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Agenda 07/08/2025 Item #16A 9 (Pepper Ranch Preserve Volunteer Camp Host Agreement)7/8/2025 Item # 16.A.9 ID# 2025-1976 Executive Summary Recommendation to approve and execute the Pepper Ranch Preserve Volunteer Camp Host Agreement. OBJECTIVE: To approve the 2025-2026 Camp Host Volunteer Agreement. CONSIDERATIONS: Staff is requesting to allow two new volunteers to serve as the Pepper Ranch Preserve Camp Hosts for the upcoming open season. The previous camp host term has ended, and the volunteer does not wish to renew their term. The new hosts will live at the Pepper Ranch campground for a minimum of six (6) months and a maximum of nine (9) months starting in October of each year. The preserve is open to the public on Fridays, Saturdays, and Sundays during the months of November through June. The camp host volunteers will complete County-required background screenings and physicals and will comply with all Collier County volunteer policies and procedures. This item is consistent with the Collier County strategic plan objectives to preserve and enhance the character of our community and to protect our natural resources. FISCAL IMPACT: The fiscal impacts are a net positive impact for the County. Actual costs would include cost of t- shirts and electricity for the RV pad where the campground host will reside. GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this Item. LEGAL CONSIDERATIONS: This Item has been approved for form and legality and requires a majority vote for Board approval. -SAA RECOMMENDATIONS: To approve and authorize the Chairman to execute the Pepper Ranch Preserve Volunteer Camp Host Agreement. PREPARED BY: Christal Segura, Environmental Specialist II, Development Review Division ATTACHMENTS: 1. 2025 Camp host Agreement_CAOapproved_signed 2. Camp Host Volunteer Agreement CMA5913 attachment Page 1644 of 4096 Page 1645 of 4096 Page 1646 of 4096 Page 1647 of 4096 Page 1648 of 4096 CMA # 5913 VOLUNTEER PROGRAM Page 1 of 5 [Effective Date: May 1, 2009; Revised: June 5, 2020] § 5913-1. Purpose. The purpose of this Instruction is to provide guidelines for the utilization of volunteers to provide services to Collier County Government and to the Collier County Community. It is the intent of Collier County Government to ensure due diligence is used in the background screening of Volunteers and to ensure adherence to the related Statutes, Ordinances and CMAs in the utilization of Volunteers. § 5913-2. Concept. It is the practice of the County to utilize volunteers on the basis of their interests, skills, aptitudes and experience as those skills can assist the County to service the needs of its citizens and visitors. It is the practice of the County to offer volunteer opportunities to all persons without regard to race, creed, color, sex, age, national origin, religion, handicap, or marital status. Volunteer assistance is for the purpose of extending citizen services beyond what is provided for in the operational budget. Volunteers should never replace paid staff, nor will paid staff be asked to perform work that is part of their current job descriptions on a non-paid voluntary basis. Volunteers will be expected to perform in cooperation with the organization’s staff and comply with organization guidelines at all times . Volunteers shall be designated as either a regular service volunteer or an occasional volunteer. § 5913-3. Directive. The respective Division Director will ensure that the stipulations of all applicable statutes, ordinances and County Manager CMAs are followed in the utilization of volunteer services. This includes, but is not limited to Chapters 125 and 440, Florida Statutes, CMAs: 5204, Fleet Management System, 5311.1, Standards of Conduct, 5805, Eligibility to Drive County Vehicles, 5390 Fingerprinting/Background Checks and 5385, Recruitment and Selection. Definitions: Regular Service Volunteer An individual who is engaged in specific voluntary service activities on an on-going or continual basis for a period longer than 5 shifts or upon completion of the Bright Futures Program requirements (75 or 100 hours) is required to apply to become a “Regular Service” volunteer. Requirements: • Must be a minimum of 13 years of age • If under 18, must submit written parental or legal guardian permission Complete an electronic Volunteer Application • Complete divisional screening or interview process • Pass any required background checks and rescreening as may be required • Attend Volunteer Orientation and report to a defined supervisor • Will wear, at all times, County issued badge or other identification of volunteer status Page 1649 of 4096 CMA # 5913 VOLUNTEER PROGRAM Page 2 of 5 • Must submit a time log to his/her supervisor or designee at minimum on a monthly basis or use electronic time reporting for each volunteer occurrence/shift volunteered • Follow all applicable CMAs Occasional Service Volunteer Occasional Service Volunteers provide a one-time, or short-term service, or participate in the Bright Futures program or other student-oriented volunteer requirement program (up to the maximum number of required hours). Educational field trips to visit County facilities are not considered volunteer assignments. Requirements: • Must be a minimum of 13 years of age • If under 18, must submit written parental or legal guardian permission • Will wear, at all times, County issued badge or other identification of volunteer status • While volunteering, will be overseen 100% of the time by a County staff member • Will attend event orientation and safety briefing and will be accountable to defined supervisor for the volunteer event time-log should be submitted to the assigned supervisor before leaving the assignment, or use electronic time reporting for the volunteer hours worked • If a club or group assisting with special events or short-term projects, shall complete a Group Application and an individual application for all volunteers and it will be approved by the Director or delegate prior to the event • If a club or group, a group participation roster is required and the group participation roster will serve as the time log form • All parental approvals are obtained prior to the start of the event, as applicable A. Volunteer Assignments: (1) The Division is required to: a. Submit a request to fill a Volunteer position through the County electronic hiring system for review and advertising, including classification. b. Coordinate the proper background screening, as follows: i. Fingerprint level (Level 2) background screening through County Facilities Management is required for all volunteers who are working with children and may not be fully supervised, or are in safety- sensitive roles whether Regular Service or Occasional Service Volunteers. ii. All other Regular Service Volunteers will be Level 1 