Volunteer Waiver and Policy Acknowledgement

Before you participate in The Lake Country Players Community Theater, Inc. (LCP) and/or the Plaza Alliance for the Performing Arts (PAPA) productions, you are required to read and sign the Waiver Agreement and acknowledge the policies below. Please scroll down to view the waiver and policies and submit your acknowledgement. A printed copy of the Waiver and Policies is available upon request.

Between

The Lake Country Players Community Theater, Inc.

and

Plaza Alliance for the Performing Arts

and

the below digitally signed volunteer

(hereafter “the volunteer”)

This document sets forth the responsibilities and understandings of the volunteer and of LCP and/or PAPA regarding volunteer’s participation in volunteer programs partially or wholly coordinated by LCP and/or PAPA . The volunteer and LCP and/or PAPA agree as follows: 

  1. The volunteer performs the service of the volunteer’s own free will, without promise, expectation, or receipt of remuneration. The volunteer is not an employee or agent of LCP or PAPA for any purpose and the volunteer’s services are not controlled nor mandated by LCP or PAPA . 
  1. If the volunteer is under the age of 18, the volunteer may only participate in volunteer service with the express written consent of the volunteer’s parent or guardian. 
  1. The volunteer understands and agrees that it is possible that the volunteer may be injured or otherwise harmed during volunteer service due to accidents, acts of nature, the volunteer’s negligent or intentional acts, or the negligent or intentional acts of others; that while [organization] has taken some steps to reduce the chances of injuries or harm to the volunteer, that [organization] has no control over most risks, and, thus, cannot and does not guarantee nor take any responsibility for the safety of the volunteer or the volunteer’s property while the volunteer is engaged in volunteer service; and that the volunteer must take full responsibility for himself or herself and assume the risk of harm or damage while serving by taking all necessary and reasonable precautions and acting in a manner that will help protect himself or herself and his or her property. 
  1. The volunteer agrees to waive and release LCP and PAPA from any and all potential claims for injury, illness, damage, or death which the volunteer may have against LCP and/or PAPA that might arise out of the volunteer’s service and to hold LCP and PAPA harmless there from. 
  1. The volunteer agrees and understands that injuries or losses to others, such as co-workers or the person(s) being helped, may occur as a result of the volunteer’s negligent or intentional acts during volunteer service, and that to avoid such harm, the volunteer must exercise care and act responsibly in serving others. 
  1. If any injury or loss to another does occur due to the volunteer’s intentional actions or due to volunteer’s negligent actions arising outside of the scope of the volunteer’s activities, the volunteer must accept the liability for and repair, or make reparations for, the harm done. 
  1. LCP and PAPA are not providing the volunteer with insurance coverage for any injuries, conditions, or losses to the volunteer arising out of volunteer activities, except that LCP does provide liability insurance coverage on all LCP vehicles used during service projects. 
  1. The volunteer must maintain his or her own primary medical insurance and the volunteer’s own automobile liability insurance when driving a non-[organization] vehicle to cover potential medical and other costs related to the volunteer service; and the volunteer is also encouraged to maintain property and life insurance coverage while serving as a volunteer. 
  1. All costs for injury or loss above the coverage provided by the volunteer’s insurance are the volunteer’s personal responsibility. 
  1. In projects where the volunteer will be transporting others in a non-LCP owned vehicle, the volunteer may be required to provide proof of automobile insurance in order to participate. 
  1. Since volunteers are not LCP or PAPA employees, LCP and PAPA do not provide worker’s compensation coverage for injuries or illnesses to the volunteer arising out of volunteer activities. 
  1. LCP and/or PAPA will provide you with a legal defense, upon your request, in response to any claim or action brought against you, arising out of your volunteer service in a program that LCP and/or PAPA help coordinate, where you were acting in good faith and reasonably believed you were acting within the scope of the volunteer activity, and the act in question was not an intentional or knowing act constituting illegal, willful, or wanton misconduct. However, LCP and PAPA will not defend you in any case where the injury resulted from your operations of a non-LCP motor vehicle, vessel, aircraft, or other vehicle for which a pilot or operator’s license is required or where the suite is brought by an authorized governmental officer to enforce a federal, state, or local law. 
  1. In legal actions in which LCP and/or PAPA provide your defense, LCP and/or PAPA will pay for reasonable attorney fees, judgments, settlements, or other expenses directly related to your defense only up to the limits presently stated in the appropriate State statutes, one time only per volunteer. LCP and/or PAPA will control the defense and you must reasonably cooperate and comply with LCP and/or PAPA decisions and procedures.  

