The city of Elk River prohibits all employees and volunteers, except sworn peace
officers, from carrying or possessing firearms while acting in the course and scope of
employment of the city. Volunteers must agree not to carry or possess firearms while
in the course and scope of city-related activities.
The city of Elk River provides anon-smoking environment. All city facilities are
smoke and tobacco free. All city vehicles are also smoke and tobacco free.
The unlawful manufacture, distribution, dispensation, possession, or use of any
controlled substance, including alcohol, is prohibited on city property.
The personal safety of each volunteer is of primary importance. To the greatest
degree possible, the city seeks to maintain a safe and hazard-free environment. You
are expected to develop safe work habits and to contribute to the safety of others.
You should follow all directives of city staff regarding safety. If you observe or
become concerned about any potentially unsafe condition, immediately notify your
program supervisor or other city staff. You are also required to immediately report
accidents resulting in personal injuries and/or vehicle, equipment, or property
damage to their program supervisor.
RECEIPT AND ACKNOWLEDGMENT
By signing this receipt, I acknowledge that I have received a copy of the city of Elk
River Volunteer Program Handbook. I understand that the handbook may be
amended at any time. I also understand that neither this handbook nor any
provision in it creates a contract of any kind between the city and me.
I acknowledge that it is my responsibility to become and remain informed about
the volunteer program guidelines, policies and procedures of the city and to abide
by them, including those contained in this handbook.
I also understand that my participation in the city's volunteer program is voluntary
and that I have no expectation of compensation of any kind in connection with my
program participation.
Finally, I acknowledge that my participation in the volunteer program is a privilege,
even though it is voluntary; and I understand that either I or the city may end my
program participation at any time in an exercise of our respective judgments and
discretion.
Date
Print or Type Name
Volunteer Signature
New Volunteer Opportunities
Department,
Title Division Brief Description of Job
cleanER City Wide • Volunteers will choose one location from parks, storm
ponds, neighborhoods, and landmarks and be responsible
for picking up trash at that location.
Volunteer City wide • Run mail, pick up supplies, pick up vehicle parts, deliver
Couriers council packets, deliver mail/packages to other cities or
entities.
Volunteer City Wide • Go through archives and compile, organize, and print
Historian significant historical events.
Economic Community • Assist the division with day-to-day activities and special
Development Development, projects.
Assistant Economic
Development
Buckthorn Community • Educate homeowners on identifying buckthorn, conduct
Busters Development, Buckthorn removal on City property.
Environmental
Invasive Community • Identify potential areas of invasive species infestation from a
Investigators Development, list compiled by City staff.
Environmental • Present information to schools or civic groups regarding
invasive species.
Energy City Community • Help to further the goals of the Energy City Commission
Ambassador Development, through educating the public about resource conservations
Environmental and leading tours of renewable and sustainable
(Energy City) demonstration sites.
Hip Historian Community • Share stories or skills about Elk River's history to groups of
Development, all ages, lead tours to show historic sites and share local
Environmental lore.
(Historic
Preservation)
Office Support Finance • File and/or scan into Laserfiche accounts payable
documentation in an organized file system.
Disc Golf Park & Recreation, • Assist with projects and maintenance of the disc golf course.
Course Parks
Volunteer
Hillside Park Park & Recreation, • General park maintenance and event prep and take down.
Volunteer Parks
Woodland Park & Recreation, • General park maintenance.
Trails Parks
Volunteer
Golf Course Park & Recreation, • Clean debris, pine needles, branches, garbage from golf
Clean Up Pinewood course.
• For significant clean-ups events Pinewood utilizes a STS work
crew.
Administrative Park & Recreation, • Assist recreation staff in general administrative functions.
Support Recreation
Marketing Park & Recreation, .Deliver miscellaneous marketing material to key locations
Material Recreation around Elk River to maximize marketing efforts.
Delivery
Park Ranger Park & Recreation, • Supervise usage at various park locations. Provide
Recreation information, report inappropriate behavior and park
maintenance needs.
Special Events Park & Recreation, • Opportunities vary depending upon event. Examples are
Aid Recreation managing games at Fright Night or handing out water at
Hillside City Park events.
Teen Leaders Park & Recreation, • Assist in teaching youth programs, supervising youth, and
in Training Recreation developing class curriculum.
Compost Site Public Works, • Verify users as Sherburne County residents by asking for
Supervisor Streets identification if vehicle does not have a properly displayed
permit.
Current Volunteer Opportunities
Department,
Title Division Brief Description of Job
Energy Expo Community • RSVP volunteers assist staff with Energy Expo event.
Development,
Environmental
Blood Drive Health Rewards • Greet and check in donors and serve refreshments.
