Agenda item

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.

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.

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 organisations, including schools and Town/Community Councils, to use and adapt as necessary for themselves and share in that good practice

·         it was unlikely that the council would have responsibility for informal volunteers undertaking work on their own initiative but the new simplified process would make it easier to formalise that type of volunteer work and benefit from the safeguards that would provide whilst further building community resilience

·         the policy related to volunteering opportunities with the council and it was noted that there was many other volunteering activities across the county which would usually be advertised through Denbighshire Voluntary Services Council (DVSC) who provided support to volunteers, community groups and other organisations. The council worked closely with DVSC and they had worked in partnership during the first lockdown to facilitate the volunteering process

·         in response to questions from Councillor Joan Butterfield it was agreed to report back on the number of managers supporting volunteers and given other issues raised, including reservations regarding the additional bureaucracy, there may be merit in reporting back to scrutiny at a future date on progress after a period of operation and monitoring of the policy.  With regard to supporting managers there were corporate systems in place and guidance produced.  The importance of community volunteers was also acknowledged as a great strength within communities and it was hoped that the new processes would help better support those individuals without taking over and letting people do things for themselves.

Councillor Mainon proposed the recommendations confirming a minor amendment to 3.2 to replace ‘comments on’ with ‘approves’ the amended Time Off Work policy.

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.