Section 4 – Human Resource

CAPRA Self-Assessment

4.1 – Personnel Policies and Procedures Manual

Standard:
There shall be established policies that are reviewed periodically and govern the administration of personnel procedures for both professional and nonprofessional employees. The personnel policies and procedures manual shall be available to each employee, as appropriate to the position.

Narrative:
Lower Makefield Township has many different categories of employees within the Parks and Recreation Department including admin exempt and non-exempt, union maintenance (summer Maintenance which is outlined in the Union Agreement), and summer hires. The original Personnel Rules Policy is from 1982, was amended in 1991, and since then many more modern policies have been added to the Township. The interesting thing is that Lower Makefield Township does not have a Human Resources Department, most of the benefits are discussed with new employees by the finance department and all paperwork, training, background checks, in processing occurs inter-departmentally. The Parks and Recreation Department processes 130-140 new summer hires each year so there is a robust training and on-boarding process for staff. In the last year we replaced four employees due to retirement, death or relocation and added a maintenance position, full time year round pool manager, and an administrative assistant to the staff. New staff receive a series of training referenced further in this CAPRA section. During employee on-boarding, there is a checklist of required items including touring facilities, meeting different staff, finding departments, and various required staff training.

Supporting Documents:

2023 Annual Review:

4.1.1 – Code of Ethics

Standard:
There must be an established statement of ethical principles for agency personnel that provide a clear understanding of ethical responsibility involving issues as related to the park and recreation system, business dealings with other entities, interrelationships with other organizations and agencies, and interactions with participants.

Narrative:
The Township will comply with all applicable laws and regulations, including the guidelines of the Pennsylvania Ethics Commission and expects its employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or unethical conduct. The successful business operation and reputation of the Township is built upon the principles of fair dealing and ethical conduct of our employees. The Township is dependent upon our residents’ trust and we are dedicated to preserving that trust. Employees owe a duty to the Township, its residents, and stakeholders to act in a way that will merit the continued trust and confidence of the public. If a situation arises where it is difficult to determine the proper course of action, then the matter should be discussed openly with a supervisor or with the Township Manager or his or her designee for advice and consultation.

Employees are prohibited from engaging in conduct that creates actual or potential conflicts of interest. An actual or potential conflict occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or relative, as a result of the Township’s business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.

No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to the Township Manager as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.

Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which the Township does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving the Township, thus a conflict of interest is evident. Compliance with this policy is the responsibility of every Township employee. Disregarding or failing to comply with this standard of business ethic and conduct may lead to disciplinary action, up to and including termination of employment.

In the Common Wealth of Pennsylvania, municipalities are required to follow the Ethics Act provided by the State. In addition, the Board of Supervisors, Township Manager and Directors are required to complete the State Ethics Commission Statement of Financial Interests annually.

Supporting Documents:

4.1.1.1 – Staff Acceptance of Gifts and Gratuities

Standard:
The agency shall have an established policy for the acceptance of gifts and gratuities by staff members.

Narrative:
Township employees are prohibited from accepting anything of value, including any gift, service, favor, or loan from any individual, group, or entity that might reasonably be expecting to influence you in the discharge of your duties. All employees must comply with the Pennsylvania Public Official and Employee Ethics Act, section 1103c.

Supporting Documents:

4.1.2 – Recruitment Process

Standard:
There shall be a comprehensive recruitment process to attract qualified personnel that is based upon established recruitment procedures with specific recruitment objectives that are reviewed periodically. It is understood that in certain cases an agency is required to handle its personnel through a state or local civil service merit system, and is, therefore, linked to that system in the recruitment of its park and recreation personnel. Agencies are obligated to comply with all applicable statutes and policy statements.

Narrative:
Lower Makefield Township uses a variety of media platforms to attract potential employees to current job listings. Once a position becomes available, the public is notified in the following ways: posting on all social media sites, an advertisement is listed in the local newspaper and the Township newsletter, and an email blast is sent out. All of these sources direct potential candidates to the Township website and the Parks and Recreation seasonal employment page which provides additional information and an employment application.

