We acknowledge the traditional custodians of the land on which we work and live, the Gathang-speaking people and pay our respects to all Aboriginal and Torres Strait Islander people who now reside in the MidCoast Council area. We extend our respect to Elders past and present, and to all future cultural-knowledge holders.
WELCOME
Welcome to MidCoast Council and thank you for volunteering with us.
Almost 13,000 people aged over 15 years in the MidCoast local government area volunteer in some way, according to the 2021 Census. Approximately 1,600 of them volunteer with MidCoast Council, providing a range of services in libraries, entertainment centres and galleries, aged and disability care, dune care, parks and gardens maintenance, heritage matters and keeping Council in touch with the community by providing advice through membership of reference panels.
There is no doubt that our community benefits enormously from your willing and unselfish giving of your time and energy – you are indeed Changing Communities, Changing Lives.
We are committed to continually improving our engagement with volunteers as we value your opinions and contributions. If you have any suggestions for improving your volunteering experience, please talk to your volunteer supervisor.
Thank you again for your contribution to our community. We hope that you will gain as much from your volunteering experience as we gain from your giving of your time and energy.
Adrian Panuccio GENERAL MANAGER
ABOUT MIDCOAST COUNCIL
MidCoast Council (Council) delivers a range of services to almost 98,000 people, living across an area of 10,052 square kilometers.
Our region comprises 195 towns and villages, 192km of coastline, 669 bridges and over 3,000km of roads.
Council also manages the Manning Entertainment Centre, Manning Regional Art Gallery, 11 Libraries, 26 sporting complexes, 71 full-sized playing fields, 2 ocean pools, 76 playgrounds, 15 skate parks and 34 cemeteries.
The time and energy given by volunteers to the running of many of the services operating in our Council area is a vital contribution to the services we are able to deliver to the community, which contributes significantly to the Community Strategic Plan Vision, identified in MidCoast 2035: Shared Vision, Shared Responsibility:
We are committed to a culture that reflects our values:
• Team: We work together to achieve the best outcomes
• Safety: We are proactive in keeping ourselves and our teams safe
• Integrity: We build trust by being open, honest and accountable to one another
• Respect: We are kind to each other and value our differences
• Sustainability: We make decisions with our long-term viability in mind
“Together we can make the MidCoast even better.”
Our Region
Home to an estimated population of 97,909 (ABS ERP 2023), the MidCoast region offers our diverse community a wide range of lifestyle opportunities.
Located on the mid north coast of NSW, the geographical area of the MidCoast local government area covers more than 10,000 km² and extends from the coastline, west to the escarpment of the Great Dividing Range. The Gathang-speaking people are the traditional owners of the land.
The region is well known for its natural beauty and is a key holiday destination that attracts a large number of tourists and visitors throughout the seasons. The area spans from sparkling beaches on the coast to mountains in the hinterland, with expansive national parks and green spaces in between. It includes the Manning River valley, the Wallis, Smiths and Myall Lakes systems, the northern foreshore of Port Stephens, the agricultural hinterland and rugged, forested ranges of the Woko and Tapin Tops National Parks, and the World Heritage-listed Barrington Tops National Park.
These natural features contribute to our lifestyles, livelihoods and wellbeing, and protecting and celebrating them is an important focus for our future.
Area
10,052km2
195 towns and villages
58
3,643km of roads national parks and reserves
8 protected aboriginal places
97,909 population
669 bridges
192km of coastline
Our Executive Team
The role of the Executive Team is to provide organisational direction to achieve Council’s vision and mission and establish governance systems that support organisational effectiveness and evidencebased decision making.
Adrian Panuccio General Manager
Paul De Szell Director Liveable Communities
Robert Scott Director Infrastructure & Engineering Services
Steve Embry Director Corporate Services
The General Manager is responsible for guiding the preparation of the Community Strategic Plan and the Council’s response to it though the Delivery Program and the Resourcing Strategy.
The General Manager is also responsible for implementing the Delivery Program and reporting to Council on the progress of delivery to ensure that it is a ‘living’ document, which is regularly reviewed and updated as necessary.
Council has 11 elected Councillors whose role is to oversee the strategic direction and governance of the organisation.
The Councillors’ role is to represent the views of the community and make decisions in their interest, demonstrate conduct that the community expects and deserves, and plan and oversee the running of a significant and complex business.
