Radio Board Regular Meeting

Agenda-AMENDED City of Ocean Shores Radio Board Regular Meeting ***AMENDED*** Remote Access Only Via Zoom Join Zoom Meeting Online Click Zoom Link Here Join Zoom Meeting by Phone Phone Number: 1.253.215.8782 US Meeting ID: 899 0763 7824 Passcode: 348762 Listen To Recorded Meetings Ocean Shores Elks Lodge, Tuesday Community Room October 27, 2020 199 Ocean Shores Blvd. 10:30 AM Ocean Shores, Washington Page Call to Order Roll Call Approval of Meeting Agenda Public Communication - 3 Minutes Written public comment to be sent via email to the City Clerk at slogan@osgov.com no later than 9:00 AM Tuesday October 27, 2020. Approval of Minutes 3-4 1. Radio Board Meeting Minutes Reports 2. Chair's Report • Presented by: Board Chair, Marty Hadfield. 5 3. Designee Treasures Report Page 1 of 25 Page • Presented by: Designee Treasurer, Trey Smith. 4. Station Report • Presented by: KOSW Station Manger's, Trey Smith and Carl Larson. 5. Technology Report • Presented by: Board Chair, Marty Hadfield. Old Business 6. Election of Radio Board Treasurer • Presented by: Radio Board Chair, Marty Hadfield. New Business 7 - 25 7. Bylaws Review bylaw committees recommend amendments. • Presented by: Radio Board Chair, Marty Hadfield. Future Agenda Items Discussion 8. Music Library Committee • Led by: Radio Board Chair, Marty Hadfield. 9. KOSW-LP Volunteer Handbook • Led by: Radio Board Chair, Marty Hadfield. Executive Session Adjourn Page 2 of 25  Radio Board Meeting Minutes ZOOM September 22, 2020 Call to order / Roll Call Meeting Called to order at 10:30 AM by Marty Hadfield. Board members present: Marty Hadfield, Rosanne Santoro, Jacqui Austin, Darrel Prowse, and Mike Preston • Approval of Minutes: Amended to read Jacqui volunteered for the bylaws committee. Motion to approve Mike Preston, Seconded by Jacqui Austin to approve the minutes from February 25 2020 motion carried. • Approval of the September 22, 2020 Agenda: Marty made a motion to amend the agenda to read that Trey is a designee treasure. Seconded by Mike Preston. Motion and agenda Carried • Chair’s report: Marty Hadfield. Safety and health practices working well, fewer volunteers. Easier to maintain health and safety. Discussion of radio tower. Out of our hand, suggestions only. • Treasures Report: September 2020: No report given. Trey lost his connection • Station Managers Report: Butch Larson Trey Smith: Trey Smith: Lost audio. Butch Larson: Station has about 12 on air volunteers. Need to get some face to face training for new DJs. • Technology report: New and better equipment has been included in the budget request • Public comment: Frank Elduen thanked the station for PSA for North Beach Booster Club. • Old business: Seeking a volunteer for treasurer. Marty asked Jacqui to volunteer. She said give me to next meeting. Also asked Darrel he said no. • Tabled business: Treasurer • New business: Discussion about Plexiglas safety shield. • Meeting adjourned at 12:06 PM Respectfully submitted by Mike Preston KOSW Radio Board Secretary. 1. Radio Board Meeting Minutes Page 3 of 25 1. Radio Board Meeting Minutes Page 4 of 25  Financial Report for Months of September 2020 KOSW Board Meeting of 10/27/2020 Acct Beginning Ending BoP Checking $2997.35 $2644.35 VISA -$218.52 -$564.61 PayPal $147.00 $147.00 Petty Cash $58.55 $280.05 Income $11.00 Reimbursements $0.00 Expense $483.48 Transfers $275.00 Current Unofficial Account Balances as of 10/22/2020 BOP Checking $2789.35 VISA ($382.82) PayPal $147.00 Petty Cash $58.69 3. Designee Treasures Report Presented by: Designee Treasurer , Trey Smi... Page 5 of 25 Page 6 of 25  AMENDEDOCEAN SHORES RADIO BOARD BYLAWS Authorized by Ocean Shores City Council on the 8th day of October 2018. INTRODUc1'lON The task of the Ocean Shores Radio Board (hereafter referred to as the “Radio Board” or "the Board”) is to provide assistance in operating KOSW-LPFM the radio station licensed to the City of Ocean Shores, providing public service information, entertainment and educational opportunities to Ocean Shores’ citizens and visitors. ARTICLE I - RESPONSIBILITY The Board shall carry out responsibilities designated by ordinance and other duties assigned by the City Council. The members of the Radio Board accept the responsibility of the office and declare their intention via approved application, to execute the duties under federal, state and municipal laws and regulations to the best of their ability. ARTICLE II DUTIES — A. the Radio Board shall submit to the City each year, on or before Sept 1. a statement of current ?nancial condition to include an estimated budget for the following calendar year. This report may include recommendations for service and facility development as well as requests for inclusion in the City of Ocean Shores budget. B. The Board shall appoint (a) Station Manager(s), who shall report to the Board, and be responsible for the day-to—dayoperations of the Radio