Volunteers Program Committee • Currently utilize volunteers from RSVP.
Health Fair Health Rewards • Assist with manning booths on the day of the Health Fair.
Volunteers Program Committee • Currently utilize volunteers from RSVP.
Adopt-A-Park Park & Recreation, • Volunteers clean and help maintain a park that they've
Parks adopted.
Park Park & Recreation, • Assist with projects and clean up.
Maintenance Parks • Currently utilize volunteers from STS, Boy Scouts, Girl
Volunteer Scouts, MN School of Business, Wright County Probation
Work Program, American Legion
Golf Instructor Park & Recreation, • Assist in teaching children the etiquette and basics of the
Pinewood game of golf.
• Currently utilize volunteers.
Program Park & Recreation, • Deliver program guide to key locations around Elk River.
Guide Delivery Recreation • Currently utilize volunteers.
Youth Sports Park & Recreation, • Organize and rum team practices and games.
Coach Recreation • Currently utilize parent coaches.
Activity Park & Recreation, • Run activity from beginning to end. Set up equipment,
Leader Senior Programs organize participants, clean area after program.
• Currently utilizing volunteers through RSVP.
Baker Park & Recreation, • Bakes items for activities.
Senior Programs • Currently utilizing volunteers through RSVP.
Blood Park & Recreation, • Take blood pressure for seniors during scheduled times.
Pressure Senior Programs • Currently utilizing volunteers through RSVP.
Checker
Bone Builders Park & Recreation, • Set up area and lead group of exercisers through the Bone
Leader Senior Programs Builders Routine.
• Currently utilizing volunteers through RSVP.
Ceramics Park & Recreation, • Give instruction on ceramics techniques and processes.
Instructor Senior Programs • Currently utilizing volunteers through RSVP.
Computer Park & Recreation, • Help maintain mailing lists, budget information for advisory
Assistant Senior Programs meetings, and newsletter printing.
• Currently utilizing volunteers through RSVP.
Computer Park & Recreation, • Assist participants with computer basics on aone-on-one
Mentor/Club Senior Programs basis by appointment.
Leader • Club Leader facilitates semi-monthly group meetings.
• Currently utilizing volunteers through RSVP.
Coordinator's Park & Recreation, • Answers phones, prepares mailings, filing, and typing. Takes
Assistant Senior Programs reservations for outings. Other miscellaneous office work.
• Currently utilizing volunteers through RSVP.
Craft Assistant Park & Recreation, • Assist group in completing a craft project.
Senior Programs • Currently utilizing volunteers through RSVP.
Craft Group Park & Recreation, • Suggests craft ideas, help prepare materials, devise step-by-
Facilitator Senior Programs step procedure, demonstrate how to make project.
• Currently utilizing volunteers through RSVP.
Entertainer Park & Recreation, • Perform entertainment for a special event.
Senior Programs • Currently utilizing volunteers through RSVP.
• On-going recruitment of volunteers.
Front Desk Park & Recreation, • Assist Activity Center staff with basic office procedures and
Assistant Senior Programs secretarial duties.
• Currently utilizing volunteers through RSVP.
Light Park & Recreation, • Dusting, vacuuming, moping, watering plants, small
Maintenance/ Senior Programs reorganizing construction projects.
Repairs • Currently utilizing volunteers through RSVP.
MAC/NAPS Park & Recreation, • Use personal vehicle to transport food to the Pine
Driver Senior Programs Tree/Cone Manor Apartments in Zimmerman. Help load
and unload food packages.
• Currently utilizing volunteers through RSVP.
MAC/NAPS Park & Recreation, • Check in participants and direct them to which food is theirs
Volunteer Senior Programs to take. Call participants who have not picked up their food.
• Currently utilizing volunteers through RSVP.
Newsletter Park & Recreation, • Help fold and tape newsletter. Affix mailing label and sort
Assembler Senior Programs for mailing. Door-to-door delivery at Guardian Angels
apartments.
• Currently utilizing volunteers through RSVP.
Quilt Maker Park & Recreation, • Make quilts with other group volunteers.
Senior Programs • Currently utilizing volunteers through RSVP.
• On-going recruitment of volunteers.
Reader's Park & Recreation, • Assist with event and practice schedule, ensure appropriate
Theater Senior Programs props are at each event, prepare new props, manage
Assistant paperwork.
Coordinator • Currently utilizing volunteers through RSVP.
Reader's Park & Recreation, • Attend and participate in scheduled Book Ends practices and
Theater Cast Senior Programs make group reading presentations at schools.
Member • Currently utilizing volunteers through RSVP.
Reader's Park & Recreation, • Guide the cast through readings of scripts and coach
Theater Coach Senior Programs performance.
