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6.2. SR 09-10-2012 City of Ells = REQUEST FOR ACTION River` TO ITEM NUMBER Mayor and City Council 6.2 AGENDA SECTION MEETING DATE PREPARED BY Work Session September 10, 2012 Michael Hecker, Parks and Recreation Director ITEM DESCRIPTION REVIEWED BY Safety Rules and Equipment Usage for Volunteers Tina Allard, City Clerk REVIEWED BY Cal Portner, City Administrator ACTION REQUESTED Review the attached Safety Rules and Equipment Usage for Volunteers policy draft and adopt by motion as part of the City of Elk River Volunteer Handbook. BACKGROUND/DISCUSSION The City Council reviewed and adopted the Volunteer Handbook in March. This is a manual that outlines the elements of a well-managed volunteer program. Parks staff recently found that the usage of equipment for volunteers is a section that was missing and should be addressed in the manual. The Parks and Recreation Department rely heavily on volunteers to maintain our parks. Staff estimates that volunteers work about 3,000 hours annually at Woodlands Park and over 1,500 hours annually at Hillside Park. Without the help of volunteers,the parks would not be in as good of shape and would require the city to hire additional staff to maintain current service levels. The Park Maintenance staff trains volunteers on the use of equipment and requires and documents the specific training for volunteers that utilize specialized equipment,including city snowmobiles to groom the trails and chain saws to cut trees and clear trails. Volunteers receive the same type of safety equipment training as regular employees. The League of Minnesota Cities states that the use of equipment and vehicles by volunteers is allowed and recommends that the operation, especially safety procedures,are explained and followed through. The City of Elk River continues to be proactive in its safety training of volunteers. City Attorneys Peter Beck and Mark Matheson have reviewed and made suggestions to the attached Policy. FINANCIAL IMPACT Volunteers save the city thousands annually with their efforts to maintain our park system. We hope to formally continue this effort and minimize legal exposure with the attached policy. ATTACHMENTS ■ Safety Rules and Equipment Usage for Volunteers Policy Draft r uwI8Eo BT MUR Safety Rules and Equipment Usage for Volunteers Volunteers must follow all City of Elk River safety procedures and guidelines. Safety training for volunteers will be provided by city department supervisors or his/her designee. Designees may include volunteer Park Stewards. For reasons of safety, security or legal considerations, some facilities and/or equipment are off limits to volunteers. For this reason, city department supervisors or his/her designee may approve or deny access for individual volunteers to enter specific city facilities. Adult volunteers (at least 18 years of age) may operate (drive) non-licensed,motorized, self- propelled maintenance equipment with permission of a department supervisor or his/her designee. The city department supervisor or designee shall first perform an assessment that the volunteer is responsible and qualified to operate the equipment. No one shall operate (drive) any equipment without using appropriate personal safety equipment, and without first receiving instruction as to its proper and safe operation. Volunteers shall inquire of the department supervisor or his/her designee about the safety equipment appropriate for operation of any equipment on which the volunteer has not had previous experience. Volunteers under the age of 18 are not permitted to operate: motorized equipment;non-licensed motorized, self-propelled maintenance equipment; chain saws; or anything else as to which minors' operation is prohibited by law. Some volunteers may occasionally be assigned and authorized to drive City of Elk River licensed motor vehicles. If so,they shall first undergo a vehicle familiarization training session and successfully complete a driver's license record check similar to that required of employees who are authorized to drive licensed motor vehicles. All operators shall be familiar with and obey the safety and operating instructions provided by City of Elk River staff and all traffic laws.