Volunteer Policy
NOVEMBER 2019
CONTENTS
1. APPLICATION TO VOLUNTEER
2. INDUCTION
3. RISK ASSESSMENT
4. TRAINING
5. HEALTH AND SAFETY
6. INSURANCE
7. EXPENCES
8. EQUALITY STATEMENT
This policy applies to volunteers undertaking work / duties on behalf of, but not directly employed by, Spilsby Town Council.
1. APPLICATION TO VOLUNTEER
a. Volunteers must first inform Spilsby Town Council of the work they intend to undertake before commencement. This can be done at the beginning of a Council meeting or in writing to the Town Clerk.
b. In both instances, written approval must be received prior to the undertaking of any work/activities on Spilsby Town Council property.
c. Volunteers will provide Spilsby Town Council with an update on their activities during the informal public participation session of any Full Town Council or Community Action meeting or via a report to the Town Clerk as an agenda item.
2. INDUCTION
a. Volunteers, if working for only a few hours to help at an event or similar, must still be informed about the task and its purpose, health and safety and supervision arrangements.
b. Volunteers must undergo an induction appropriate for the task(s) being undertaken. This must include health and safety, what to do if there is a problem and an introduction to other relevant individuals.
c. Responsibility for the induction rests with the individual to whom authority has been provided by Spilsby Town Council to undertake the work.
3. RISK ASSESSMENTS
a. A risk assessment must first be undertaken in order to identify risks that might be faced and how they will be managed.
b. If an area of activity presents a significant risk, consideration must be given to reducing or stopping the activity which gives rise to the risk.
c. Spilsby Town Council, through the office of its Clerk or other person(s) as advised, must receive a copy of such risk assessment records.
d. Responsibility for undertaking the risk assessment rests with the individual to whom authority has been provided by Spilsby Town Council to undertake the work.
e. Risk assessments and their associated paperwork must comply with current Health and Safety at Work legislation.
4. TRAINING
a. Responsibility for providing training rests with the individual to whom authority has been provided by Spilsby Town Council to undertake the work / duty.
b. Volunteers must be adequately trained to be able to carry out the role. The exact nature of the training will depend on the role. It is not possible to detail what constitutes ‘adequacy’ as requirements will vary according to:
● job or activity;
● existing competency of volunteers;
● circumstances of the work (e.g. the degree of supervision);
● tools and/or equipment being used.
c. The training standard must be sufficient to ensure the Health and Safety of volunteers and any people who might be affected by the work, as far as reasonably practicable.
5. HEALTH AND SAFETY
a. Volunteers may only carry out less hazardous work involving non-powered hand tools; for example, path maintenance, sand clearance, tree planting, etc.
b. Minimum levels of personal protective equipment (PPE) (suitable footwear, gloves, safety goggles, etc.) must be worn when undertaking activities.
c. Prior to work commencing, a visual inspection must be carried out to ensure that there are no obvious hazards such as litter, glass or stones.
d. Responsibility for undertaking work inspection rests with the individual or group to whom authority has been provided by Spilsby Town Council to undertake the work. Any Remedial action must be taken immediately and inspections are to be recorded.
e. Spilsby Town Council cannot be held liable for any injury caused by the use or misuse of tools or faulty equipment.
f. The use of cleaning materials or chemicals must not be stronger than those available on shop shelves; however, no chemicals can be mixed.
g. High visibility vests or other appropriate clothing must be worn where required.
h. Jewellery, necklaces, watches and the like must not be worn where they compromise the safe working environment for the volunteer.
i. Trainers, open-toed shoes, heeled shoes or sandals must not be worn if the safe working environment for the volunteer is compromised.
j. Long hair must be tied up if it is deemed that it could compromise health and safety requirements.
k. All work undertaken by volunteers shall have regard to the Health and Safety at Work etc. Act 1974 and all other Health and Safety Legislation.
6. INSURANCE
a. In so far as insurance is concerned, on condition that volunteers are working at the sole request of, and under the sole control of, Spilsby Town Council then they will be insured under the Town Council’s Public Liability and Employers’ Liability cover.
b. Reporting to Spilsby Town Council in respect of work which is of an ongoing nature is not necessary on each occasion and does not require formal approval of Spilsby Town Council on each occasion.
7. EXPENSES
a. Out of pocket expenses will not be paid to any volunteer/group without prior permission being granted (receipts to be produced/claim form to be completed and submitted to the Town Clerk).
8. EQUALITY STATEMENT
a. Volunteers will be treated equally, regardless of their gender, race, age, faith/religion, disability or sexual orientation.
b. Volunteers must be accommodated from all walks of life.