Station. Such appointments shall be approved with a majority vote of the Board. Appointees will serve a renewable one year term, commencing January 1 of each year. The Board will consider all candidates who may be nominated by others or self-nominated. Current station manager positions are: Station Manager/Programming and Station Manager, Operations. C. The Station Manager(s) job performance willbe reviewed at approximately 90 days from appointment and thereafter as deemed necessary by the Board. D. If the Station Manager(s) position is vacated, either voluntarily or by Board majority, prior to the end of the term the Board willappoint interim management to serve until the regularly scheduled selection. E. The Station Manager(s) is a non-voting, ex of?cio member of the Board. A Board member appointed as interim Station Manager may continue their Board position until the Station Manager selection. 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 7 of 25  F. The Radio Board shall set and approve all station policy for implementation by the Station Manager(s). ARTICLE III ORGANIZATIONOF THE RADIO BOARD — A. The Radio Board shall consist of five members. B. Of?cers of the Board shall be Chairperson, Secretary and Treasurer. C. Officers shall be elected by a majority of the Board members at the regular meeting in June of each year, or as soon thereafter as feasible. A quorum must be present to elect Board Officers. D. If an officer position is vacated prior to the end of the term, the Board shall elect an interim officer to serve until the regularly scheduled election. E. In the absence of the Chairperson, the Secretary shall conduct meetings. F. If the Secretary or Treasurer is absent a pro tem shall be elected informally by the members present for that meeting. G. The Chairperson shall preside at all Board meetings and have the powers generally assigned such office in conducting meetings. H. It shall be the Chairperson's duty to see that the transaction of Board business be in accord with these bylaws. I. The Board, by simple majority vote of those present may create special committees and assign one and no more than two members to such committees. J. If a Board member has more than three total unapproved absences from regularly scheduled meetings in a calendar year, the Board Chairperson shall inform the Mayor, or designee, for replacement of said Board position. K. No person shall hold the office of member of the Radio Board unless that person is a resident of the City of Ocean Shores. If a member of the Radio Board ceases to be a resident of the city, the seat must be vacated. L. A quorum is a simple majority of the Radio Board. ARTICLE IV. - MEETINGS A. The Radio Board shall determine a regular meeting time (time, place and frequency) as necessary for its meetings. 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 8 of 25  B. All meetings of the Board shall be open to the public. C. Executive sessions of the Radio Board may be held only with prior City Council approval and in accord with the requirements imposed by RCW 42.30.110 and 42.30.140. D. To conduct official Radio Board business, a quorum must be present. If no quorum exists, no officialaction can be taken. E. All meetings of the Radio Board shall be governed by these bylaws. Where the bylaws do not state othenivise, the parliamentary rules and procedures contained in the current edition of Robert's Rules of Order shall apply. F. To the extent it does not violate public notice requirements; the printed agenda of a regular meeting may be modi?ed.supplemented and revised at the beginning of a meeting by the affirmative vote of the majority of Board Members present. G. The Radio Board may devote a portion of a meeting to an informal study session during which no comments from the public will be permitted, unless the Chairperson or a majority, on a case by case basis, decides othenivise. H. The Radio Board shall hear no new agenda items beyond 3 hours from the start of the meeting unless a majority of the Board members present should decide otherwise. I. The Radio Board Secretary or designee willbe responsible for the written recording of all Radio Board meetings. All minutes will be fonrvarded to the Ocean Shores City Clerk and be made part of the permanent record. J. The Radio Board Treasurer or designee will be responsible for written recording of all ?nancial transactions approved by the Board, as well as funds received, consistent with city ?nancial auditing and accountability standards required by statute. AR11CLE V. CONFLICT OF INTEREST ANDAPPEARANCE OF FAIRNESS Any member of the Radio Board who in his or her opinion has an interest in any matter before the Board that would prejudice his or her actions shall so publicly indicate and shall step down and refrain from any manner of participation andlor voting with respect to the matter in question so as to avoid any possible con?ict of interest or violation of the appearance of fairness. ARTICLE VI. AGENDA A. The preparation of the agenda will be the duty of the Board Secretary and he or she willcoordinate the preparation with the Chairperson. 