Title
Organizational Volunteer Program (OVP)
History
The Village seeks to formalize a pathway for organizations based in Orland Park to volunteer at Village-sponsored events as coordinated teams while maintaining our current individual volunteer safeguards. Under this pilot program, organization volunteers may wear organization-branded apparel but will operate under the direction and supervision of designated Village staff. Each participating volunteer will continue to sign the Village’s existing Individual Volunteer Agreement/Hold Harmless. Separately, each participating organization will execute a new Organizational Volunteer Agreement acknowledging organizational responsibilities and liability.
Key parameters of the pilot:
-Eligibility: Organizations must be Orland Park-based, meaning the organization’s primary physical location or principal place of business is within the corporate limits of the Village of Orland Park.
-Forms:
o Individuals: continue to execute the Individual Volunteer Agreement/Hold Harmless.
o Organizations: execute the Organizational Volunteer Agreement (includes pilot/discretion, local base requirement, branded apparel, supervision, and liability/indemnification provisions).
-Pilot & Village Discretion: The OVP will operate as a pilot, and its continuation, modification, suspension, or termination will be solely at the Village’s discretion.
-Operations: Organization volunteers may wear branded apparel appropriate for family-oriented events; apparel must not be confused with Village uniforms. All volunteers take direction from Village staff and must comply with safety and event protocols.
-Costs to the Village: Minimal direct costs for onboarding, records management, and event coordination. Staff time for supervision/training will be absorbed within existing event operations.
-Background Screening: The Village requires background screening for all volunteers. All background screening costs are borne by the Village.
-Costs to the Organization: All organizational costs associated with participation are at the Organization’s or the individual volunteer’s expense; no Village reimbursement or advances.
-No Solicitation: While volunteering at events or on Village of Orland Park property, organizations and volunteers are expressly forbidden from soliciting donations, membership, sales, contributions, signatures, personal information, or any other promotional activity related to their organization, unless expressly authorized in writing by the Village.
-Insurance/Liability: The pilot relies on the individual hold-harmless already in use and adds an organizational agreement clarifying group responsibilities and indemnification. No employment relationship is created by participation.
Recommended Action/Motion
I move recommend to the Village Board approving the Organizational Volunteer Program, and as fully presented.
(Full Motion - not necessary to be read)
I move to recommend to the Village Board approving the establishment of the Organizational Volunteer Program (OVP) limited to Orland Park-based organizations;
AND
Authorize the Village Manager or designee, and the Village Attorney, to develop rules and procedures for the implementation of the Organizational Volunteer Program, including eligibility verification procedures and administrative workflows;
AND
Direct the Village Manager to provide the Village Board with findings and recommendations regarding permanent adoption at the conclusion of the pilot program.