Administrative
Report
N.2., File # 23-6012 Meeting Date: 5/9/2023
To: MAYOR AND CITY COUNCIL
From: DANA VINKE, LIBRARY DIRECTOR
TITLE
DISCUSSION AND POSSIBLE ACTION ON THE COORDINATION OF CITY VOLUNTEER
OPPORTUNITIES
EXECUTIVE SUMMARY
The City Council’s Strategic Plan includes an objective to develop a plan for coordinating the City’s various volunteer groups. Currently, there are a number of volunteer opportunities throughout the City that would benefit from being organized and accessible through a single, centralized online portal. After assessing various volunteer management processes and consulting with other municipal volunteer coordinators, staff have developed a volunteer page on the City’s website that provides comprehensive information related to volunteer service opportunities in the community. In addition to this, offering a single online management portal for community members to find information on the City’s varied volunteer activities is expected to improve accessibility and ultimately attract new volunteer interest.
BACKGROUND
In January 2022, the City Council completed a Strategic Plan that included an objective to develop a plan that would coordinate the City’s various volunteer groups including a centralized and systematic approach to how volunteer opportunities are shared with the community. Staff provided an initial update to the City Council on August 9, 2022, which included the following information:
· An overview of the City’s volunteer opportunities including those from the Community Services, Police, City Clerk, Library Services and Community Development Departments. · Coordination efforts from the Human Resources Department to ensure each volunteer is appropriately screened prior to service.
· Development of a centralized volunteer page on the City’s website, accessible at <https://www.redondo.org/depts/recreation/volunteer_opportunities.asp> that includes:
o Information regarding the City’s volunteer opportunities and applicable contact information.
o Clear expectations outlining the process for approval, including necessary background or medical screenings.
o Links to Volunteer Match and LA Works websites, two databases that share upcoming events throughout Los Angeles County that are seeking volunteer assistance for organizations such as the California Native Plant Society, Boy and Girls Clubs and the
N.2., File # 23-6012 Meeting Date: 5/9/2023
American Cancer Society.
o A section dedicated to the posting of outside organizations’ volunteer opportunities, which are coordinated through a “Request to Post” form linked on the page.
Staff has continued to work collectively to refine the City’s volunteer program and determine ways to further enhance the program. The City created a more user-friendly URL to promote volunteer opportunities (<https://www.redondo.org/volunteer>) and QR Code. The QR code can be added to flyers and posters to easily direct individuals to the City’s volunteer opportunities.
In an effort to create a benchmark of how neighboring agencies manage their volunteer programs, staff reached out to the cities of Manhattan Beach, Torrance, Lawndale, Hermosa Beach, El Segundo and Hawthorne. The cities of Hermosa Beach, Hawthorne and Lawndale did not reply with information on their volunteer programs. Included below is the information collected through this outreach:
City Managing
Department
Staff
Resources
Volunteer
Management
Software
Background
Check
Requirements
El Segundo Recreation Part-time
Specialist
None used Volunteer
opportunities are
for teens only so
they do not require
a background
check. Parent
Waiver only.
Lawndale Community
Services
unknown Paper
application
unknown
Manhattan Beach Parks &
Recreation
Full-time
Coordinator
None used.
Inquiries
processed via
phone.
Required. City
covers the cost.
Torrance City Manager’s
Office - Civil
Services division
Full-time Analyst Volgistics Required. City
covers the cost.
In considering how other agencies manage their volunteer programs, staff has identified a number of enhancements to the City’s program that would further elevate it and provide a more comprehensive approach. Some of these enhancements cannot be accomplished with the current level of budgeted resources and dedicated staffing, so additional resource considerations may be necessary for full implementation. Included below is a brief description of the enhancement opportunities and the resources needed to accomplish them.
Volunteer Network
The establishment of an internal Volunteer Network was identified as useful to the organization in order to collaborate, share information and resources and maintain consistency throughout the City’s diverse volunteer opportunities. The group would meet periodically and consist of individuals who are responsible for recruiting, promoting, maintaining and reporting on volunteers and volunteer
N.2., File # 23-6012 Meeting Date: 5/9/2023
opportunities for their respective departments.
Volunteer Guidelines
Staff identified the need for citywide internal volunteer guidelines and procedures for maintaining, promoting and reporting volunteer opportunities. These guidelines would assist each department in defining the position and assignments of each volunteer and help volunteers fulfill their roles successfully. These guidelines would also help ensure the volunteer program is operating within necessary rules and regulations.
Volunteer Management Software
The use of volunteer management software was identified as a helpful tool for both the cities that use one, as well as their volunteers. Currently, the City does not have a volunteer tracking program outside of the initial application submission and approval via the city-wide use of NeoGov, managed through the Human Resources Department. This software option would be necessary to effectively and efficiently track volunteers if the City Council desired for staff to further enhance volunteer opportunities.
Volunteer management software facilitates volunteer recruiting, onboarding, scheduling, communication, evaluation and tracking and reporting. Volunteer management software typically provides either a mobile app or a mobile-friendly website design. Some even offer background check features.
While there are multiple software options available, included below is a quick snapshot of the more popular options and their estimated cost, ranging from $552 to $780 each year, depending on the number of volunteers.
When to Help $650/year (for 101-150 volunteers) $780/year (for 151- 200 volunteers)
Volunteer Local $600/year
Volgistics $552/year (includes up to 500 volunteers, 100 records archived, 2 operators, access to online portal for
volunteers, and storage of docs.)
Background Checks
Currently, and consistent with screening requirements of neighboring agencies, the City requires all volunteers to pass a background check via Live Scan at an off-site facility located in Torrance.
Estimated cost is approximately $65. These screenings have been paid for either by the applicant or by the City, depending on the program the volunteer will serve to assist. At this time, the Community Services Department pays for its background checks from available funds not directly allocated for this use. If the volunteer program were to be expanded and the volume of volunteers increased, current funds would no longer support this and an additional allocation of funds would be requested.
Although nominal, if the City anticipated an intake of 50 volunteers each year, this additional allocation would need to be $3,250.
Alternatively, if the City Council determined that the City should not pay for this screening, individual volunteers would need to pay for it out of pocket, which may deter or be a roadblock for many volunteers depending on their individual circumstances.
N.2., File # 23-6012 Meeting Date: 5/9/2023
Staff is also looking into an option that would allow each volunteer to submit personal information via a secured website that would process their background check online, which is more convenient and cost effective. In addition, these types of services are available through many of the popular volunteer management software programs. The cost for these services is approximately $25 each screening, however, the depth of the background screening is less than that of the Live Scan check.
Many cities do utilize this level of screening for their volunteers, so it is a possibility for future implementation.
Volunteer Coordinator Position
The need for a citywide Volunteer Coordinator position was discussed and the need has yet to be determined. Many other local agencies utilize a Volunteer Coordinator to facilitate the recruitment, selection, training and reporting. It is recommended that the option of creating a citywide Volunteer Coordinator position be evaluated after the establishment of the volunteer network, the creation of volunteer guidelines and procedures, and the possible selection and implementation of a volunteer management software.
COORDINATION
The Library Services Department coordinated the preparation of this report with the City Manager’s Office, the Human Resources Department, and the Community Services Department.
FISCAL IMPACT
There are no fiscal impacts associated with the development of the volunteer webpage, the establishment of an internal volunteer network, or the creation of citywide volunteer guidelines. Staff will return if there are future budgetary considerations needed for the purchase of any recommended volunteer program software, services or support.
APPROVED BY:
Mike Witzansky, City Manager