24 28906 Draft - Volunteer Management Policy - v0.2

Volunteer Management Policy Policy Type

COUNCIL

Policy Reference Number

CPOL - 24/28906

Link to Community Strategic Plan

5.2 .6 Ensure good governance and administration

Adopted by Council

Enter Adoption Date

Council Resolution No Enter Resolution No Version Number

Draft 0.2

Responsible Directorate

Corporate and Community Services

Review schedule

Every four years

Next Review Date

June 2030

Contents 1.

Purpose.................................................................................................................................................................1

2.

Background...........................................................................................................................................................1

3.

Scope ....................................................................................................................................................................1

4.

Definitions ............................................................................................................................................................1

5.

Legal and Statutory Context .................................................................................................................................2

6.

Engagement and Management of Volunteers .....................................................................................................2

7.

6.1

Registration and Approval..........................................................................................................................2

6.2

Child Safe Standards and Background Checks ...........................................................................................2

6.3

Induction, Training and Supervision...........................................................................................................2

6.4

Performance and Separation .....................................................................................................................3

Volunteer Rights and Responsibilities ..................................................................................................................3 7.1

Volunteer Rights.........................................................................................................................................3

7.2

Volunteer Responsibilities .........................................................................................................................3

8.

Responsibilities of Council Officers ......................................................................................................................4

9.

Grievance and Dispute Resolution .......................................................................................................................4

10. References & Associated Documents ..................................................................................................................4 11. Policy History ........................................................................................................................................................5 12. Reviews.................................................................................................................................................................5

Federation Council - Volunteer Management Policy Reference: CPOL - 24/28906 Version No: Draft 0.2

1. Purpose The purpose of this Volunteers Management Policy is to promote an effective, safe and mutually beneficial working relationship between Federation Council and its volunteers. It guides staff involved in the engagement, management and retention of volunteers in accordance with best practice standards, ensuring that volunteer contributions are supported, recognised, and aligned with Council’s values.

This Policy supports the achievement of Federation Council’s Future Federation 2040 Community Strategic Plan and Delivery Program 2025-2029.

2. Background Federation Council recognises the important work of a large number of volunteers who contribute their time, effort, and skills to various community functions and activities. Their perspectives and ideas ensure local clubs and organisations are able to deliver more for their members. Volunteers also play a vital role in supporting Council in various areas such as library services, tourism, events, and community development activities.

Under the Work Health and Safety Act 2011 (WHS Act), Council has a primary duty of care to ensure the health and safety of its workers and volunteers alike. This policy establishes the framework to support the volunteer role safely, ensuring that the administrative burden on volunteers remains reasonable and achievable while meeting our legislative and regulatory obligations.

3. Scope This Policy applies to all Councillors, staff and volunteers of Federation Council, including Section 355 Committee members, and where appropriate to work experience students.

This Policy applies to all individuals intending to volunteer with Council, including committee and sub-committee members involved in Council organised activities or programs. It also includes Council staff who volunteer to be involved in such activities or programs external to their normal workplace duties.

This Policy applies to insured community organisations undertaking works on Council’s behalf where the works have been pre-approved by Council and the community organisations hold their own Insurance, appropriate to the activity being conducted.

4. Definitions Child Safe Standards: The NSW Child Safe Standards recommended by the Royal Commission into Institutional Responses to Child Sexual Abuse, which provide a framework for making organisations safer for children.

Community Organisations: Means a not-for-profit community organisation.

Council: Means Federation Council.

Volunteer: Means any person from the community who offers to assist Council in providing services for Council, or for a project managed by Council, without monetary reward and who has been inducted and acknowledged by Council as a volunteer on the Volunteer Register.

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5. Legal and Statutory Context This policy acknowledges Council’s responsibilities under the following key legislative and statutory frameworks: •

Anti-Discrimination Act 1977 (NSW)

•

Child Protection (Working with Children) Act 2012 (NSW)

•

Civil Liability Act 2002 (NSW)

•

Local Government Act 1993 (NSW)

•

Privacy and Personal Information Protection Act 1998 (NSW)

•

State Records Act 1998 (NSW)

•

Work Health and Safety Act 2011 (NSW)

6. Engagement and Management of Volunteers 6.1 Registration and Approval Volunteering is open to any person who has been assessed as capable of carrying out the volunteer activities, provided Council has determined the activity is suitable for a volunteer. All volunteers must be approved, registered on the Council Volunteer Register and inducted before undertaking any duties.

Council may prescribe specific, achievable prerequisites for a volunteer performing certain activities (e.g., specific qualifications, medical clearance, or licensing) to ensure safety. These will be outlined in the Volunteer Registration Application.

6.2 Child Safe Standards and Background Checks Federation Council is committed to child safety and is progressively implementing the NSW Child Safe Standards across its operations.

