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Middleton arts committee confronts new city volunteer background-check rule while planning Art Walk 2025
Summary
City staff told the arts committee HR now requires background checks for volunteers at events where children may be present; the committee discussed costs (~$8 per check), timing (24–48 hours), the need for a secure volunteer form and a centralized volunteer pool, and assigned staff follow-up with HR and web/IT.
MIDDLETON — As the Middleton Arts Committee mapped out Art Walk 2025, staff told members that a recent human-resources directive requires background checks for volunteers at events where children may be present, a change that will affect volunteer recruitment and logistics.
Abby Atune, the city’s director of planning and community development and staff liaison to the committee, told members that human resources has directed that ‘‘everybody has to be background checked now’’ for events involving children. She said the checks cost roughly $8 each but that the city planned to pay from a central account rather than the committee’s budget. Abby said she will confirm details with HR staff member Brian Wolhofter.
Committee members flagged operational issues: background checks require advance registration (limiting last-minute volunteers), there are questions about whether high-school students are exempt, and some volunteers could be reluctant to provide Social Security numbers or other personal data. Abby said the city’s HR office or police department can often process checks within 24–48 hours.
Members discussed possible responses: creating a secure volunteer application form on the city website with a checkbox consenting to a background check; building a citywide volunteer pool that departments could use; using QR codes at pop-ups to recruit volunteers; and coordinating with Parks & Recreation to borrow that department’s screened volunteer lists.
Abby agreed to confirm which volunteer groups (including secondary-school students) are covered or exempt, to identify the required application fields, and to share the HR contact information (Brian Wolhofter) so the committee can implement a usable volunteer sign-up workflow. Jolene and other committee members offered to design the form and work with city web staff (Brent) to publish it.
The discussion came as members also reviewed Art Walk logistics — food trucks, music, children’s corner, silent auction and fundraising — and the committee identified a $1,750 tourism grant that is no longer available and must be replaced through sponsorships or other revenue.
Next steps: staff will confirm HR rules and required application fields, and the committee will draft a secure volunteer sign-up form and explore a centralized volunteer pool and outreach via pop-up events.
