Terms & Conditions of VolunteerinG
(Last Updated: March 2026)
The purpose of these Terms and Conditions is to provide overall guidance and direction regarding volunteers engaged in volunteer involvement and community efforts. These Volunteer Terms and Conditions are established and administered by the Westfield Village Community Improvement Association (CIA) Board of Directors. The Board reserves the right to modify, interpret, or enforce these terms at any time. Any exceptions must be approved by the Board or its authorized designee. Matters not specifically addressed in these terms shall be determined by the Board or its 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: Volunteers are expected to conduct themselves in a respectful, responsible, and lawful manner while participating in HOA-sponsored activities. The Association is committed to maintaining a welcoming and inclusive environment and prohibits discrimination or harassment based on race, color, religion, gender, sexual orientation, national origin, age, disability, or other protected status. Volunteers must comply with HOA policies, event guidelines, and applicable laws. The HOA reserves the right to remove any volunteer whose behavior is disruptive, unsafe, discriminatory, or otherwise inconsistent with these standards.
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.
Volunteer Qualifications and Certification Verification: Volunteers performing activities that require specialized training, licenses, or certifications (such as medical assistance, food handling, safety roles, or equipment operation) may be required to provide valid documentation of such certifications upon request. By volunteering, I certify that any certifications I claim to hold are current and valid and agree to provide proof if requested by Westfield Village Community Improvement Association (CIA). The Association reserves the right to restrict participation in certain activities if appropriate certifications cannot be verified.
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: Volunteers acknowledge that participation in community activities may involve inherent risks, including physical activity, interaction with others, and environmental conditions. By volunteering, participants voluntarily assume all risks of injury, illness, property damage, or loss that may occur in connection with their participation.
Medical Authorization and Insurance Responsibility: Volunteers acknowledge that the HOA does not provide medical services or insurance coverage. In the event of injury or illness during volunteer activities, the volunteer authorizes the HOA to seek emergency medical treatment if the volunteer is unable to provide consent. Volunteers agree to provide accurate emergency contact information and authorize the HOA to notify that contact if necessary. Volunteers are solely responsible for any medical expenses incurred and for maintaining their own personal health, accident, or liability insurance.
Release of Liability & Indemnification: To the fullest extent permitted by law, volunteers release and hold harmless the Westfield Village Community Improvement Association (CIA), its board members, officers, agents, volunteers, and representatives from any claims, liabilities, damages, losses, or expenses arising out of or related to participation in volunteer activities. Volunteers further agree to indemnify and defend the Association against any claims brought by third parties resulting from the volunteer’s actions or omissions.
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 require background checks for volunteers participating in activities involving minors, financial responsibilities, or access to sensitive information. By volunteering, individuals consent to such checks if requested. Refusal to participate in a required background check may disqualify a volunteer from certain activities or roles.
Termination: The HOA reserves the right to suspend or terminate a volunteer’s participation at any time, with or without cause, if the volunteer’s conduct violates these terms, poses a safety risk, or disrupts HOA activities. Individuals removed under this provision may be restricted from future volunteer participation.
No Agency Clause: Volunteers are not authorized to represent, bind, or make commitments on behalf of the HOA unless expressly authorized by the Board.
Governing Law Clause: These Terms and Conditions shall be governed by and interpreted in accordance with the laws of the State of Texas.