Cr Alan Tickle
Cr Digby Wilson
Cr Nicole Turnbull
Mayor Claire Pontin
Cr Phillip Beazley
Deputy Mayor Jeremy Miller
Cr Mick Graham
Cr Peter Howard
Cr Thomas O’Keefe
Cr Mal McKenzie
Cr Dheera Smith
definition of volunteering
Volunteering Australia defined volunteering in 2015 as “time willingly given for the common good and without financial gain.”
To determine whether an individual is volunteering for Council, or for another organisation, we have added to the definition above “in a recognised volunteer role within Council”.
“Volunteering is time willingly given for the common good and without financial gain in a recognised role within Council.”
RESPONSIBILITIES OF COUNCIL
Council will:
• Recognise the different roles, rights and responsibilities of volunteers
• Create a climate of mutual respect
• Ensure that volunteers have access to the appropriate guidelines and policies
• Provide sufficient induction and training relating to various activities
• Assess volunteer skills to match tasks with expectations, interests, and time commitments
• Ensure that volunteers are not used to permanently replace paid staff
• Require volunteers to work under the direction and supervision of paid staff and/or appointed program coordinators
RESPONSIBILITIES OF volunteers
Volunteers have obligations to Council and are required to:
• Conduct themselves in line with the Code of Conduct
• Acquaint themselves with the objectives and functions of Council and the service they are providing
• Understand and acknowledge the relevant Council policies and procedures
• Participate in the appropriate induction and training
• Operate under the direction and supervision of Council staff to achieve the objectives required
• Notify any potentially hazardous situations that may present risk to themselves or a third party
• Report any injury/damage to themselves, others or property to their direct supervisor or WHS team member
EXPECTATIONS
What can volunteers expect from Council?
You may expect the following from Council:
• Placement, where able, in the type of volunteer work which suits your skills and/or interests
• Relevant orientation and an Information Handbook
• An induction
• Appropriate supervision and training for your role
• Freedom from pressure to undertake activities you feel unable or ill-equipped to complete, or feel go beyond the original reason for your volunteering
• Feedback regarding performance
• Support, encouragement and appreciation for your efforts
• Sunscreen and insect repellent to be issued if you are working outdoors
• Appropriate personal protective equipment as needed for the performance of your volunteer tasks including instructions on its use if required.
What does Council expect of its volunteers?
Council expects the following from you:
• A regular commitment of time for the program you have volunteered in
• A commitment to attend any training programs
• To follow instructions given and seek clarification if needed
• Assigned tasks and duties to be undertaken in a responsible, dependable, conscientious and courteous manner
• Participate in activities / meetings / discussions respectfully, with consideration to allow others to express their views and opinions, noting decisions of the group are made by consensus
• Representation of Council in a politically neutral manner
• Cooperation with other volunteers and employees
• Treat staff, Councillors and members of the community fairly and with courtesy
• Adherence to Council’s volunteer handbook and safety requirements
• Adherence to Council’s EEO Management and Fair Treatment, Work Health & Safety, media and ethical practice policies and procedures (existing or developed)
• Advise Council as early as possible if you intend to leave your volunteer project
• To be responsible for your own transport costs, unless specific arrangement is made in advance
• Provide your own hat and any appropriate attire if working outdoors (ie work boots)
• Standard of dress should be appropriate to the work being undertaken, hats and sunscreen to be worn when working outdoors
• Report any incidents or accidents involving volunteers or members of the public to the appropriate Council staff member
• Complete Conflict of Interest Declarations if required
• Sign a Confidentiality Agreement if required.
ATTENDANCE
Your contribution assists in the delivery of a range of programs, services and activities.
When making a commitment to volunteer, it is important to be punctual and reliable. As a courtesy to volunteer colleagues, staff, clients and customers, please advise your supervisor as soon as possible if you are running late or are unable to attend.
You are required to sign on when you arrive to undertake your duties and sign off at the end of your roster. This assists us in:
• Knowing where you are in case of an emergency
• Ensuring that we record your attendance for insurance purposes
• Ensuring that we can accurately record, and report volunteer hours as required by legislation.
Taking holidays is encouraged and is considered an important part of looking after yourself. Supervisors need to know, preferably one month in advance if you intend to be absent from your role, so that replacements can be rostered for duty.