Supporting Documents:

4.1.3 – Equal Opportunity Employment and Workforce Diversity

Standard:
There shall be an established policy regarding diversity with evidence of implementation that assures equal opportunities for employment, promotion, and equity in employment working conditions and that complies with the American Disabilities Act.

Narrative:
Lower Makefield Township is an Equal Opportunity Employer. The Township follows the Pennsylvania Human Relations Act (1955 Act 222) which prohibits “certain practices of discrimination because of race, color, religious creed, ancestry, age or national origin by employers, employment agencies, labor organizations and others as herein defined; creating the “Pennsylvania Human Relations Commission in the Governor’s Office.”

In addition to the non-discrimination act, the Township continues to recruit talent using different methods to ensure a diverse workforce. It is often difficult to interest residents from outside the Township, to have interest in local government positions. In order to educate and interest people from other cultures and areas Lower Makefield Township Participates in an Internship and Recruitment Program with Temple University. This allows the Township to have a platform in front of potential new hires from all over the country and even international students. This diversity driven internship program introduces a new and diverse population to local government. This internship program is different from the usual internship program where stock is laid in the expertise that the students are gaining and ask them to work as part of the department’s team directly. Each intern leaves with an experience and an expansive resume. Through this program we have been able to bring in students from different areas, cultures, religions and with many different perspectives; and allow them to help make the Department more inclusive.

The Parks and Recreation Department staff also educates students at Temple University, we have been part of their College of Hospitality and Tourism Career Fair for three years as part of the Bucks County Recreation Council. In addition, the Director presents to underclassmen in person, once a semester, focusing on career pathways.

Supporting Documents:

4.1.4 – Selection Process:

Standard:
There shall be comprehensive procedures for hiring personnel. The agency shall also have a role in determination of skills and the personal attributes required for positions.

Narrative:
Once all applications have been received, each candidate is scheduled for an interview. Each candidate is asked a series of questions pertaining to the job they are applying for. Their answers are ranked zero to five on an interview form by one or two staff members. After careful consideration, candidates with the highest scores are offered positions.

4.1.5 – Background Investigation

Standard:
The agency process for hiring personnel shall include procedures for a national background investigation prior to appointment, including verification of a candidate’s qualifying credentials, review of a candidate’s civil and criminal record, particular attention to drug and child/adult-abuse records, and driving record for employees assigned to operate motor vehicles.

Narrative:
Lower Makefield Township takes the safety of the staff, residents and participants very seriously and as such requires that all staff pass background checks prior to employment but that they remain current throughout employment.

Background checks include:

• Pennsylvania Child Abuse History Certification
• Pennsylvania State Police Criminal History and Motor Vehicle check.
• Federal Bureau of Investigation fingerprinting.

All background checks are paid for by the Township.

Supporting Documents:

Evidence of Compliance:

4.1.6 – Employee Benefits

Standard:
There shall be an established employee benefits plan. Each of the benefits provided to employees shall be described in terms of what is provided, under what conditions, and the extent of the benefit. Types of benefits often include administrative leave, holiday leave, sick leave, vacation leave, retirement program, health insurance program, disability and death benefits program, liability protection program, provision of clothing and equipment used by employees in performing park and recreation functions, employee education benefits, if any, and personnel support services to employees.

Narrative:
Full-time employees of Lower Makefield receive 11.5 paid holidays, and two personal days. Vacation will be offered as per the policy of the Township.

For employees hired before 1/1/11: The Township provides non-uniformed employees with a defined-benefit pension plan. An employee’s accrued benefit at any date is equal to 2.0% of their Final Monthly Average Salary multiplied by their credited service to a maximum of 30 years. The final monthly average salary is the average of the highest consecutive 36 months of compensation received during the 72 months preceding the date of termination. Employees will become fully vested in their accrued benefit after five years of service. Normal retirement shall be the later of an employee’s 65th birthday or five years of service. There is an early retirement provision starting at age 55 and five years of service. Early retirement benefits are reduced by 0.5% for each month that benefits precede the normal retirement date.

