FOR ORDINANCE NO. 080837, AS AMENDED
Amending Chapter 2,
Administration, Code of Ordinances, by enacting Sections 2-54 through 2-71,
relating to volunteers in the offices of City elected officials.
WHEREAS, the Council
recognizes that individuals or groups of individuals volunteering their time,
skills, talents and knowledge to the City can augment the Citys delivery of
services to its citizens; and
WHEREAS, the Council
recognizes that providing certain volunteer opportunities to individuals or
groups of individuals provides them with opportunities for public service; and
WHEREAS, the Council
also recognizes that providing volunteer opportunities within City government
can sometimes present risks to the City, the public and the volunteers
themselves which must be considered and managed; and
Council recognizes Resolution No. 080866 which directs the City Manager to
establish an administrative regulation for the proper implementation of
volunteer programs within the City departments and directs the Board of Parks
and Recreation Commissioners to establish rules for the implementation of
volunteer programs within the Parks and Recreation Department; NOW, THEREFORE,
BE IT ORDAINED BY THE
COUNCIL OF KANSAS CITY:
That Chapter 2,
Administration, Code of Ordinances of the City of Kansas City, Missouri, is
hereby amended by enacting Sections 2-54 through 2-71, relating to volunteers
in the offices of City elected officials, to read as follows:
Sec. 2-54. Application.
through Section 2-71 shall control the designation, use and termination of
volunteers in the offices of city elected officials.
following words, terms and phrases, when used in this article, shall have the
meanings ascribed to them in this article, except where the context clearly
indicates a different meaning:
means a person who, of his/her free will, provides services relating to the
City or a City elected official, including consulting or advisory, in the
offices of a City elected official without receiving monetary or material
Regular-service volunteer means a volunteer, other than a periodic
or special case volunteer as defined herein.
volunteer means a volunteer who offers to provide a one-time or infrequent voluntary
service. Individuals who perform services in City-sponsored programs, such as
neighborhood cleanup assistance programs, and other similar programs, shall not
be considered a volunteer for the purposes of this article.
case volunteer means a volunteer participating in student projects, a
student who is receiving qualified educational credit for their service
commitment or a student performing community service-oriented projects.
member or relative means a person who is related to the elected
official within the third degree by consanguity or affinity.
Sec. 2-56. Authority to permit volunteers to
provide services subject to Sections 2-54 through 2-71 of this Article.
The Mayor shall have the exclusive authority to designate those activities for
which volunteers and their services can be utilized in the Mayors Office or
for activities, projects or programs administered exclusively by the Mayor and
to designate such a person as a volunteer and to terminate a volunteers
pro tem: The Mayor pro tem shall have the authority to designate those
activities for which volunteers and their services can be utilized in the City
Council Offices for activities, projects or programs administered exclusively
by the City Council and to designate such a person as a volunteer and to
terminate a volunteers services.
members: Council members shall have the authority to designate those activities,
projects or programs for which volunteers and their services are utilized
exclusively in his/her office and to designate such a person as a volunteer and
to terminate the volunteers services.
Each person authorized to serve as a volunteer, must be designated as
either a regular-service volunteer, a periodic volunteer or a special case
volunteer by the person authorizing the service of the volunteer and that
designation must be communicated to the volunteer in writing, with a copy
delivered to the City Clerk within three days of the initial date of service as
2-57. Use of Volunteers to Replace City Employees Prohibited.
services cannot be used in a manner that would result in an existing City
employee losing his or her employment with the City, nor can City employees
volunteer in their current classified positions.
2-58. Minors as volunteers.
Volunteers who have not yet attained the age of 18 years must have
written consent of a parent or legal guardian before being assigned to any
volunteer services. Students volunteering for service learning credit hours
for their school must submit their school name and contact information before being
assigned to any volunteer services.
2-59. Family Members of City Elected Officials.
elected official shall not designate or otherwise allow a family member to
serve as a regular service volunteer in the elected officials office.
2-60. Conflicts of Interest.
Volunteers must recognize the importance of acting in a manner that
merits public trust and confidence. Each volunteer must act in all matters in a
manner that will safeguard the reputation and integrity of the City and will
preserve and strengthen public confidence. Volunteers must refrain from engaging
in any transaction in which personal interests conflict, potentially conflict
or appear to conflict with those of the City.