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 9 of 25  B. The agenda may be divided into sections and continue until subsequent meetings when it is apparent one meeting will not be suf?cient to complete scheduled business. C. Copies of the Agenda will be available to all Board members via email at least 4 days prior to a regular meeting date. D. The Agenda willindicate whether the Board intends to take fonnal action on a particular matter. E. The Board may conduct special planning sessions and public hearings and shall give public notice, as required. F. The Board may continue a public hearing to a future date only for the purpose of accepting new written or oral testimony solely from anyone who had signed up to speak on the original hearing date but did not have the opportunity to testify. A continued public hearing does not require a new public notice. G. The Agenda shall be confinned at the beginning of each meeting. ARTICLE VII. STUDY SESSIONS A. Some of the Board's work will be conducted at informal study sessions. The Board shall consider information and recommendations from staff and ex officio members, but shall not take comments from the public during study sessions unless the Chairperson or a majority, on a case by case basis decides otherwise. B. No action shall be considered by the Board at the study sessions. C. Members of the public attending study sessions may speak only if acknowledged beforehand by the Chairperson. ARTICLE VIII. ‘PUBLIC COMMENT A. Public Hearings may be held in addition to regular meetings. Public Hearings and notices shall be held and issued in conformance with the City of Ocean Shores Municipal Code and applible statutes of the State of Washington. B. Each speaker during a Public Hearing is limited to three minutes speaking time. If a speaker is representing an organization, that speaker may be granted up to ?ve (5) minutes speaking time, at the Board's sole option. C. Anyone wishing to speak at a Public Hearing should be signed in on the sheet provided at the entrance to the hearing. D. lf audience dialogue or an individual speaker or speakers become disruptive, 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 10 of 25  the Chairperson may recess the meeting or request that the meeting be adjourned. E. To communicate with the Board on a matter not scheduled for public hearing, the public may write a letter andlor speak during the portion of each regular meeting entitled ‘Public Comments‘. ARTICLE IX. AMENDING BYLAWS A. The Radio Board may amend these bylaws at any regularly scheduled meeting. B. The Ocean Shores City Council must approve all amendments. PASSED ANDADOPTED this 8th day of October, 2018. 3 ~ ‘jg stal ingler, yor Tom Ferguson, airperson ATTEST: a,._ Angela Folkers, Fina Directorlcity Clerk 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 11 of 25 Page 12 of 25  Article I-Responsibility See Attached Ordinance #761 See Attached Resolution #667 Article II-Duties-AMENDED A. the Radio Board shall submit to the City each year, on or before Sept 1. A statement of current financial condition to include an estimated budget for the following calendar year. This report may include recommendations for service and facility development as well as requests for inclusion in the City of Ocean Shores biennium budget. Article II-Duties-ORIGINAL A. the Radio Board shall submit to the City each year, on or before Sept 1. A statement of current financial condition to include an estimated budget for the following calendar year. This report may include recommendations for service and facility development as well as requests for inclusion in the City of Ocean Shores budget. Article IV. Meetings Section C.-Original Executive sessions of the Radio Board may be held only with prior City Council approval and in accord with the requirements imposed by RCW 42.30.110 and 42.30.140. Response from MRSC- “There is no requirement in state law for an advisory board to get approval from the government body that created it before it can go into executive session. However, cities have broad authority to regulate the operations of their advisory boards, especially if those boards are optional. (Planning Commissions and Lodging Tax Advisory boards are often required under state law, and those state laws may limit the city’s oversight). My quick research shows that the radio board is a purely advisory board created by the city to advise on the operation of the city-owned radio station. Therefore, I see no legal reason why the city cannot require that board to get council approval before it can go into executive session”. Section J.