•

Where a volunteer role involves direct, unsupervised contact with children or vulnerable persons, Council will ensure the appropriate Police and/or Working with Children Checks are undertaken and cleared prior to commencement.

•

Council is mindful of ensuring any additional compliance burdens on volunteers are reasonable; therefore, background checks will only be mandated where strictly required by legislation or the specific risk profile of the volunteer role.

6.3 Induction, Training and Supervision Volunteers will be appropriately managed, supervised and supported by Council in a way that is consistent with their duties: •

All volunteers will receive an induction covering Council’s Code of Conduct, basic WHS requirements (including hazard reporting), and any role-specific Safe Work Method Statements (SWMS).

•

Each volunteer/volunteer group will be assigned a primary staff supervisor (e.g., Council Representative or Site Supervisor) to provide ongoing guidance.

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6.4 Performance and Separation In the event of unsatisfactory performance or a breach of the Code of Conduct or WHS protocols, Council retains the right to discontinue a volunteer’s service. Should a volunteer’s services be discontinued, , they will be advised

by Council and provided a written explanation. A volunteer may resign at any time.

7. Volunteer Rights and Responsibilities 7.1 Volunteer Rights Volunteers have the right to: •

Be treated with respect, fairness, and appreciation.

•

Receive a clear, written role description and understanding of expectations.

•

Be provided with a safe working environment, free from harassment, discrimination, and bullying.

•

Receive a comprehensive induction and any role-specific training required to perform their duties safely.

•

Be covered by Council's public liability and personal accident insurance for volunteers (when undertaking approved Council activities).

•

Have their personal information handled confidentially.

•

Voice opinions and suggestions about their role.

•

Be formally and informally recognised for their contribution.

7.2 Volunteer Responsibilities Volunteers have a responsibility to: •

Comply with all reasonable instructions, policies, and procedures, particularly those relating to Code of Conduct, WHS and Child Safe Standards.

•

Take reasonable care for their own health and safety and that of others.

•

Perform their duties reliably, safely, and to the best of their ability.

•

Act in a manner consistent with Council's Code of Conduct and values.

• •

Respect the confidentiality of information they may access.

•

Provide notice if they are unable to attend their duties or wish to cease their volunteer role.

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8. Responsibilities of Council Officers •

General Manager & Directors: Ensure processes and adequate resources are in place to manage the health and safety of volunteers and consult with other duty holders to meet WHS legislative requirements.

•

Managers: Review and approve volunteer applications, ensure volunteers are registered and have completed relevant inductions (including Code of Conduct and WHS), and monitor the effectiveness of risk control measures.

•

Supervisors (Indoor/Outdoor/Site Supervisors): Ensure volunteers receive site-specific inductions.

Identify hazards, assess risks, and implement control measures in consultation with volunteers. Provide ongoing supervision and training.

•

People and Culture Team: Maintain the Volunteer Register. Ensure volunteers have received appropriate induction training. Monitor the implementation of the risk management process for volunteers and maintain the Section 355 Committee Guidelines and Volunteer Handbook.

•

Risk and Safety Team: Participate in the identification of hazards and control measures for volunteer activities. Conduct WHS site inspections and investigations as required.

9. Grievance and Dispute Resolution In the event of a grievance, volunteers are encouraged to first raise the issue with their direct supervisor. If the matter is not resolved, it can be escalated to the Manager People & Culture for mediation and resolution, following a process that mirrors the principles of fairness and respect outlined in the staff grievance procedure.

10. References & Associated Documents •

Federation Council Code of Conduct

•

Federation Council Section 355 Committee Guidelines (Draft)

•

Federation Council Volunteer Handbook (Draft)

•

Federation Council Volunteer Management Procedure (Draft)

•

Gifts and Benefits Policy

•

Work Health and Safety Act 2011 (WHS Act)

•

Work Health and Safety Regulation (2025)

•

Federation Council Volunteer Register

•

Federation Council Child Safe Standards Policy (Draft)

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11. Policy History Version

Date

Changes / Amendments

0.1

26/05/2025

Initial policy

0.2

14/04/2026

Following changes were made to the draft policy: •

Background – minor wording changes

•

Definitions – added Child Safe Standards

•

New Section - Legal and Statutory Context

•

Engagement and Management of Volunteers – sub headings added and new sub section relating to Child Safe Standards and Background Checks added

•

Responsibilities – split into two sections - Volunteer Rights and Responsibilities and Responsibilities of Council Officers

•

New Section - Grievance and Dispute Resolution

12. Reviews This policy will be reviewed every 4 years or sooner if needed to meet external compliance requirements or operational changes.

NOTE: This is a controlled document. If you are reading a printed copy, please check that you have the latest version by checking it on Councils Electronic Document system. Printed or downloaded versions of this document are uncontrolled

Federation Council - Volunteer Management Policy Reference: CPOL - 24/28906 Version No: Draft 0.2

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