CODE OF CONDUCT
Staff and Volunteers are required to abide by the Code of Conduct (Attachment A). The Code sets the minimum standards for conduct of staff and volunteers, and is prescribed by regulation to help officers:
• Understand and comply with standards of conduct expected of them
• Act in a way that enhances public confidence in Council, and not harm Council’s reputation.
Failure to comply with the standards prescribed in the Code constitutes misconduct and can result in disciplinary action for a staff member, or removal of the opportunity to volunteer.
Breaches of the Code of Conduct
It is everybody’s responsibility (including volunteers) to not only act in accordance with Council’s Code of Conduct but also to report any breaches of the Code immediately.
As a volunteer you should report such breaches to the General Manager.
Breaches of the Code may lead to disciplinary action, sanctions and/or matters being referred to the appropriate investigative body ie Police, Ombudsman, or the Independent Commission Against Corruption (ICAC).
USE OF INFORMATION / CONFIDENTIALITY
It is important that the community has confidence that any information acquired by Council is used only for Council purposes.
As a volunteer, if you access any confidential information (commercial, personal or sensitive) from Council during the course of your volunteering role, you must:
• Protect confidential, commercial and personal information
• Only access it when needed in your capacity as a volunteer for Council
• Not use the confidential information for any unofficial purpose outside the work of Council
• Only release confidential, commercial or personal information when you have the authority to do so
• Only use confidential information for the purpose it is intended to be used
• Not use Council information for personal purposes
• Sign a Confidentiality Agreement
If you have any questions in relation to confidential items, please contact your supervisor or staff member who will liaise with the Governance Team.
CONFLICTS OF INTEREST
If Council is to keep the trust and confidence of the community, Council must ensure that the actions and decisions of Council’s volunteers are free from any conflicts of interest and are also clearly seen to be free from any conflicts of interest ie managing perceived conflicts of interest.
As a volunteer, you must not allow your private interests to interfere with your volunteering duties. Any actual or potential conflict between your private interests and those of Council are to be avoided. The onus is on you to notify your supervisor or a senior manager if a perceived or actual conflict of interest arises.
COPYRIGHT, AUTHORSHIP AND INTELLECTUAL PROPERTY
Council has a responsibility to increase awareness and communicate knowledge. Any written material, photographs, and activities developed as part of your work at the Council is copyrighted and remains the property of Council.
MEDIA PROTOCOL
Volunteers are not permitted to make any comment to the media or speak on behalf of Council. All media enquiries should be referred to the supervisor or Council’s Communication, Engagement and Marketing Department.
GIFTS AND BENEFITS
As a Council volunteer, you must not request or accept any gift or benefit for yourself or anyone else in connection with your volunteering duties.
If you are offered or receive a gift, you must advise your supervisor who will fully explain Council’s Code of Conduct requirements in relation to gifts and benefits.
Your supervisor can provide a copy of the Gifts and Benefits Policy.
EQUAL EMPLOYMENT OPPORTUNITY (eeo)
In line with our Values, and our EEO Management Plan and Fair Treatment Policy, we strive to provide a workplace that supports equal opportunities and diversity.
This includes:
• Providing a safe, flexible and respectful environment for staff and customers free from all forms of discrimination, bullying and harassment
• Promoting a workplace culture where staff treat each other with dignity, courtesy and respect
• Fair and non-discriminatory recruitment, training and development processes
• Confidential handling of complaints and grievances
• Shared commitment to the prevention of harassment, bullying, victimisation and discrimination.
CHILD PROTECTION AND WORKING WITH CHILDREN CHECKS
In line with Council’s Child Protection Policy & Framework, we are committed to becoming a ChildSafe Organisation. Staff and Volunteers who have face-to-face contact with children, or those working in sectors or venues prescribed by child protection legislation, are deemed to be working in identified child-related roles and must have a valid Working with Children Check (WWCC) prior to commencing in that role.
WWCCs are free for volunteers and are valid for five years and it is the volunteer’s responsibility to renew their WWCC in a timely manner.
Child Protection is everyone’s business, and all employees and volunteers have an obligation to help our children stay safe even if they are not in a child-related role. If you see something that makes you feel uncomfortable, report it to your supervisor, or call the Child Protection hotline directly on 132 111.
USE OF COUNCIL EQUIPMENT AND RESOURCES
Council equipment, facilities, property and other resources are to be used:
• Ethically, effectively, efficiently, economically and carefully
• For the benefit of Council and only in connection with your volunteering work for Council
• With no usage for private purposes and only in accordance with the details in Council’s Code of Conduct.
