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HomeMy WebLinkAbout210-170 ti`c POLICY & PROCEDURE Subject: Index: FINANCE VOLUNTEER RECOGNITION Number: 210- Effective Date: Supersedes: Page: Staff Contact: Approved By 2/21/2018 N/A 1 of 3 Jan Hawn 1.0 PURPOSE: To establish policy and procedural guidelines for the recognition of City volunteers, to ensure all volunteers are recognized fairly and consistently City-wide and that City funds are spent appropriately. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions that have volunteer assistance. 3.0 POLICY: The City of Renton shall utilize the volunteer recognition program set forth in this policy as a means of honoring volunteers for contributions and to acknowledge and express appreciation for years of service (exclusive of maintenance and reimbursement expenses, stipends, gifts of appreciation, and unpaid job training) to the City of Renton. Both the City of Renton and the volunteer must agree to the volunteer status in advance of the work being performed. 4.0 DEFINITIONS: 4.1 Volunteer—Any individual or group providing non-compensated services to the City of Renton. Volunteers include but are not limited to: Individuals serving on a board or commission; Long term volunteers who work four or more hours per day one or more days per week over a prolonged period; Individuals or groups donating service to accomplish a specific job of limited duration. 5.0 PROCEDURES: 5.1 Annual Volunteer Banquet: Annually the City will host a volunteer banquet to formally recognize the service of our many volunteers within the City. Volunteer Recognition p. 2 All volunteers who have volunteered their time within the past 12 months will be invited to attend and be recognized at the banquet along with one guest. Each department will supply one (and only one) recognition item to give away at the banquet. Recognition items shall have a value of no more than $100.00. Volunteers who have reached certain years of service milestones will be recognized with a years of service award at the banquet, as set forth in Subsection 5.2, below. Volunteers can be nominated for a specialty award based on proven commitment, dedication, professionalism, and innovation, and the winners will be recognized at the banquet. The specialty award may be commemorated with a certificate, but shall not be accompanied by a gift of any value. The banquet will serve as the annual recognition for service and hours our volunteers devote to the City and will be the only volunteer appreciation allowed to be funded with City funds, unless expressly provided in this policy. 5.2 Years of Service Awards: Any volunteer who has reached 5, 10, 15, 20, 25, or 30 years of service will be recognized with a special years of service award at the annual volunteer banquet. Volunteers who reach these services levels will be presented with an enameled City of Renton pin with years of service inscribed. The pins shall not be accompanied by any other gift of value. 5.3 Department Level Limits: Any purchases outside of the service award and specialty awards presented at the annual banquet are not allowable with City funds, with the following exclusive exceptions: o The purchase of a thank you card may be made by a Department one time per year per volunteer. o Incidental expenses if both necessary and reasonable. An incidental expense is "necessary" if it is required to support volunteer services. Examples could include light refreshments, coffee, tea, or water for an event or meeting that a volunteer is attending and serving their time to the City; supplies necessary for a volunteer to provide service. An incidental expense is "reasonable" if an average citizen would find the amount acceptable and not excessive and if the expense cannot unfairly benefit a person or specific group of people. The final authority to determine what constitutes a necessary and reasonable incidental expense rests with Volunteer Recognition P.3 the Chief Administrative Officer or his/her designee. Gifts, meals, or events for any reason or occasion other than the annual banquet are not allowable with City funds. Prohibited expenses include but are not limited to: o Lunches, meals, events, or parties. o Cards or gifts for birthdays, holidays, sympathy, thank you, retirement or going away. o Flowers o Clothing, such as jackets, t-shirts, or hats. 5.4 Daily Stipend: As per Policy 300-64 departments may provide volunteers with a meal allowance for each day of service. Day of service is defined as a volunteer working a minimum of four (4) hours in a given day. The meal allowance will be up to $10.00 per day for each day of service.