background screened via a contracted and secure third-party service, using personally identifiable information associated with the volunteer . No Page 1650 of 4096 CMA # 5913 VOLUNTEER PROGRAM Page 3 of 5 records of the SSN/PII are maintained or retained by the County avoiding the need to protect the information. iii. All other Occasional Service Volunteers will not be background checked, and all OSV’s will be directly supervised by a County staff member. (2) Divisions will post Volunteer Opportunities on their websites and a link to such opportunities will also appear on the HR website. (3) Volunteers will be required to complete the approved application form and pass all required background screens. (4) Occasional Service Volunteers may involve planning for volunteer group s in which case a Group Application will be required. Any minors will have parental permission prior to the beginning of the volunteer service whether part of a group or not. (5) During a local emergency declaration by the Board of County Commissioners and/or a Level 2 emergency activation, all those volunteering specifically for the emergency event are to follow protocols established by the Director of the Bureau of Emergency Services. B. Volunteer Applications: (1) Applications for volunteer positions must be completed on the County's Volunteer Application form. These should be completed on-line whenever possible. Any documents collected at the Division level are to be retained by the Division after the volunteer service has ended, per General Records schedule requirements. C. Selection: (1) All selection decisions shall be based on the match of the volunteer’s qualifications to the requirements of the assignment. (2) Interviews for volunteers who meet the assignment requirements will be coordinated by the requisitioning Division. (3) Volunteer candidates for assignments requiring background screenings must not be informed that they have been selected as a volunteer until all necessary backgrounds checks and screenings have been completed. If the screening uncovers prior history, the Division Director must review the results with the Security Chief in order to determine it is appropriate to permit the individual to volunteer . These checks may include, but are not limited to social security check, department of motor vehicle records, statewide and national criminal background checks, fingerprinting and educational checks. The requisitioning Division will be responsible for the costs associated with these background checks. (4) Volunteers should never be guaranteed future permanent employment. They are not entitled to internal preference for hiring. (5) No person who has a conflict of interest or a perceived conflict of interest with any activity or program of the agency, whether personal, philosophical, or financial shall Page 1651 of 4096 CMA # 5913 VOLUNTEER PROGRAM Page 4 of 5 be accepted or serve as a volunteer with the agency. (6) Knowingly providing fraudulent or false statements on any application or examination may be deemed cause for the exclusion of such application from consideration and/or for excusing the volunteer from service. (7) Drug Screening/Physicals: Volunteers may be required to have a drug screening and/or physical exam prior to the commencement of his/her service, pursuant to Risk Management determination. (8) Fitness to serve: Divisions have the authority to determine if a volunteer does not have appropriate ability to perform the volunteer function and may decline the service of a volunteer. § 5913-5. Volunteer Management. A. Volunteers must perform assignments within the rules set by the respective Division Director. Volunteers may be excused from service if work rules are not followed. B. Regular Service Volunteers must comply with the intent of the Collier County CMAs, including CMA 5311.1, Standards of Conduct; CMA 5311, Code of Ethics and Anti- Fraud; CMA 5323 Prohibition of Sexual Harassment; CMA 5323.1 Prohibition of Unlawful Harassment; CMA 5324, Solicitation; CMA 5902, Workplace Safety and Health; CMA 5312 Drug Free Workplace; and CMA 5805, Eligibility to Drive County- Owned Vehicles (as applicable). Failure to do so may result in being excused from volunteer service. C. The Division Director must ensure that the volunteer coordinators and volunteers are adequately trained to carry out his/her assigned functions. The Division Director is responsible for the proper execution of all tasks performed in his/her department by volunteers. The volunteer must be given copies of any additional division guidelines used in managing volunteer services. D. The service hours of each volunteer must be tracked and reported on an annual fiscal year basis to the Division Volunteer Coordinator and the Risk Management Division. E. Any volunteer with no service hours for more than 12 months will be considered separated from service and will be so documented. Should such an individual wish to volunteer again, they will need to re-initiate the entire process. F. Annually, all volunteers requiring security screening will be rescreened. This process is to be managed by the Division. G. Should there be a safety-related incident regarding a volunteer, the Division is to report such incident through the Risk Management Workers’ Compensation electronic tracking system and coordinate with the Risk Division within 24 hours of the incident. H. Should there be an illness or emergency regarding a volunteer, the protocol is: a. Make them safe b. Call 911, if appropriate Page 1652 of 4096 CMA # 5913 VOLUNTEER PROGRAM Page 5 of 5 c. Contact their emergency contact d. Report the incident in STARS e. Obtain documentation to support a return to the volunteer assignment, if appropriate to the situation. § 5913-6. Volunteer Recognition. Directors should provide for the recognition of volunteers who have offered continuous and outstanding service, as per Title X Chapter 110 Part IV and Title XI Chapter 125 Part VI, Florida Statutes. Such recognition may be in the form of framed certificates, plaques, or other tokens of recognition to honor, reward, or encourage volunteers for their service. § 5913-7. Volunteer Benefits. A. Volunteers are entitled to benefits as described in Chapter 110 and Chapter 125, Florida Statutes. B. Volunteers are covered by Workers’ Compensation as referenced in Chapter 440, Florida Statutes. § 5913-8. Currency. The Human Resources Division is responsible for maintaining the currency of this Instruction. § 5913-8. References. Chapter 110, Florida Statutes; Chapter 125, Florida Statutes; Chapter 440, Florida Statutes; Collier County Personnel Ordinance, Ordinance No. 2001-50 and CMAs: 5204, Fleet Management System, 5311.1, Standards of Conduct, 5805, Eligibility to Drive County vehicles, 5390 Fingerprinting/Background Checks and 5385, Recruitment and Selection. Page 1653 of 4096