• Currently utilizing volunteers through RSVP.
Reader's Park & Recreation, • Prepare introductions and follow-up questions for
Theatre Senior Programs presentations, lead the BookEnds through warm up and
Presentation review prior to performance, manage performance.
Moderator • Currently utilizing volunteers through RSVP.
Reader's Park & Recreation, • Variety of special projects. May involve costume or prop
Theatre Senior Programs preparation or transportation of such.
Special • Currently utilizing volunteers through RSVP.
Projects
Scrapbook Park & Recreation, • Design and make scrapbook pages of Senior Center events.
Volunteer Senior Programs • Currently utilizing volunteers through RSVP.
Silver Stars Park & Recreation, • Assist with set-up, sign in participants and take payments.
Senior Programs • Currently utilizing volunteers through RSVP.
Silvertones Park & Recreation, • Direct senior center choir at practices and performances,
Director/ Senior Programs accompany on piano, help select music.
Accompanist • Currently utilizing volunteers through RSVP.
Silvertones/ Park & Recreation, • Sings with a group at various engagements. Attend
Bell Ringers Senior Programs practices.
• Currently utilizing volunteers through RSVP.
• On-going recruitment of volunteers.
Special Events Park & Recreation, • Variety of activities - staff an information booth, provide
Volunteer Senior Programs rides to participants, assist with clean up, assist in the
kitchen, host/hostess, take pictures
• Currently utilizing volunteers through RSVP.
Police Reserve Police • Assists in the enforcement of local, state, and federal laws.
Officer Participates in patrol, crime prevention, emergency
response, and public assistance duties.
• Currently utilize reserve officers and have on-going
recruitment.
Squad Mob Police • Cleaning interior and exterior of squad cars.
• Help maintain garage by cleaning, taking out garbage and
recycling, and cleaning floor drains.
• Currently utilizing Elk River High School Volunteer Work
Crew with Job Site Supervisor.
Return completed application to:
Volunteer Coordinator, City Hall
13065 Orono Parkway
Elk River, MN 55330
City of
Elk --~--~
Rive
Volunteer Application
Thank you for your interest in volunteering for the City of Elk River. This application will help
us determine the best volunteer opportunity to match your interest and availability.
Volunteer Information
Name: Date:
Address:
City: State: Zip Code:
Phone/Cell Number: (whichever is best to reach you)
E-mail:
Volunteer job desired or area of interest:
Demographics
Gender: ^ Male ^ Female ^ Prefer not to respond
Education Level: ^ High school student ^ High school graduate
^ Post-secondary student ^Post-secondary graduate ^ Prefer not to respond
Current Employment Status: ^ Employed full time ^ Employed part time ^Self-employed
^ Unemployed ^ Prefer not to respond
Availability -Please indicate your availability below. Mark the number of hours or time of day
you are available. Do your best to estimate, we understand that your schedule may change.
Sunda Monda Tuesda Wednesda Thursda Frida Saturda
Please indicate the length of time you are available. (For example: May through August, the 3`~ week
of June, every other Saturday through the winter)
Emergency Contact Information
Name of person to contact in case of emergency:
Relationship: Phone number:
Address:
Ciry: State: Zip Code:
Volunteer Waiver and Release
I understand that this is an application for, and not a commitment or promise of, a volunteer opportunity. I
certify that this information is true, correct and complete to the best of my knowledge.
If accepted for a volunteer opportunity, my participation in the activity is voluntary and on the city's behalf. I
agree to be subject to the city's direction and control.
I know, and am aware of, the dangers associated with my participation in this activity. Said risks may include
injury or accident to person or property, or other loss. I assume any and all risks, whether known or
unknown, while volunteering my services.
I understand and agree that neither the city, nor any person acting on behalf of the city, may be held liable in
any way for any event which occurs in connection with this activity which may result in harm, death, injury or
other damage to me. This waiver of liability does not waive liability for any injuries that I obtain as the result
of willful, wanton or intentional misconduct by the city or any person acting on behalf of the city.
I agree to defend, indemnify, and hold harmless the city for any expense or liability the city may incur as a
result of my conduct, actions or omissions while performing this activity.
It is my express intent that this Waiver and Release shall bind the members of my family, if I am alive, and my
heirs, assigns and personal representatives if I am deceased.
I have read the above and understand the legal significance of signing this document.
Name (please print)
Signature Date
NOTICE: Volunteers under eighteen (18) years of age must have this Waiver and Release co-signed by their
parent or legal guardian.
I certify that I am the parent or legal guardian of the above individual and hereby consent to his or her
participation in this activity. I have read and understand the above Waiver and Release, and I agree to be
bound by the terms stated therein.
Parent/Guardian Name (please print)
Signature
Date