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10 06 2005 Rec Tech Agenda . . . ORO-MEDONTE RECREATION TECHNICAL SUPPORT GROUP AGENDA Thursday October 6th, 2005 @ 7:00 p.m. Oro-Medonte Administration Centre 1. Adoption of Agenda. 2. Disclosure of Pecuniary Interest and General Nature Thereof - In Accordance with the Act. 3. Adoption of Minutes from the previous Recreation Technical Support Group Meeting. (a) Thursday May 12th, 2005 4. Deputations: Nil. 5. Unfinished Business: (a) Discussions and comments with respect to the Draft "Health & Safety and Screening Policies for Volunteers and Staff" Policy. 6. Correspondence: Nil. 7. Co-ordinator's Monthly Report: (a) Update re: Spring/Summer Recreation Brochure, Summer Day Camps and Fall Recreation Brochure. 8. Other Business Onfonnation or request for future information): 9. Questions: 10. Adjournment: Next Meeting: Thursday November 3rd, 2005 @ 7:00pm . HEALTH & SAFETY AND SCREENING POLICIES FOR VOLUNTEERS AND STAFF . DELIVERING TOWNSHIP OF ORO-MEDONTE PARKS & RECREATION PROGRAMS and/or EVENTS . . September 29, 2005 INTRODUCTION The Township of Oro-Medonte Parks & Recreation Department will take all reasonable steps to ensure the safety of volunteers, staff and members of the public in the pursuit of its recreational programs, through the implementation of these policies. I. VOLUNTEER AND STAFF SCREENING POLICY }- Township of Oro-Medonte Parks & Recreation Department volunteers and staff will be screened in a manner appropriate to the position for which they have applied, according to the protocol below. }- The Manager of Recreation and Community Services will be responsible for reviewing applicants for positions of all and any recreational programs. }- Screening measures will respect the human rights of applicants and information will be confidential. }- Current screen measures may be modified and additional measures developed as required. }- All screening measures will be communicated to volunteers and staff. . II. SCREENING PROTOCOL Township of Oro-Medonte Parks & Recreation Department volunteer and staff positions will be designated as "Medium Rick" or Low Risk". A) "Medium Risk" positions are those that meet anyone of the following criteria: }- The person is in the company of children for one or more overnights as part of a Township of Oro-Medonte Parks & Recreation Department event. }- The person is responsible for transporting children to or from Township of Oro-Medonte Parks & Recreation Department event locations. }- The person develops a close, ongoing and/or supportive relationship with an individual or group of children. Examples of "Medium Risk" positions are chaperones and event organizers at March Break or Special Events requiring overnight accommodation. It would also include volunteers or staff that have continuous contact with participants (who have not reached the age of majority) of any Township of Oro-Medonte Parks & Recreation Department program. . . A.1) The screening procedure below will be followed for "Medium Risk" volunteers and staff: ~ Each volunteer and or staff applicant will complete and submit an application form (Appendix A), two reference forms (Appendix B), and an OPP Consent to Disclosure of Personal Information form (Appendix C), which will be confidential, to the Manager of Recreation and Community Services. ~ If their position requires them to transport children to, from or during a Township of Oro-Medonte Parks & Recreation Department program or event, the volunteer/staff must be at least 18 years of age and be deemed by Manager of Recreation and Community Services to be a responsible driver. The volunteer/staff must possess a current, valid and non- restricted drivers license, and not have had their license suspended in the past for a moving traffic violation or substance abuse. B) "Low Risk" Township of Oro-Medonte Parks & Recreation Department positions are those that meet both of the following criteria: ~ Direct contract with children participants is minimal or contact occurs in a setting during the day where there are other adults present (parents or other volunteers) at all times (e.g. "typical Township of Oro-Medonte Parks & Recreation Department program or event day). . ~ Are not responsible for transporting children participants to, from or during a Township of Oro-Medonte Parks & Recreation Department program or event. Examples of "Low Risk" Township of Oro-Medonte Parks & Recreation Department positions include most tasks associated with the organization and delivery of a "typical" one day Township of Oro-Medonte Parks & Recreation Department program or event. B.1) Township of Oro-Medonte Parks & Recreation Department volunteers and/or staff designated as "Low Risk" will be required to complete