Harassment Prevention

LCP and PAPA are committed to a working environment in which all individuals are treated with respect and dignity. Each individual has the right to participate in a professional atmosphere that promotes equal opportunities and prohibits discriminatory practices, including harassment. Therefore, LCP and PAPA expect that all relationships among persons in the troupe will be professional and free of bias, prejudice, discrimination, and harassment. In order to keep this commitment, LCP and PAPA maintain a strict policy of prohibiting unlawful harassment of any kind, including sexual harassment and harassment based on race, color, religion, national origin, sexual orientation, gender identity or expression, sex, age, physical or mental disability or any other characteristic protected by state, federal or local employment discrimination laws. This policy applies to all employer agents, employees, contract providers and volunteers who engage in unlawful harassment in the workplace.

Sexual harassment includes, but is not limited to, making unwanted sexual advances and requests for sexual favors where either:

  • Submission to such conduct is made an explicit or implicit term or condition of participation or employment; or
  • Submission to or rejection of such conduct by an individual is used as the basis of employment/participation decisions affecting such individual; or
  • Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

Troupe members, employees or contractors who violate this policy are subject to discipline up to and including the possibility of immediate discharge.

Examples of unlawful harassment include, but are not limited to:

  • Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments.
  • Visual conduct such as derogatory and/or sexually oriented posters, photography, cartoons, drawings, e-mail and faxes or gestures.
  • Physical conduct such as assault, unwanted touching, blocking normal movement or interfering with work directed at an employee because of the employee’s sex or other protected characteristic.
  • Threats and demands to submit to sexual requests in order keep one’s job or avoid some other loss, and offers of employment/participation benefits in return for sexual favors.
  • Retaliation for having reported or threatened to report unlawful harassment.

Any employee or other person who believes he or she has been harassed by a co-worker, supervisor, or agent of LCP and/or PAPA or by a nonemployee should promptly report the facts of the incident or incidents and the names of the individual(s) involved to the Chair of the Board. Upon receipt of a complaint, LCP and/or PAPA will undertake a prompt, thorough, objective and good faith investigation of the harassment allegations. If the organization determines that harassment has occurred, effective remedial action will be taken in accordance with the circumstances involved. Any employee or volunteer determined by the LCP and/or PAPA to be responsible for harassment will be subject to appropriate disciplinary action, up to and including termination. Troupe members will not be retaliated against for filing a complaint and/or assisting in a complaint or investigation process. Further, we will not tolerate or permit retaliation by supervisors or co-workers against any complainant or anyone assisting in a harassment investigation.

Media Contacts and Public Materials and Statements

The Media Policy is intended to establish responsibilities and procedures for all media contacts and other public materials and statements by LCP and/or PAPA. The “media” include, but are not limited to, daily and weekly newspapers, news wire services, radio and television, trade or consumer magazines, books, other relevant publications and social media.

This policy is for the protection of the organization, its board and members. LCP and PAPA make every effort to provide the media with up-to-date and factual information, and to represent the full boards’ positions and opinions. Without a process, it is easy for misinformation to occur.

It is the intent of LCP and PAPA to maintain an open and cooperative relationship with the news media in our efforts to advance our mission. LCP and PAPA strive to be honest, candid and factual resources on matters concerning its policies, practices, operations and issues of community concern.

In our efforts to provide true and concise information most reflective of our board and in line with our mission, we must in effect, “speak with one voice.” Organized media relations aid LCP and PAPA in achieving their strategic program and operating goals.

In order to protect the interests of LCP and PAPA, all official interviews and statements made to media representative, including but not limited to print, television, radio and periodical reporters, shall be coordinated through LCP’s Board Chair and/or PAPA’s Marketing Director and/or his/her designated spokesperson. This policy is limited to statements made in an official capacity as a board member, and only pertains to statements or comments made on behalf of LCP and/or PAPA. Members of the board are free to express their own opinions to the media at any time in their individual capacity.

Additional Guidelines for Working With The Media
It is in LCP’s and PAPA’s best interest to cooperative with the media to encourage fair and accurate reporting that will generate stories based on fact rather than speculation and third-party opinion. If a board member, staff member or other volunteer is approached by a member of the media to make a comment or statement in their official capacity as a representative of LCP or PAPA, such inquiry shall be cleared through the LCP board chair or the PAPA Marketing Director. There will be many occasions when a board member, volunteer or staff person is the appropriate person to comment on an issue or story. Once the request has been reviewed with the board, such person is encouraged to proceed with the media representative. With due process, the board, staff and volunteers will be able to share up-to-date and factual information with members of the press.

How to file a grievance

LCP and PAPA troupe members, volunteers and contractors are encouraged to talk to each other to resolve their problems. When this isn’t possible, they should know how to file a grievance:

  1. Communicate informally with the direct supervisor or the director. The supervisor will try to resolve the problem. If the concern or problem is with the supervisor, first try to discuss the matter and resolve it by requesting an informal meeting. The supervisor should try to resolve any grievance as quickly as possible. If unable to do so, they should refer the matter to the LCP and/or PAPA Chair of the Board.
  2. If the grievance relates to a supervisor behavior that can bring disciplinary action (e.g. sexual harassment or violence), the matter should be taken up with the next level supervisor or Chair of the Board.