An actual or potential conflict of interest occurs when a volunteer is in
a position to influence a decision that may result in a personal gain for the
volunteer or for a relative or business partner as a result of City business
No volunteer shall, when acting on his or her own behalf or when acting
on behalf of another person, business or organization, attempt to influence the
Citys position on any issue, matter or transaction nor participate in any
discussions pertaining to a related organization.
No volunteer shall use any information learned or acquired while serving
as a volunteer, not otherwise available to the public, for the purposes of financial
or other gain or advantage for the volunteer, a family member as defined in
Section 2-55, or another business, charitable, religious or other organization
or for any other purpose not specifically approved by the City.
No volunteer shall misidentify him or herself as an employee of the City
in connection with any matter. No periodic or special case volunteer shall use
City stationery or any title of the City or express an opinion on the citys
behalf. Regular service volunteers shall not use City stationery or any title
of the city or express an opinion on the Citys behalf without authorization from
the person that authorized his or her volunteer status.
2-61. Criminal Background Records Check.
All regular service volunteers must submit to a criminal background
No regular service volunteer shall begin performance of an assignment
until they have been officially accepted by the City and have completed all required
screening and training. At the time of final acceptance, each volunteer must have
completed a volunteer application and received a written copy of the scope of
their volunteer activities. Volunteers shall not perform professional services
for which certification or licensing is required.
2-63. Training Prior to Assignment.
volunteers must complete a City-sponsored orientation prior to beginning
volunteer services which must include written acknowledgement of critical city
policies such as anti-discrimination/harassment policy, violence in the
workplace policy, drug and alcohol misuse testing policy, policy against
nepotism and instruction on conflicts of interest, confidentiality and proper
use of City equipment and electronic communication devices.
Volunteers are responsible for maintaining the confidentiality of all confidential
or privileged information and documents to which they have or have had access while
serving as volunteers.
Each volunteer who is accepted must have a City employee or City elected
official assigned to provide daily supervision and direction for that volunteer.
The assigned person shall be responsible for day-to-day management and guidance
of the volunteer and shall be available to the volunteer for consultation and
assistance. City employees who direct volunteers should have these
responsibilities identified in their position descriptions and be subject to
evaluation on their performance of these responsibilities.
2-66. Dress Code.
A volunteer must dress appropriately for the conditions and performance
of the volunteers duties. A volunteer that serves in a capacity of a
presenter, speaker or other face-to-face contact with members of the public
will wear a City identification badge. A volunteer will dress according to the standards
of the particular office to which he or she is assigned. Individual volunteers
will be informed of the dress standard for their duties at the time of
2-67. Authority to supervise volunteers.
Only City elected officials or City employees shall have authority to
supervise or give directions to City volunteers.
Reimbursement of Expenses and Acceptance of Goods and Food.
Volunteers may be eligible for reimbursement of pre-approved, actual
out-of-pocket expenses incurred while engaging in volunteer service if approved
by the person authorized by Section 2-56 to designate the person as a volunteer.
All actual out-of-pocket expenses for which reimbursement is sought must be
supported by receipts. Volunteers are ineligible to receive reimbursement
related to travel to and from volunteer assignments without prior approval.
Volunteers may receive articles of clothing, other goods, food and refreshments
offered at the activities, events or assignments to which they are assigned.
2-69. Computer and Internet Usage.
The City may provide a volunteer access to computers and the Internet to
assist a volunteer in performing his or her duties. However, no volunteer shall
be granted access to the Citys Electronic Communication System or any other
access to confidential information or documents, unless approved by the person
authorized by Section 2-56 to designate the person as a volunteer.
Sec. 2-70. Termination of volunteers
A persons ability to serve as a volunteer can be terminated by the
person authorized by Section 2-56 to designate the person as a volunteer at any
time and for any reason without any showing of cause to the volunteer.
2-71. Enforcement of ordinance.
Failure, refusal, or neglect by an elected official to comply with these
provisions constitutes an ordinance violation.
Responsibility for enforcement. Any violation of this ordinance
by an elected official shall be reported to the internal auditor. The internal
auditor will then forward the complaint to the Ethics Commission for its
investigation and determination. The Ethics Commission shall meet to consider
the complaint within thirty (30) days after receiving the complaint from the
as to form and legality:
Assistant City Attorney