-Original The Radio Board Treasurer or designee will be responsible for written recording of all financial transactions approved by the Board, as well as funds received, consistent with city financial auditing and accountability standards required by statute. 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 13 of 25  Section J.-AMENDED The Radio Board Treasurer or designee will be responsible for directing vendors or donators to send payments to the City of Ocean Shores with a notation describing purpose of payment. The City will be responsible for the funds received as consistent with City financial auditing and accountability standards required by statute Article V. Conflict of Interest and Appearance of Fairness-Original In order to assure their independence and impartiality on behalf of the public good, voting Radio Board Members shall not use their official positions to influence government decisions in which they have a financial interest or where they have an organizational responsibility or a personal relationship that would present a conflict of interest under applicable State law. In accordance with the law, Councilmembers shall file written disclosures of their economic interest through the filing of a Public Disclosure Commission Form F-1, “Personal Financial Affairs Statement” and if they have a conflict of interest regarding a particular decision, refrain from participating in that decision unless otherwise permitted by law. Voting Radio Board Members shall be advised, as part of the application process, that they will be required to file the applicable statement within ten (10) days of appointment. Article V. Conflict of Interest and Appearance of Fairness-AMENDED FOR RADIO BOARD In order to assure their independence and impartiality on behalf of the public good, voting Radio Board Members shall not use their official positions to influence government decisions in which they have a financial interest or where they have an organizational responsibility or a personal relationship that would present a conflict of interest under applicable State law. In accordance with the law, Councilmembers shall file written disclosures of their economic interest through the filing of a Public Disclosure Commission Form F-1, “Personal Financial Affairs Statement” and if they have a conflict of interest regarding a particular decision, refrain from participating in that decision unless otherwise permitted by law. Voting Radio Board Members shall be advised, as part of the application process, that they will be required to file the applicable statement within ten (10) days of appointment. Article VI. AGENDA Section C.-Original Copies of the Agenda will be available to all Board members via email at least 4 days prior to a regular meeting date. Section C.-Amended Rough draft copy of agenda will be provided to city clerk and his/her designee 7 days prior to date of meeting. Agenda will be formatted to specification by said city clerk and his/her designee and posted at the following location no less than 24 hours prior to meeting. • City of Ocean Shores-File Pro • City of Ocean Shores Post Office 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 14 of 25  • City of Ocean Shores Library • City of Ocean Shores City Hall • City of Ocean Shores Police Department Email receipt of agenda will be provided to Board Members with along with a link to current agenda. Article VIII. Public Comment See Attached document-provided by city clerk 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 15 of 25 Page 16 of 25  CITY OF OCEAN SHORES, WASHINGTON ORDINANCE NO. 761 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF OCEAN SHORES, WASHINGTON, ESTABLISHING A CITY RADIO STATION AND RADIO STATION BOARD OF DIRECTORS WHEREAS, it would be a benefit to the citizens of Ocean Shores and visitors to our City to have a City radio station; and WHEREAS, having a City radio station would facilitate communication between the City and its citizens, and would be an excellent medium for advising tourists and visitors of the activities and events occurring in the City; and WHEREAS, a group of citizens has taken the initiative to assist in making the City radio station a reality; and WHEREAS, the City's radio station should be managed and operated by a City board and/or commission; and WHEREAS, it is appropriate to enact an ordinance authorizing the establishment of a City Radio Station, and a Radio Board for the City of Ocean Shores, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF OCEAN SHORES, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS: Section 1. A new Chapter 2.62 is hereby added to the Ocean Shores Municipal Code, to read as follows: 2.62.010 Establishment. A radio station is hereby established for the City of Ocean Shores, which shall be known as "KOSW" or the "City radio station," and which shall be operated and maintained according to federal, state, and local laws and regulations. 