Code of Conduct When Working with Youth

When children are included in LCP or PAPA theatrical productions, workshops or activities, all LCP and PAPA adult personnel must be cognizant of our behavior and personal conduct. The following Code of Conduct is intended to assist LCP and PAPA troupe members, volunteers and contractors in appropriate interactions with youth. The Conduct with Youth outlines specific expectations of the troupe members, volunteers and contractors as we strive to accomplish our mission together. For clarification of any guideline, or to inquire about behaviors not addressed here, please contact any board member.

LCP and PAPA provide our youth with an opportunity to participate in theatrical productions, workshops and activities. We are committed to creating an environment for youth that is safe, nurturing, empowering, and that promotes growth and success. No form of abuse will be tolerated and confirmed abuse will result in immediate dismissal from LCP and/or PAPA. All reports of suspicious or inappropriate behavior with youth or allegation of abuse will be taken seriously. LCP and PAPA will fully cooperate with authorities if allegations of abuse are made that require investigation.

  1. Youth will be treated with respect at all times.
  2. Youth will be treated fairly regardless of race, sex, age, or religion.
  3. Troupe members, volunteers and contractors will not abuse youth in anyway including (but not limited to) the following:
  • Physical abuse: hitting, spanking, shaking, slapping, unnecessary restraints;
  • Verbal abuse: degrading, threatening, cursing;
  • Sexual abuse: inappropriate touching, exposing oneself, sexually oriented conversations; sexually oriented materials
  • Mental abuse: shaming, humiliation, cruelty;
  • Neglect: withholding food, water, shelter
  1. Troupe members, volunteers and contractors will utilize appropriate designated dressing rooms for dressing/changing costumes.
  2. Troupe members, volunteers and contractors will avoid affection with youth that cannot be observed by others.
  3. Troupe members, volunteers and contractors will adhere to uniform standards of appropriate verbal interactions.
  4. Troupe members, volunteers and contractors will not stare at or comment on youths’ bodies.
  5. Troupe members, volunteers and contractors will not date or become romantically involved with youth.
  6. Troupe members, volunteers and contractors will not use or be under the influence of alcohol or illegal drugs in the presence of youth.
  7. Troupe members, volunteers and contractors will not have printed or online pornography on premises.
  8. Troupe members, volunteers and contractors will not have secrets with youth and will only give gifts with prior permission.
  9. Troupe members, volunteers and contractors will not engage in inappropriate electronic communication with youth.
  10. Troupe members, volunteers and contractors are prohibited from working one-on-one with youth in a private setting. Troupe members, volunteers and contractors will use common areas when working with individual youth.
  11. Troupe members, volunteers and contractors will report concerns or complaints about other employees, volunteers, adults, or youth to any member of the LCP and/or PAPA board.
  12. LCP and PAPA cooperate fully with the authorities to investigate all cases of alleged abuse. All troupe members, volunteers or contractors shall cooperate to the fullest extent possible in any external investigation by outside authorities or internal investigation conducted by the organization or persons given investigative authority by the organization. Failure to cooperate fully may be grounds for termination.

 One-on-One Interactions

Most abuse occurs when an adult is alone with a youth. LCP and PAPA prohibit private one-on-one interactions unless approved in advance by the board chair. In those situations where one-on-one interactions are approved, LCP and/or PAPA troupe members, contractors and volunteers must observe the following additional guidelines to manage the risk of abuse or false allegations of abuse:

Additional Guidelines for One-on-One Interactions
If it is necessary to meet one-on-one with a youth always do so in a public place where you are in full view of others. If meeting in a room or office, leave the door open or move to an area that can be easily observed by others passing by. Inform other LCP and/or PAPA employees and volunteers that you are alone with a youth and ask them to randomly drop in. Avoid physical affection that can be misinterpreted. Limit affection to pats on the shoulder, high-fives, and handshakes. Document and immediately report any unusual incidents, including disclosures of abuse or maltreatment, behavior problems and how they were handled, injuries, or any interactions that might be misinterpreted.

Acknowledgement: Volunteer Waiver, Release, and Indemnity Agreement

I acknowledge that I have received and read the Volunteer Waiver, Release, and Indemnity Agreement and/or had it explained to me. I have read, understand, and consent to the terms of this wavier agreement.

I acknowledge that I have received and read the Harassment Prevention, Media, Grievance and Child Safety Policies and/or had them explained to me. I understand that it is my responsibility to abide by all rules contained in the policies.

By filling out this form and clicking the submit button I have digitally signed this document.