For employees hired after 1/1/11: The Township provides non-uniform employees a defined contribution plan. The Township shall match one hundred percent (100%) of the employee’s contribution to the plan, which said match shall not exceed six percent (6%) of the employee’s gross wages. The plan vests according to the following schedule:

At 2 years of service - 40%
At 3 years of service - 60%
At 4 years of service - 80%
At 5 years of service - 100%

Deferred Compensation
All full-time employees will have the opportunity to enroll in a Federal Tax Deferred Compensation 457 plan. The Township will match dollar for dollar up to $1,700 annually into this 457 plan. Employees may contribute above the $1,700 match up to the IRS legal limit in that given year.

In addition, full-time employees receive $100,000 term life insurance coverage, short and long-term disability coverage and hospitalization coverage for the employee and family. The employee is required to contribute 10% of the premium cost up to $1000 per year. The Township PPO coverage is through Independence Blue Cross. If the employee chooses to opt out of this coverage they can instead receive a payment which equals 30% of the premium cost of this coverage.

Evidence of Compliance:

4.1.7 – Supervision

Standard:
There shall be constructive and effective supervision of all personnel to help them grow professionally and improve programs and services. Supervision is an on-going and systematic process that is helpful for the well-being of the individual and agency. Important characteristics of effective supervision are the ability to communicate expectations, delegate authority commensurate with the assigned tasks, provide feedback, and motivate. There should be supervisory processes, procedures, or tools that highlight staff orientation, staff coaching, mentoring and training, performance review, and human resource policies affecting supervision of staff such as those dealing with harassment and discipline.

Narrative:
Lower Makefield Township is committed to the success of staff and the department. The structure of the department provides adequate supervision at all levels.

All procedures, manuals, job descriptions, and other important information are available to the staff at the Community Center or on the Lower Makefield Township Website. Additionally, quarterly staff meetings are held in order to share important information and review expectations. Administrative staff meet at a minimum once a month.

The Department provides multiple opportunities for growth and development for administrative staff. All staff have the opportunity for continuing education and are encouraged to work toward certifications within their respective interests or specialties. Staff are also encouraged to attend conferences and training to help support their career objectives.

The union maintenance staff are encouraged to take certifications to get promoted as part of the union contract. The staff are given incentives to earn more difficult certifications like certified playground inspector, certified pool operator, and certified municipal arborist.

The staff also have a white board called “The Universe”. Leadership encourages staff to put goals into the universe so they can work together to achieve them. This started during the CAPRA process as staff continually said “let’s put it in the Universe.” The first thing that made it in the Universe is obtaining CAPRA Accreditation, from there it continues to grow. The philosophy behind The Universe is nothing can come true without talking about it, looking at it and believing in it. Staff are also encouraged to put personal goals up in their office so they can work toward them.

Supporting Documents:

4.1.8 – Compensation Plan

Standard:
There shall be an established compensation plan and that establishes equity of compensation among units within the agency that is reviewed periodically. The compensation plan for an agency shall take into account agency employment standards, agency skill needs, and compensation levels offered by other local employers.

Narrative:
All Staff are provided a 3% cost of living increase in pay annually at the start of the year unless they are promoted. Union staff have opportunities to be promoted based solely on a training program.

2023 Annual Review:

4.1.9 – Performance Evaluation

Standard:
There shall be a fair and systematic procedure for annual or periodic appraisal of job performance. Personnel evaluation shall be utilized for the development and improved quality of the individual’s performance on the job, as well as a basis for promotion, monetary increments, and dismissal. Although evaluation is a day-by-day process, there shall be periodic specific reviews with the employee. An employee’s personnel file shall include a written annual evaluation.