2.62.020 Creation--Eligibility. There is created a board of directors for the City radio station, consisting of seven (7) members, (hereinafter referred to as the "Radio Board") who shall be appointed by the mayor, with the confirmation of the City Council, from citizens of recognized fitness for such positions who reside in this city. No director shall receive any compensation for his/her services. Page 1 of 3 Ordnance No. 761 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 17 of 25  2.62.030 Management--Operation. The management and operation of the City radio station shall be vested in the Radio Board, with whatever volunteer assistance is available. The City Manager or designee shall assist the Radio Board as necessary, and shall act as the liaison between the Radio Board and City government. 2.62.040 Annual report. Not later than the first day of August of each year, the Radio Board shall make a report to the City Council, showing the radio station's financial condition during the year, all sums of money received for the radio station from all sources, all sums of money expended and the purposes of the expenditures, and such other statistics and information, and such suggestions as it might deem of public interest. 2.62.050 Terms of directors--Filling vacancies. The first Radio Board members appointed shall determine by lot whose term shall expire in one, two, and three years respectively, and their terms shall begin after their appointment has been approved by the City Council, and upon taking the usual oath of qualification. The terms of office, except for the first, shall begin on the 30th day of June 2004, and at the expiration of each member's term, the Mayor shall appoint, with the confirmation of the Council, one (1) member for a three-year term. Members of the Radio Board may be removed at any time by the Mayor, with the confirmation of the City Council, and the vacancies for the remainder of unexpired terms shall be filled in the same manner in which original appointments are made. 2.62.060 Officers--Meetings--Quorum. Immediately after their appointment, members of the Radio Board shall meet and organize by electing from the members of the Radio Board a chairperson, a secretary, and such other officers as may be necessary. It shall be the duty of the chairperson to preside at all meetings of the Radio Board and of the secretary to keep minutes of all proceedings of all meetings of the Radio Board. A simple majority of the Radio Board shall constitute a quorum for the transaction of business. Any action taken by a simple majority of those present when those present constitute a quorum, at any regular or special meeting of the Radio Board, shall be deemed and taken as the action of the Radio Board. A meeting of the Radio Board shall be held at least once a month. 2.62.070 Powers and duties. A. The Radio Board shall develop and recommend to the City Council for adoption, bylaws and policies and procedures for the Radio Board, and shall policies and procedures for operation of the City radio station. The Radio Board shall also establish committees and recruit volunteers to staff and maintain the radio station, and shall collect and account for donations. The Radio Board shall operate the City radio station in a manner, which results in no un-approved costs to the City. Page 2 of 3 Ordnance No. 761 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 18 of 25  B. The Radio Board shall submit to the City Manager or designee each year, on or before August 1st, an estimate of the amount of money required by the Radio Board and City radio station to carry on their activities for the ensuing year, together with recommendations for the development of the program and facilities as it may deem advisable, for the information and guidance of the City Council in preparing the budget therefor. Section 2. This Ordinance shall take effect five (5) days after the date of publication. THIS ORDINANCE PASSED AND ADOPTED by the City Council of the City of Ocean Shores, Washington, at a regular open public meeting on this 25th day of August 2003. Terry Veitz, Mayor ATTEST: Diane J. Houston, CMC City Clerk APPROVED AS TO FORM: Jo-Ellen Thomas, City Attorney Page 3 of 3 Ordnance No. 761 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 19 of 25 Page 20 of 25  CITY OF OCEAN SHORES, WASHINGTON RESOLUTION NO. 667 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OCEAN SHORES, WASHINGTON, ADOPTING THE CITY OF OCEAN SHORES VOLUNTEER POLICY WHEREAS, the City of Ocean Shores relies heavily on community volunteers to provide a wide variety of services to our community; and WHEREAS, the City of Ocean Shores encourages volunteer activities that benefit the local community, residents and visitors; and WHEREAS, the countless hours of volunteer services provided to the City are greatly appreciated and essential to the continuation of the quality of life enjoyed by our community, and WHEREAS, it is in the best interests of the City to adopt a volunteer policy that provides information to volunteers and guidance to City staff working with volunteers. