Terms & Conditions of VolunteerinG
(Last Updated: August 2025)
The purpose of these Terms and Conditions is to provide overall guidance and direction regarding volunteers engaged in volunteer involvement and community efforts. The Board reserves the exclusive right to change any of these terms and conditions at any time and require adherence to the changed standards. Changes to or exceptions to these terms and conditions may only be granted by the HOA Board, or their designee. Areas not specifically covered by these terms and conditions shall be determined by the HOA Board, or their designee.
Voluntary Participation: By volunteering, you acknowledge that your participation is entirely voluntary. You are not an employee, agent, or contractor of the HOA, and you will not receive compensation, benefits, or reimbursement for your time or services.
Code of Conduct Agreement: The HOA is committed to creating an inclusive and welcoming environment. Volunteers will be treated fairly regardless of race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected status. Discriminatory behavior by volunteers will not be tolerated and may result in removal from activities. Volunteers agree to conduct themselves in a respectful and responsible manner and to comply with all HOA rules, event guidelines, and applicable laws. Volunteers agree to uphold a high standard of conduct while participating in HOA-sponsored activities. This includes treating all residents, fellow volunteers, and HOA representatives with respect, refraining from disruptive, abusive, or discriminatory behavior, and complying with all event rules and community guidelines. The HOA reserves the right to remove any volunteer whose behavior is deemed inappropriate or unsafe or violates this code of conduct.
Safety and Training Requirements: Volunteers must follow all safety protocols and event-specific instructions provided by the HOA. Volunteers agree to attend any required training sessions and to use equipment responsibly. Volunteers must report any hazards, injuries, or unsafe conditions to HOA leadership immediately. Failure to comply with safety requirements may result in removal from volunteer activities.
Confidentiality: Volunteers may be exposed to non-public information related to HOA operations, resident details, or event logistics. Volunteers agree to maintain the confidentiality of such information and not disclose, share, or misuse it in any way. Breach of this clause may result in immediate dismissal and potential legal action.
Assumption of Risk: You understand and accept that participating in community events may involve certain risks, including but not limited to physical activity, interaction with others, and exposure to outdoor elements. You voluntarily assume all risks associated with your participation.
Personal Insurance Responsibility: You acknowledge and agree that you are solely responsible for maintaining your own personal health, accident, and liability insurance coverage. The HOA does not provide insurance for volunteers and will not be held liable for any costs or damages not covered by your personal insurance.
Medical and Emergency Treatment: You acknowledge that the HOA does not provide medical services or insurance coverage for volunteers. In the event of an emergency, you authorize the HOA to seek medical assistance on your behalf, and you agree to bear any costs incurred.
Release of Liability & Indemnification: To the fullest extent permitted by law, you release and hold harmless Westfield Village CIA, its board members, officers, agents, and representatives from any and all claims, liabilities, damages, or expenses (including attorney’s fees) arising out of or related to your participation in HOA-sponsored events. You agree to indemnify and defend the HOA against any claims brought by third parties arising from your actions or omissions during your volunteer service.
Use of Image and Likeness: By participating in HOA-sponsored events, you irrevocably grant Westfield Village CIA and its authorized representatives the unrestricted, worldwide, and perpetual right to use, reproduce, distribute, publish, display, and modify photographs, video footage, and audio recordings that may include your image, likeness, voice, or performance. These materials may be used for any lawful purpose, including but not limited to promotional, marketing, educational, archival, or informational content, in any format or media now known or later developed. You understand and agree that you will not receive any compensation, royalties, or other payment for the use of such materials, and you waive any right to inspect or approve the final use. This release applies unless you notify the HOA in writing prior to the event that you do not consent to such use.
Criminal Background Attestation: By volunteering, you affirm that:
- You have not been convicted of any crime that would legally prohibit you from working with or being in proximity to children or vulnerable individuals.
- You have not been convicted of any violent crime, including but not limited to assault, abuse, or any offense involving harm to another person.
Background Check Consent:The HOA reserves the right to request background checks for volunteers, particularly those working with minors, handling sensitive information, or managing financial transactions. By agreeing to volunteer, you consent to such checks if requested. Refusal to undergo a background check may disqualify you from certain volunteer roles.
Termination: The HOA may terminate a volunteer’s participation at any time, with or without cause, if it determines that the volunteer’s behavior, performance, or presence poses a risk to the community, violates HOA policies, or disrupts event operations. Volunteers dismissed under this clause may be barred from future participation.
