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Philomath council adopts formal volunteer program and handbook
Summary
The council adopted Resolution 25-03 to establish a formal volunteer program and handbook, endorsing a low-cost accident/medical policy (noted at about $300/year to cover up to 100 volunteers) while recommending workers' compensation coverage for public-safety volunteers and reserves.
The Philomath City Council voted on Feb. 10, 2025 to adopt Resolution 25-03, establishing a formal volunteer program and adopting a volunteer handbook and related policies.
The assistant city manager presented the draft, explaining that the city worked with the CIS template and the city’s insurers (WHA). Staff said CIS recommended an accident/medical-type policy as a low-cost option; the draft references a $300-per-year policy that would cover up to 100 volunteers and lower administrative burden compared with covering volunteers under workers' compensation, which requires time tracking and additional staff work. The assistant city manager said public-safety volunteers (including police reserves) are recommended to remain on workers' compensation and that city council members would be added to that tracking.
Councilors raised implementation questions: the packet is long and occasionally contains template errors (pronouns and grammar), the handbook may be cumbersome for one-off event volunteers, and councilors discussed possible summary materials or an online sign-up/application to reduce front-line complexity. Councilor Crocker moved (and a councilor seconded) adoption of the medical-accident policy option and a motion to approve Resolution 25-03; the motion was seconded and recorded as approved by the council.
The resolution formalizes volunteer intake steps (applications, basic job descriptions, liability considerations) and directs staff to implement the handbook and insurance approach while refining processes for different volunteer tiers.
Next steps: Staff will correct template language, prepare public-facing summaries and application links, and implement the insurance option; public-safety volunteers will remain on workers’ compensation as recommended.
