From: Andy Peters
Sent: Wed Oct 19 16:42:11 2022
To: Sharon Tramel
Cc: Adam Shultz; Christie Teets
Subject: RE: Volunteer Workers Comp Coverage
Importance: Normal
Attachments: Detention_Pond_Maintenance.pdf; RWVolunteer.pdf; Okay. Let me give you a tiny bit of background: Mac has brought these folks forward and asked us to look in to whether it’s possible to have them do some kind of work. The person is an Eagle Scout, Contact info: Bob Nelson 503-202-4212; bnelson@tecequipment.com. I do not know their age yet. On quick review it looks like they would be classified as either “Non-Public Safety Volunteer” or an “Other Volunteer”, in which case we need to contact SAIF at least 2 weeks in advance to get written coverage for them. In order to do that we will need to scope the project. The volunteer has asked for what job they can do and we’ve identified one, below. If we can proceed then we can offer this work to them. We have 3 questions,
From an operational standpoint, engaging volunteers in Public Works like this can be complex because in general we have to provide them with (1) training for how to perform the work satisfactorily and safely, and (2) for training them on policies, expectations and how to interact with others in the workplace. The problem is that there are no jobs related to public works that do NOT fall within general industry. So for something simple like painting a fire hydrant, they will need to be trained on the SDS sheet for the paint, supplied equipment, gloves and respirators, and be assisted with disposal and cleanup procedures. They also need to be outfitted for work near traffic and trained on proper safety procedures. Since we simply don’t have the ability to provide all this we are restricted to very carefully scoped projects that are super hands off and safe. But it’s hard to come up with that stuff. Their idea was to reconstruct a portion of the broken pavilion at Clark Park, but given that this would require building permits, and an Eagle Scout is not allowed to us a saw by their internal policies, it leaves us wondering how we would make it all happen.
We will be interested to hear your thoughts.
Andy/Adam
Detention Pond Maintenance – the map attached shows in Dark Blue the locations of City-owned Detention Facilities. These Facilities require removal of invasive species such as Blackberries. Community Service volunteers may remove any plant species considered Invasive by the Oregon Department of Fish and Wildlife, piling them in the public Right-of-Way on the nearest dump-truck accessible curbline that does not block fire hydrants, driveways, or other public infrastructure. This job should not be started unless the volunteer commits to producing a pile at least the size of a passenger car (the economic breakpoint for transport). Once a pile at least this size has been made, volunteer may call for pickup and disposal by the City: 503-793-9043, or by email to shops@cityofmolalla.com. Work-in-process piles smaller than this should not remain for more than 72 hours in order to avoid issues with neighbors – they should be completed to size and pickup called for. The City of Molalla cannot supply manpower, tools, materials, or equipment to volunteers for this job. If terms in these instructions are unclear to students (map reading, definition of ‘right-of-way’, etc) then part of the work is for the student to train themselves on their meaning and use. The use of Chemical Pesticide by volunteers is prohibited. Stormwater facilities feed the waters of the State must be protected. Any petroleum spills, such as gasoline, must immediately be reported to the City of Molalla. Volunteers are responsible for making themselves aware of, and following, all federal, state, and local regulation, including those related to Environmental Protection and Occupational Health and Safety. Volunteers are warned that dangerous items have been found in bioswales in the past, including sharps (needles), houseless individuals personal items, or containers of unknown substances. If the volunteer discovers any such items they should stop work and notify the City. The City may not be able to move these items and work may have to proceed to another area. The Volunteer may request the City of Molalla signoff on Community Service hours for this job. To Receive hours the Volunteer must supply a statement of time spent (timesheet) along with before and after photographs of the work are. The photographic evidence must match the time spent as determined by Public Works’ through knowledge of process. Volunteers must follow procedures outlined in the City of Molalla’s Volunteer Handbook. Before work begins all waivers required by the Volunteer Handbook must be signed and on file with the City Manager’s Administrative assistant.
From: Sharon Tramel <stramel@cityofmolalla.com>
Sent: Wednesday, October 19, 2022 4:13 PM
To: Andy Peters <apeters@cityofmolalla.com>
Subject: Volunteer Workers Comp Coverage
Andy,
I have attached the information I have for volunteers. The only thing I am checking on is the resolution supposed to be updated every year because the one I have is from 2021.
Sharon Tramel
HR Coordinator
City of Molalla
(503)759-0293