and submit a confidential application form (as above) to the Manager of Recreation and Community Services. C) If a Township of Oro-Medonte Parks & Recreation Department volunteer or staff changes from a Low to "Medium Risk" position: ~ It may be necessary to re-screen the individual. Manager of Recreation and Community Services will use his/her judgment regarding necessary screening procedures, taking into account how well they know the individual, their previous work experience with the Township of Oro- Medonte Parks & Recreation Department and previous job performance. The Manager of Recreation and Community Services will review staff positions in consultation with the Human Resources Department. . ~ Subject to the point above, a volunteer or staff person moving from a "Low Risk" to "Medium Risk" position must provide two completed . . . reference forms. If the position required the volunteer or staff to transport children participants, the person must be at least 18 years old, possess a current, valid and non-restricted drivers license, and not have had their license suspended in the past for a moving traffic violation or substance abuse. III. SAFETY & HEALTH POLICY Township of Oro-Medonte Parks & Recreation Department volunteers and staff will be informed of the following Health and Safety guidelines governing all recreational events: ~ Proper safety, care and instruction must be provided to children during Township of Oro-Medonte Parks & Recreation Department events. ~ Alcoholic beverages will not be consumed by Township of Oro-Medonte Parks & Recreation Department volunteers and/or staff prior to or during the delivery of any Township of Oro-Medonte Parks & Recreation Department program or event. ~ The children will follow the "buddy system" on all field trips. All activities must be supervised by an adult. ~ All Township of Oro-Medonte Parks & Recreation Department event participants in transit during Township of Oro-Medonte Parks & Recreation Department activities must wear seat belts in vehicles so equipped and life jackets in watercraft. Vehicles and watercraft must meet legal standards of safety and operation. ~ Safety helmets must be worn where required by law. ~ Cross-country "wilderness" events (e.g. hiking, watercraft, orienteering, etc.) will require that proper safety measures are taken and that a trip plan is provided to parents (e.g. route, times, etc.) before the trip. ~ An appropriate first aid kit will be available for all Township of Oro- Medonte Parks & Recreation Department programs and events. ~ Wherever possible, a volunteer having first aid training should accompany Township of Oro-Medonte Parks & Recreation Department events. Proper safety, care and attention should be provided in the case of all injuries to children and such injuries must be reported to parents at an appropriate opportunity. ~ Proper care and attention will be followed in safe preparation and provision of meals for children attending Township of Oro-Medonte Parks & Recreation Department programs and/or events, taking potential food allergies into consideration. ~ A completed and signed consent form must be provided for children attending Township of Oro-Medonte Parks & Recreation Department . programs and/or events unless their parents are present at the event. Consideration of allergies and special medical needs will be required. ~ Proper safety instruction must be provided to children during Township of Oro-Medonte Parks & Recreation Department events. ~ At all times, children participants will not be alone with a single adult other than their own parents. On overnight trips, adults will not share accommodation with children participants other than their own children. ~ If female children participants are involved in overnight events, a female adult volunteer must assist with delivering the program or event and similarly for males. ~ Boys and girls must be provided with separate accommodations on overnight Township of Oro-Medonte Parks & Recreation Department events. IV. POLICY IMPLEMENTATION ~ All staff and volunteer positions will be classified as either Medium or Low Risk. . ~ Township of Oro-Medonte Parks & Recreation Department staff and volunteers will be informed by letter of the Screening and Health & Safety Policies, provided with the appropriate application/reference forms and asked to submit these. . . . . Please print Name of volunteer for whornyou are acting as a reference Mr. Mrs. Ms. Dr. Other ddress CityfTown Postal Code Your name Mr. Mrs. Ms. Dr. Other ddress City/Town Postal Code Home Telephone # Alternate Telephone # ( ) How long have you known the applicant? In what capacity do you know him/her? How would you describe the skills and personality of this person in the context of