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Council reviews draft Volunteer and Donations Policy (Policy 88), agrees to streamline approval and ratify volunteers on consent agenda
Summary
Council discussed a proposed citywide volunteer and donation policy (Policy 88) to standardize waivers, forms and approvals for volunteers and gifts; members agreed staff and department heads should be able to authorize routine volunteer hours with ratification on the consent agenda rather than two-week delays.
City staff presented a draft formal Volunteer and Donations Policy (Policy 88) designed to standardize how citizens volunteer across Little Falls and how the city accepts physical and monetary donations.
The policy would require volunteers to sign a waiver and complete a volunteer form; staff said council would approve the volunteer’s hours while department supervisors would approve specific projects. Staff described the separate donation form required for any physical or cash donations. Alex, the presenting staff member, said: “They would sign the waiver. They would complete a volunteer form, which would then come to council, and council would approve essentially the they would accept the volunteering for the hours.”
Council members raised concerns that requiring council approval before volunteers start could deter spontaneous volunteerism. One member summarized the preferred approach: allow department heads and the city administrator to approve routine volunteer projects and then place those approvals on the consent agenda for ratification. Staff confirmed seasonal approvals would be possible so volunteers do not need to refile forms every time they work during the approved period. The policy also disallows volunteers operating dangerous equipment; staff said trained city employees may operate city equipment to support volunteer projects with supervisor approval and insurance coverage.
Council did not adopt Policy 88 at the work session. Members reached a working consensus to streamline the process so volunteers approved by a department head and the administrator can begin work and have the action ratified on the consent agenda later. Staff will return a finalized draft to a future council meeting for formal action and to add the policy to the city’s consent procedures.