Narrative:
Management will provide input to staff on a regular basis, relating to positive aspects of the job performance and areas which warrant improvements. All staff members are encouraged to provide input and/or discuss problems or concerns to management on a regular basis. Management will oversee written evaluations on each staff member halfway through the summer season. Each evaluation will be recorded on the Employee Performance Evaluation Form and will be reviewed with each staff member individually and kept on file. Management will work with the staff member to correct procedures or behaviors which need improvement. If retraining is ineffective or if immediate disciplinary action is needed, management should complete the Employee Disciplinary Write-Up Form and submit it to the Operations Manager or Park & Recreation Director within 24 hours.

Supporting Documents:

4.1.10 – Promotion

Standard:
There shall be an established policy and procedures available to all employees defining the promotion process and the agency’s role. The park and recreation agency may rely upon a state or local civil service commission, or other public or private external organization to administer one or more elements of the process in accordance with legal, professional, and administrative requirements.

Narrative:
Promotion opportunities are clearly defined as part of the union contract but as far as admin promotion, opportunities are based on performance and evaluation of current programs and offerings. Over the past five years one of our Managers was promoted twice once financially and once in title shift. She was promoted from pool membership coordinator to pool operations manager, then most recently shifted gears to operations manager when the needs of the department changed. Our Department has grown over the last five years, we have recognized the expanded requirements of staff and have changed titles and increased pay based on performance but there is only so far staff can climb. That is where the local municipal partnerships come in. We continue to encourage our staff to work hard and will try to keep good staff as long as we can but we recognize our limitations and will not hold staff back from pursuing greater opportunities. Bucks County Recreation Council, Pennsylvania Recreation and Parks Society Division III jointly post positions that may be of interest to staff looking to grow. There are many more opportunities by acting collaboratively.

Incentive based contract based on training.

Supporting Documents:

4.1.11 – Disciplinary System

Standard:
There shall be an established disciplinary system based on the code of conduct and performance. The system shall specify the conduct expected of employees. Prohibitions should be specific, whereas approved behavior may be stated in general terms (e.g., courtesy, punctuality).

Narrative:
Per the Township Employee Work Conditions and Standard of Conduct Policy employees have an obligation to observe and follow the Township’s policies and procedures and to maintain appropriate standards of conduct at all times. Noncompliance will be subject to progressive disciplinary action and, in some cases, may lead to immediate termination of employment. In some instances, employee misconduct may be addressed informally. When formal disciplinary action is warranted, the steps set forth below will be followed to the extent possible. However, the Township reserves the right to decide the form, order, and manner of discipline to be administered. Nothing in this section changes an employee’s at-will status or the rights and obligations under any valid employment or collective bargaining agreement, nor does anything in this policy require the Township to adhere to any of the below steps in making or executing any employment decision, up to and including termination.

As a Township Department the Parks and Recreation Department the year round administrative staff follows the Township Code of Conduct.

Supporting Documents:

4.1.12 – Grievance Procedures

Standard:
There shall be an established grievance procedure, available to all employees. The procedure shall identify matters that are grievable; establish time limitations for filing or presenting the grievance; establish steps and time limitations at each step in the grievance procedure; and establish criteria for employee representation. Formal grievance procedures shall be written in clear, concise terms.

Narrative:
Grievance procedures for employees covered under a collective bargaining agreement shall be compliant with the terms therein. Unless procedures are otherwise provided for in this handbook, non-union employees shall bring any and all complaints first to their immediate supervisor.

Supporting Documents:

4.1.13 – Termination and End of Employment

Standard:
There shall be established policies and procedures for termination and end of employment.

Narrative:
Lower Makefield Township has a progressive discipline policy. The Township provides staff every opportunity to correct their behavior by providing guidance, education and training.

Progressive Discipline:

Verbal Warning: The Department Head, Direct Supervisor, or Township Manager discuss the nature of the violation and expected remedy with the employee.

