Issue - meetings
VOLUNTEERING POLICY
Meeting: 23/03/2021 - Cabinet (Item 5)
5 VOLUNTEERING POLICY PDF 135 KB
To consider a report by Councillor Richard Mainon, Lead Member for Corporate Services and Strategic Direction (copy enclosed) seeking Cabinet’s ratification of the new Volunteering Policy, updated processes and associated documentation.
Additional documents:
- VOLUNTEERING POLICY Appendix 1 - Wellbeing Impact Assessment, item 5 PDF 101 KB
- VOLUNTEERING POLICY Appendix 2 - Draft volunteer webpages, item 5 PDF 282 KB
- VOLUNTEERING POLICY Appendix 3 - Volunteer Policy, item 5 PDF 328 KB
- VOLUNTEERING POLICY Appendix 4 - Handbook for Managers of Volunteers, item 5 PDF 342 KB
- VOLUNTEERING POLICY Appendix 5 - Volunteer Handbook Code of Conduct, item 5 PDF 318 KB
- VOLUNTEERING POLICY Appendix 6 - Volunteer Information Form, item 5 PDF 150 KB
- VOLUNTEERING POLICY Appendix 7 - Amendment to TOW policy, item 5 PDF 219 KB
- Webcast for VOLUNTEERING POLICY
Decision:
RESOLVED that Cabinet –
(a) ratifies the new
policy, processes and associated documents for managing volunteering activity
within the council as detailed within the report;
(b) approves the
proposed amendment to the Time Off Work policy for employees wishing to
participate in volunteering activities (Appendix 7 to the report), and
(c) confirms that
it has read, understood and taken account of the Well-being Impact Assessment
(Appendix 1 to the report) as part of its consideration.
Minutes:
Councillor
Richard Mainon presented the report seeking Cabinet’s formal ratification of
the new Volunteering Policy, updated processes and associated documentation for
managing volunteering activity within the council.
Cabinet
was advised that the documentation included a new approach to promote
volunteering opportunities within the council and clear guidance on how to
manage, recruit and support volunteers together with clarity on the position of
management and employees wishing to participate in volunteering
activities. The new policy provided a
consistent approach across the council whilst also supporting the differing
needs of service areas, offering a “one stop shop” for all volunteer
opportunities online based on an in-house system. Reference was made to the consultations
carried out, including trade unions, and whilst not quorate the Joint
Consultative Committee Health and Safety Employees Relations spoke favourably
about the policy and recommended it for approval. Councillor Mainon commended the suite of
documents and thanked officers for all their hard work in that regard.
Cabinet
welcomed the new policy documentation which provided a clear and consistent
best practice approach to volunteering activities and also paid tribute to the
invaluable contributions of volunteers which had been particularly highlighted
during the pandemic. The Leader referred
to the promotion of volunteer opportunities as key to ensuring people
understood the process and could become volunteers in a simple way. It was noted that some services such as
Countryside Services and Community Support Services relied heavily on
volunteers and as Lead Members for those service areas Councillors Tony Thomas
and Bobby Feeley commended those contributions which were much
appreciated. Whilst welcoming the policy
they hoped that volunteers would not be lost as a result of the extra
administration involved in formalising the recruitment process. Councillor Mark Young also welcomed the
policy and was keen for it to be an inclusive as possible; he raised questions
regarding the shift to online opportunities, reimbursement of expenses and
support for managers.
Councillor
Richard Mainon and officers responded to the issues raised as follows –
·
volunteering
opportunities would be advertised online and front line staff would be able to
look for those opportunities on behalf of others and Town/Community Councils
could also help raise awareness. Work
within communities may also identify useful avenues to help people access
volunteering opportunities
·
assurances were provided that an alternative
method of payment would be made to reimburse expenses incurred by volunteers
without bank accounts
·
it
was agreed that management capacity was required to support volunteers and much
had been learned in that regard during the course of the pandemic in terms of
organising both staff and volunteers to support communities and services. The importance of ensuring sufficient
management capacity to properly support volunteers had been identified as an
issue to be considered in greater detail going forward to ensure it was
addressed appropriately
·
the policy documentation was intended to be
fluid so any learning or policy updates following implementation could be
applied and shared as best practice
·
a
measured and tailored approach had been taken when developing the policy in
terms of bureaucracy with differing levels of checks required depending on
risk, including safeguarding, associated with different volunteer positions. There was also a risk if appropriate
processes were not in place. However
members’ concerns regarding the potential loss of volunteers as a result of
formalising the process was acknowledged and it was agreed that engagement with
the process be carefully monitored to check it did not pose a barrier to
recruitment.
Councillor
Mainon and officers also responded to further questions from non-Cabinet
members as follows –
· the suite of documents relating to volunteering opportunities would be open to all outside ... view the full minutes text for item 5