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ocean Shores as follows: 1. The City Council does hereby adopt the City of Ocean Shores Volunteer Policy as detailed in the attached Exhibit A. 2. The City staff is directed to use such forms, informational pamphlets and other documents as are consistent with the City of Ocean Shores Volunteer Policy. THIS RESOLUTION PASSED AND ADOPTED by the City Council of the City of Ocean Shores, Washington, at a regular open public meeting on this 12th day of March 2012. Arthur A. Blauvelt III, City Attorney 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 21 of 25 Page 1 of 5 Resolution No.667  CITY OF OCEAN SHORES VOLUNTEER POLICY EXHIBIT A Welcome and thank you for volunteering your time, energy and enthusiasm to help your City of Ocean Shores. The City recognizes the tremendous value of utilizing the rich skills and talents of our community and our citizens' desire to enhance their City and their way of life. We hope to utilize individuals to benefit the community as a whole in such a way that projects and services which could not normally be available due to cost can be provided in an appropriate manner. It is also our objective to do so without adding undue or unnecessary liability to the citizens of the City. Therefore, the City has established the following guidelines for volunteers. 1.0 Scope of Volunteer Service: A scope of volunteer service description will be provided to you identifying the policies and procedures for each project. Each description should include a "Scope of Work" defining: A. The duties and expected duration and hours of the work assigned, B. Supervision responsibilities, C. Training and orientation prior to performing work, D. Personal protective equipment to be provided, E. Name of contact person and description of how to contact them, F. Any other relevant information. 2.0 Background Checks: All persons who will or may have regularly scheduled, unsupervised access to children under 16 years of age, developmentally disabled persons, or vulnerable adults and Police Department volunteers will have a Washington State Patrol criminal background check performed (RCW 43.43.830-839). 3.0 Liability Coverage: The City is a member of Washington Cities Insurance Authority (WCIA), a self insured municipal risk pool, for general liability coverage. Volunteers performing within the scope of their assigned duties as authorized by the City are afforded the same coverage as City employees under the City's liability coverage with WCIA. A volunteer's intentional misconduct is not protected or covered by the City or WCIA. 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 22 of 25 Page.2 of 5 Resolution No.667  4.0 Personal Injuries: All volunteer workers' hours need to be recorded by the City through your supervisor and recorded as volunteer hours. The City provides coverage for volunteers through the Washington State Department of Labor and Industries coverage for volunteer workers. You must report any on the job injury, incident, accident or unsafe condition to your supervisor immediately. Your supervisor will, in turn, report to the Risk Manager. The Risk Manager will follow-up on any report and determine an appropriate course of action and complete any required forms, if needed. 5.0 Documentation of Training: Some volunteer activities require specific training and instructions. The City will maintain detailed training records identifying the specific training provided to you, your instructor's name, any testing results, and your attendance. These records will be maintained by the City's Permit Department. Police Department and Animal Shelter volunteer records will be maintained by the Police Department. 6.0 Personal Protective Equipment: Volunteer activity may require personal protective equipment. The City will provide each volunteer that equipment. All volunteers requiring personal protective equipment shall be provided adequate training in its proper use and care. All training will be documented, signed by the volunteer, and provided to the Permit Department; except for Police Department and Animal Shelter volunteers who will be provided personal protective equipment by the Police Department. In the past, hypodermic needles and syringes have been found on City property. Though these occurrences have been rare, "sharps" such as these present a real risk of infection from blood borne pathogens such as HIV and Hepatitis B. Volunteers should wear heavy gloves, but please recognize that no gloves are puncture proof. The City will provide tools such as rakes to pull debris from under brush. Volunteers should exercise caution when using their hands to pick up material. If a sharp is found, volunteers must not touch it. A City employee will pick it up and dispose of it properly. 