Written warning: When an offense is repeated or continued after a verbal warning, the Department Head, Direct Supervisor, or Township Manager will issue a written warning which states the nature of violation and expected remedy. If the problem remains uncorrected, the employee’s position may be affected.

Suspension: When an employee’s performance does not improve following verbal and written reminders, or if the employee is again in violation of Township practices, rules or standards of conduct, the employee will be placed on suspension ranging in duration of three (3) to five (5) business days. All suspensions are unpaid.

Termination: If after all steps to remediate the violation or failure of the employee to perform to required job requirements, the employee may be terminated.

If the Department Head or Supervisor elects to proceed with informal verbal warnings, such warnings must be recorded.

Supported Documents:

4.1.14 – Social Media Policies Regarding Staff Use

Standard:
There shall be established policies and procedures regarding the use of social media by staff.

Narrative:
Lower Makefield Township first adopted its Social Media Policy in 2019.

The policy consists of two parts.

1. How the Township will use social media and the requirements to interact with the public.
2. Social Media in relation to Staff use.

Supporting Documents:

Evidence of Compliance:

4.2 – Staff Qualifications

Standard:
The agency shall employ staff qualified to develop and operate programs and services in furtherance of goals and objectives. Staff shall be qualified for the positions as provided in the job descriptions and possess specified licenses and certificates. Park and recreation personnel shall have certification and/or educational training appropriate to the position.

Narrative:
Lower Makefield Township hires highly qualified staff who are encouraged to continue education and provided opportunities to act as industry leaders in their respective fields.

Evidence of Compliance:

• Director of Parks and Recreation, Job Description, Resume, CPRE Certificate
• Operations Manager, Job Description, Resume, CPRP Certificate
• Aquatics Manager, Caitlin Adams, Job Description, Resume, CPRP Certificate, LGIT Certificate, CPO Certificate
• Admin Staff

2023 Annual Review:

4.3 – Job Analyses for Job Descriptions

Standard:
Established job descriptions for all positions shall be based on the job analysis and reviewed periodically.

Narrative:
All position descriptions for the Lower Makefield Parks and Recreation Department are outlined with essential functions, skills required and education and experience. Positions are reviewed on a biannual basis to ensure that position descriptions are inline with the department needs.

Supporting Documents:

Full Time Staff

Summer Hires

Evidence of Compliance:

4.4 – Chief Administrator

Standard:
The agency shall have a chief administrator responsible to the approving authority for the management, direction, and control of the operations and administration of the agency and with authority to perform such responsibilities. The chief administrator shall be employed full-time, year-round, and be qualified by experience, education, certification, and/or training in park, recreation, leisure services, tourism, or related disciplines. These qualifications shall be verified and demonstrated specifically as to how it is related to park and/or recreation management.

Narrative:
The Lower Makefield Township employs a highly-qualified and experienced parks and recreation professional as its Director. Monica Tierney has 15 years of professional experience working for the Army MWR, in Parks and Recreation and non-profits. She currently holds a CPRE certification as well as a Bachelor of Arts in Communications from Kutztown University, a Master of Education in Exercise Sports Science from Texas State University, and an MBA from Temple University.

Monica provides the overall administration and evaluation of a comprehensive park management program including park reservations, programs, the pool, the Community Center, outdoor recreation facilities and special events. She plans, staffs and monitors for optimum efficiency and cost-effective operations that enhance facilities and services to the public.

The Director oversees operations pertaining to parks, open space, recreation, buildings, and structures in accordance with the Township Master Plan and the Parks and Recreation Master and Strategic Plan. Work extends to include promoting and supporting varied recreation and athletic activities suited to the needs of the Township.

• Monica Tierney, Director of Parks and Recreation, Resume, CPRE Certificate
• Director of Parks and Recreation Job Description

4.4.4 - Leadership Succession Procedure

Standard:
The agency shall have an established procedure to ensure that leadership is available when the agency’s chief administrator is incapacitated, off duty, out of town, or otherwise unable to act.

