Enlisting volunteers to assist with tasks at your housing agency is an effective way to complete projects in a cost-conscious way. Opportunities for volunteer work can arise throughout the year and may range from seasonal cleanups to yard maintenance and other one-time events. We’ve found that residents are usually eager to improve their community and often take advantage of volunteer opportunities at their housing authority. However, it’s crucial for housing agencies to safeguard their organization and mitigate risks associated with engaging volunteers.
We spoke with Brian Ziegenbalg, team lead and customer service representative with HAI Group®’s Account Services team, to get his advice on how agencies can protect themselves from unforeseen risks while taking advantage of volunteer services.
HAI Group’s Volunteer Program Guide defines a volunteer as someone “who performs a task at the direction of and for the benefit of a housing organization without compensation or an expectation of compensation beyond reimbursement of expenses.” Volunteers freely offer their time to support another person or organization.
“You’re getting people involved,” Ziegenbalg said. “You’re creating more of a community that allows your tenants to interact with and get to know each other.”
When residents work together, it builds trust and a sense of shared responsibility, which can contribute to a safer and more welcoming environment. Volunteers also often develop new skills and a deeper connection to their surroundings, enhancing the community's overall well-being.
There are certain risks associated with engaging volunteers to assist your housing authority with various tasks, including injuries. Injuries to the volunteer can occur while the volunteer is donating their time to your organization. It is important to consult with your insurance professional (if you’re an HAI Group policyholder, that’s your dedicated account executive) to discuss coverages related to volunteers. Understanding the risks and coverages can help mitigate potential risks and ensure the safety and well-being of both volunteers and the organization.
Before engaging volunteers, Ziegenbalg recommends contacting your insurance professional to determine whether certain tasks are or are not covered under your policy. An endorsement under your policy may provide coverage for volunteer work, but the types of covered tasks can vary. Additionally, confirm whether the policy covers only on-site volunteer work or whether off-site tasks are covered as well.
“Check in with us,” Ziegenbalg advised. “That’s when we can get more information and a scope of work. It all depends on where and what the volunteers are doing.”
It may also be beneficial to implement a screening process prior to having volunteers to ensure a safe environment for employees, volunteers, and tenants. This process helps match volunteers with appropriate tasks and may involve background checks, interviews, or skills assessments.
Ziegenbalg also suggests consulting with a legal resource to ensure appropriate protections are in place, such as a waiver, which can help protect your organization in the event of injury or property damage.
“It may also be beneficial to identify and document the tasks the volunteer or team of volunteers will be responsible for,” Ziegenbalg added. “Provide too much information rather than too little to prevent confusion about what you are asking your volunteers to do.”
The agency should plan to provide all necessary equipment and tools. This helps prevent the risk of a volunteer’s personal equipment breaking and the agency being held responsible for replacement.
“The housing agency should have everything set up and ready for the volunteers so that they may get to the assigned task upon arrival,” Ziegenbalg said.
The housing agency should also conduct an orientation and training session. This session should cover policies and procedures, safety rules and practices, equipment use, emergency protocols, and other essential information.
Training benefits volunteers by:
Similarly, housing organizations benefit from a training program by:
Volunteers can be a valuable asset to housing agencies, helping to complete tasks efficiently, fostering a sense of community, and reducing costs. However, managing the associated risks requires careful planning. This includes securing proper insurance coverage, implementing appropriate protections, and conducting thorough training programs.
This article is for general information only. HAI Group® makes no representation or warranty about the accuracy or applicability of this information for any particular use or circumstance. Your use of this information is at your own discretion and risk. HAI Group® and any author or contributor identified herein assume no responsibility for your use of this information. You should consult with your attorney or subject matter advisor before adopting any risk management strategy or policy.
HAI Group® is a marketing name used to refer to insurers, a producer, and related service providers affiliated through a common mission, management, and governance. Property-casualty insurance and related services are written or provided by Housing Authority Property Insurance, A Mutual Company; Housing Enterprise Insurance Company, Inc.; Housing Specialty Insurance Company, Inc.; Housing Investment Group, Inc.; and Housing Insurance Services (DBA Housing Insurance Agency Services in NY and MI).