7.0 Driving as a Volunteer: Volunteers are not allowed to work in dangerous areas or on heavy equipment. Generally, the City does not allow volunteers to operate city vehicles, although exceptions may be made by the department head in consultation with the Risk Manager on a case by case basis. If a volunteer is driving a private vehicle on City business, the volunteer's own insurance is primary and the City's insurance is secondary. In those instances when a volunteer uses a private vehicle, it is the responsibility of the volunteer's supervisor to be sure that: (1) The volunteer has a valid Washington State Drivers License. (2) The volunteer's automobile is insured for liability. (3) The volunteer is informed that the City will not be responsible for collision and/or comprehensive loss. 8.0 Harassment and Discrimination. It is City policy to foster and maintain a work environment that is free from discrimination and intimidation. Toward this end, the City will not tolerate harassment of any kind that is made by employees, volunteers or members of the public. 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 23 of 25 Page 3 of 5 Resolution No.667  Employees and volunteers are expected to show respect for one another and the public at all times, despite individual differences. Harassment is defined as verbal or physical conduct that demeans or shows hostility or aversion toward another employee, volunteer or members of the public. Examples of prohibited conduct include slurs or demeaning comments to employees, volunteers or members of the public relating to race and color, national origin, gender, religion and creed, sexual orientation and gender identity, age, marital status, HIV, AIDS and Hepatitis C status, pregnancy and maternity, disability, honorably discharged veteran or military status or genetic information. Volunteers, who violate this policy, will be subject to corrective action, up to and including termination of volunteer status. 9.0 Drug and Alcohol Policy: It is City policy to maintain a drug and alcohol-free workplace. The possession, use or trafficking of alcohol or drugs in the workplace poses unacceptable risks to the safe, secure and efficient operation of our organization, and are strictly prohibited. Volunteers who are under the influence of alcohol or drugs while on the City's premises or time, or while representing the City, will be subject to corrective action, up to and including termination of volunteer status. The use, sale or possession of alcohol or illegal drugs' while on the City's time or property will subject the volunteer to corrective action, up to and including termination of volunteer status. Any volunteer using over the counter or prescription drugs during work time that may impair his or her ability to perform the job must notify his or her supervisor prior to beginning work. 10.0 Confidentiality: On occasion, a volunteer may witness an incident, be entrusted with information or have access to records or files deemed confidential in nature. It is the City's expectation that any volunteer privy to such information, material or event will respect and safeguard the trust and privacy rights of affected individuals. For example, some volunteer assignments may involve filing information containing persons' arrest or warrant records, or opening mail which may contain overdue account infoiniation. In these instances, confidentiality is imperative and these private matters, which have been entrusted to a volunteer, should be kept entirely to his or herself. Information of a confidential nature is not to be shared with anyone. Questions about what is confidential should be directed to the volunteer's supervisor. Violation of confidentiality is a serious breach of trust, and in some cases, of law. Disclosure of confidential information may result in termination of volunteer status, civil action or criminal prosecution. 11.0 Request for Volunteer Feedback. The City may seek feedback from its volunteers in an effort to improve its volunteer programs. 12.0 Teilnination of Volunteer Service: The City and/or the volunteer may terminate this volunteer service at any time without cause, which will be effective immediately upon provision of written notice. 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 24 of 25 Page 4 of 5 Resolution No.667  13.0 Volunteer Agreement: The City requires all volunteers to sign an "Individual Volunteer Service Agreement" so that you have an understanding of the expectations of the City with regard to your volunteer service. If you have questions about these materials, please ask. Thank you, The City of Ocean Shores THE STATEMENTS CONTAINED IN THIS POLICY ARE GUIDELINES AND SUMMARIES OF THE VOLUNTEER PROGRAM. THEY DO NOT BIND THE CITY OF OCEAN SHORES. THE CITY RESERVES THE RIGHT TO CHANGE, REVOKE OR MAKE EXCEPTIONS TO CITY POLICIES AT ANY TIME AND AT ITS SOLE DISCRETION. 7. Bylaws Review bylaw committees recommend amendments. Presented by: Ra... Page 25 of 25 Page 5 of 5 Resolution No.667