Evidence of Compliance:

4.5 – Workforce Health and Wellness Program

Standard:
The agency shall have an employee health and wellness program showing periodic evaluation of the program status.

Narrative:
Full time staff have the opportunity to participate in a health benefits program Independence Blue Cross Blue Shield where they are provided the opportunity to wellness perks. As part of this they are awarded with prizes for different incentive programs.

Supporting Documents:

• https://www.ibx.com/stay-healthy/health-and-wellness-perks

4.6 – Orientation Programs

Standard:
There shall be an orientation program for all personnel employed by the agency.

Narrative:
All new full time parks and recreation employees are provided with a check list where they visit from department to department to learn about the Township, their benefits, and to meet contacts. They are also scheduled to tour all parks and recreation facilities and to complete any of the onboarding necessary training.

4.6.1 – Employee Training and Development Program

Standard:
There shall be a program of employee development which is available to employees throughout the agency. It should be based on needs of individual employees, future organizational needs, and is evaluated and updated periodically. The program must notify personnel of available and/or required training, maintain training records, and assure that required training programs are attended. The program should incorporate in-service training and succession planning to ensure the continued effective performance of the organization after the departure of key staff.

Narrative:
Lower Makefield Township provides an array of opportunities for staff to develop and enhance their skills. This is done in house and by using professional organizations Delaware Valley Trust, Pennsylvania Parks and Recreation Society, and National Recreation and Parks Agency. All Employees have access to these training.

In addition, management understands that youth workers, which make up a vast majority of summer staff, are not necessarily making a lifelong commitment to Parks and Recreation. It is important to embrace their future goals and provide them with connections and training so they can continue to be industry leaders in the future fields. With that in mind, management staff are committed to providing the best first work experience for young professionals. The management team teaches them base skills that will be applicable in any field and we encourage summer management to get to know summer employees personally so we can assist them in making connections. This allows the Parks and Recreation staff to focus on individual goals in addition to agency goals. The Parks and Recreation mantra in the summer is “Training future CEOs”.

4.6.2 – Professional Certification and Organization Membership

Standard:
Professional staff shall be active members of their professional organization(s) and pursue professional certifications within their respective disciplines. “Active” means more than holding membership, including attendance at meetings, making presentations, participating in committee work, holding elected and appointed positions, and participation in educational opportunities.

Narrative:
Lower Makefield Township Parks and Recreation Staff are encouraged to obtain and maintain their certifications and to participate in local, regional, state and National Parks and Recreation Agencies.

Monica Tierney, CPRE

• 2014-2016 Nutritional Coalition of Bucks County
• 2015-2017 Served on the Executive Board of the Neshaminy Coalition for Youth
• 2019 Presenter at the PRPS Conference
• 2020 and 2021 Served as President of the Bucks County Recreation and Parks Council
• 2020 Served on the Pennsylvania Recreation and Parks Conference Committee
• 2019-Current Serves on the Bucks County Senior Games Committee

Member:

• Bucks County Recreation Council
• Bucks/Mont Aquatics Consortium
• Pennsylvania Recreation and Parks Society
• National Recreation and Parks Association

Certifications:

• Certified Parks and Recreation Executive

Lynn Todd, CPRP, CPO

• 2021-Current serves as PRPS Membership Committee

Member:

• Bucks County Recreation Council
• Bucks/Mont Aquatics Consortium
• Pennsylvania Recreation and Parks Society
• National Recreation and Parks Association

Certifications:

• Certified Parks and Recreation Professional
• Certified Pool Operator

4.7 – Volunteer Management

Standard:
There shall be a volunteer management function within the agency, including a comprehensive volunteer management manual that includes policies and procedures related to the management of volunteers.

Narrative:
Volunteers are the heart of Lower Makefield Township Parks and Recreation Department. With the help of volunteers, the Department can make the impossible possible. Our volunteer program allows staff to support the Department vision of cultivating health, happiness, and community. When residents devote their time in our parks and programs, they are able to connect with the community which becomes the foundation for the future of the Township.