instructing and interacting with children? Would you be willing to have this person interact on a one-to-one basis with your or other children? Yes No Would you recommend this person as a Township of Oro-Medonte Parks & Recreation Department volunteer? Yes No Other comments Personal information contained on this form is collected pursuant to The Municipal Freedom of Information and Protection of Privacy Act, and will used for the purpose of program registration and participation. Questions about this collection should be directed to the Freedom of Information Coordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Box 100 Ora, Ontario LOL 2XO . Township of Oro-Medonte Parks & Recreation Department Volunteer/Staff Application Appendix A Please Print Name Mc. M~. M, Dc Other Address Cityrrown Postal Code Home Telephone # Alternate Telephone # Dale of Birth ) f ) Skills and Training Special Skills, Training, Interests, Hobbies, Etc. which could contribute to being a Parks & Recreation volunteer 00 you have a current valid drivers license? YES ( NO ( . Specific type of Parks & Recreation position that interests you Special Event Organizer ( ) Special Event Councillor ( ) March Break Supervisor ( ) Summer Day Camp Supervisor () March Break Councillor ( ) Summer Day Camp Councillor ,) Other (please specify Current or previous volunteer experience . geney/lnstitution Duties and Responsibilities 051 Ion uura Ion 0 m:l1TiTIE> 051 Ion ura Ion geney/lnstitution Duties and Responsibilities OSition uuralion geney/lnstitution Duties and Responsibilities Position Duration . . . Reasons for volunteering with the Township of Oro-Medonte Parks & Recreation Department skill/career development ( ) help others son/daughter in program ( ) personal growth to gain experience with children () meet people learn new skills ( ) have spare time share my experiences with youth () give back to the community other (please specify) Please list any limitations that could affect your duties as a Township of Oro-Medonte Parks & Recreation Department volunteer References (not related to applicant) Name ",aaress eep one Relationship ( ) Name Address Telephone Relationship ( ) Name Address Telephone Relationship ( ) Youth Volunteers (17 and under) Signature of ParenVGuardian elephone I hereby authorize the Manager of Recreation and Community Services to contact the above references. I have read, understand and accept the health and safety guidelines as outlined in the document attached to this application form. rete ISi,e""eO'APp""e, Other comments or suggestions: Ontario Provincial Police Appendix C CONSENT TO DISCLOSURE OF PERSONAL INFORMATION Volunteer/Applicant Screening Process o Foster Parenting/Adoption o Volunteer Work o Employment APPLICANT INFORMATION Surname: Given Names: - Maiden Name or Other Names used (if applicable): Place of Birth: D.O.B. MM Day Sex Area Code Telephone (Res.) Driver's Licence Number Yr Address: Number Street Apt/Unit Town/Municipality Postal Code PREVIOUS ADDRESS FOR THE LAST FIVE YEARS' Address: Number Street Apt/Unit Town/Municipality Postal Code Address: Number Street Apt/Unit TownIMuniclpality Postal Code Address: Number Street Apt/Unit Town/Municipality Postal Code lIease Read Carefully: ereby consent to full disclosure, by the Ontario Provincial Police (OPP) to the person{s) listed below. of an pollee record information. This consent eludes the release of records of criminal convictions for which a pardon has not been granted, records of discharges which have not been granted, records of discharges which have not been removed from the ePIc system in accordance with the Criminal Records Act, or any convictions registered. charges pending or any other judicial order issued under an Act of Parliament or an Act of the Legislature. This consent also includes and authorizes the release of information available form the files of the OPP or any other police agency, including occurrence information, which the OPP deems necessary to fulfil the requirements of the volunteer/applicant screening process. This consent is given pursuant to s. 42(b) of the Freedom of Information and Protection of Privacv Act. Name: Title: Name of Organization: The Criminal Records Act, provides for additional information to be provided to a person or organisation responsible for the well being of one or more children or vulnerable persons. I am an applicant for a paid or volunteer position with such a person or organisation, as defined by the Criminal Records Act. as defined below: Description of the paid or volunteer position Name of the person or organization Details regarding the child{ren) or vulnr Therefore, pursuant to a reo' maintained by the Royal V the schedule to the CrV .escribed abov~, tl}7~ ~rson or orga~j~~ I here" mer tv