Supporting Documents:

Evidence of Compliance:

4.7.1 – Use of Volunteers

Standard:
Volunteers shall be used by the agency in a variety of positions.

Narrative:
Lower Makefield Township offers various types of volunteer opportunities that align with an individual’s commitment needs. An Extended Commitment volunteer opportunity would best fit an individual who wishes to spend numerous hours and time with the department volunteering. Whereas a Community Service Project is best fit for an individual who is interested in a one time experience without any commitment necessary. The other type of volunteer experience is through our partnerships which interested individuals will apply for directly through the specific organization.

Supporting Documents:

Evidence of Compliance:

4.7.2 – Volunteer Recruitment, Selection, Orientation, Training, and Retention

Standard:
There shall be an on-going function within the agency for the recruitment, selection, orientation, training and retention of volunteers, including procedures on background screening. Background investigations shall be made for all volunteers who work routinely with vulnerable populations, especially youth, senior adults, and persons with disabilities.

Narrative:
Volunteer information can be found on social media platforms, in the Township newsletter, and via email. Once an individual does volunteer with Lower Makefield Township they can choose to receive emails with future opportunities through email software, “Constant Contact.” The Township Parks and Recreation Director and employees also actively recruit volunteers for programs and events.

Supporting Documents:

4.7.3 – Supervision and Evaluation of Volunteers

Standard:
Agency volunteers shall be monitored, shall receive supervisory visits, and be evaluated regarding performance. Supervision and evaluation of volunteers is important to ensure adequate training is provided and to verify satisfactory conduct and performance. The degree to which the agency supervises and evaluates volunteers may vary depending on the role of the volunteers.

Narrative:
Parks and Recreation staff are trained and prepared to guide and mentor volunteers with any concerns that they may have. They will observe volunteer’s behavior and progress to ensure that work is being done in an appropriate manner. If any volunteer demonstrates behavior that goes against Lower Makefield’s code of conduct a staff member will ask the individual to leave the event and their hours will not be logged.

Volunteers are evaluated on their hours fulfilled after the event or program is complete. All volunteers will sign out before leaving the event and will receive a letter stating the hours that were completed that day. Staff will also log the completed hours into a sheet to keep track of each volunteer’s time spent with the department.

Supporting Documents:

4.7.4 – Recognition of Volunteer

Standard:
There agency shall recognize volunteers for their contributions. Recognition may take many forms, depending on the nature of volunteer roles.

Narrative:
The Township of Lower Makefield honors all volunteers who complete hours with the Parks and Recreation Department with a thank you letter that can be presented to the individual’s work, school, organization, etc. Although it has been difficult to recognize volunteers through celebration in 2020 and 2021, it is the plan of the Parks and Recreation to start the new tradition of an Annual Volunteer Appreciation Luncheon which is hosted by the Lower Makefield Township Parks and Recreation Department staff members. The luncheon will take place annually in December. In order to be invited to the luncheon, an individual must complete over 40 hours of service during the year. In addition, volunteers who complete 50 or more hours will be rewarded with a prize of the Townships choosing that year.

Supporting Documents:

2023 Annual Review:

4.7.5 – Liability Coverage for Volunteers

Standard:
Agency volunteers shall be covered for negligence liability.

Narrative:
The volunteers of Lower Makefield Township are covered under Section V of the Delaware Valley Property and Liability Trust Coverage document. Volunteers must sign waivers prior to the start of any community service project.

Supporting Documents:

4.8 – Consultants and Contract Employees

Standard:
The agency shall have policies and procedures regarding the use of consultants and contract employees.

Narrative:
The Parks and Recreation Department utilizes consultants for professional services such as comprehensive planning, master planning, architect services, engineering services in order to assist, and enhance the capabilities of staff.

Recently the Township used Ann Toole Park Planning to aid in the Community Needs Assessment, Strategic and Master Plan for the Department.

The Department also contracts instructors for programs and services to the community.