Volunteers may be provided with equipment to assist in performing their duties.
If a license or qualification is required to operate equipment, the volunteer is required to provide evidence of that prior to operating the equipment. It is the volunteer’s responsibility to ensure that equipment is used correctly and within the guidelines or instructions provided by the supervisor.
If equipment is damaged, the supervisor should be notified immediately to ensure appropriate repairs can be arranged.
Council property and equipment cannot be used for personal purposes.
Court-imposed fines or infringements received as a result of actions or omissions of a volunteer are the responsibility of the volunteer. These include, but are not limited to, fines for parking, speeding, littering and red-light cameras.
OUT-OF-POCKET EXPENSES
From time to time, volunteers may need to use their own money for purchases while performing volunteer duties.
You must obtain written permission from your supervisor for this to occur, prior to the expense being incurred.
Some sections of Council reimburse volunteers for fuel based on Km travelled and phone calls. Your supervisor will cover this as part of your induction.
Reimbursements will only be made on presentation of a receipt or tax invoice and should be requested through your supervisor, by submitting a payment request form.
WORK HEALTH & SAFETY (WHS)
Council is committed to providing a safe environment for staff and volunteers in which to operate. Safe work practices are covered by the induction process, and include:
• System procedures that tell us what to do
• Operating procedures that tell us how do it
• Forms and tools that record what we have done.
Under WHS legislation, a volunteer falls under the definition of Worker.
As a “Worker” you have specific responsibilities under the Work Health & Safety Act and Regulations as follows:
• Take reasonable care for your own health and safety
• Take reasonable care that your acts or omissions do not adversely affect the health and safety of other persons
• Comply, so far as the worker is reasonably able, with any reasonable instruction that is given by Council to allow Council to comply with this Act
• Co-operate with any reasonable policy or procedure of the Council relating to health or safety at the workplace that has been notified to workers.
We are committed to continually improving our systems and practices. A key component of our improvement process is reliance on staff and volunteers identifying risks and hazards in:
• The physical work environment
• Equipment, materials and substances used
• Work tasks and how they are performed
• Work design and management.
If you identify a hazard that puts you or others at risk of an injury or illness, you must report it immediately to your supervisor.
Volunteer incident and near miss reporting
Scan QR code to report any incidents or near misses.
Other incidents
Volunteers have an obligation to report incidents of harassment, bullying, intimidation and other related incidents, not only if they are personally affected, but also if they witness such behaviour by or directed at other volunteers. Reports should be made to the relevant supervisor.
Hours of work and breaks
You should not be required to volunteer your time for more than 7 hours a day, although it is recognised that you may wish to in some circumstances.
You should take regular breaks including a 30-minute lunch break if you undertake 5 hours or more of continuous work, or a 15-minute break per day. It is recognised that this may not always be practical.
Dress Code
Volunteers must agree to comply with the dress code requirements of the role in which they are engaged, and to meet WHS requirements.
Each section has different requirements and volunteers will be advised of requirements at the time of onboarding and induction. Examples of requirements are:
Libraries – volunteers are required to comply with standards released by the State Library of NSW. This specifies a clean, neat appearance at all times during working hours; clothing which is unsafe, distracting or inappropriately revealing is not permitted; denim jeans, sweatshirts, t-shirts, singlets, midriff tops are not acceptable; no thongs, ugg boots, or other inappropriate footwear.
Medical Conditions
As part of your induction, you will be required to sign a declaration that confirms you are physically fit to meet the inherent requirements of the volunteer role.
Each volunteer position has a Position Description outlining the physical requirements of the role eg an Usher at the Manning Entertainment Centre is required to climb stairs, while Gardening and Mowing volunteers are required to work in the sun, bend and lift moderate loads.
Alcohol, Smoking and other Drugs
Volunteers are not permitted to drink alcohol, smoke or take illegal drugs while they are performing work on behalf of Council, or report for duty while under the effects of alcohol or illegal drugs. Smoking is not permitted by law in Council buildings and vehicles. If you wish to smoke, you must do so in Council designated smoking areas or outside the premises and not within 10 metres of the entrance of the building. Waste products must be disposed of in appropriate bins.
INSURANCE
Personal
Accident
Council’s Personal Accident Insurance Policy provides protection for volunteers who sustain an injury while involved in approved Council- related activities, including whilst travelling directly to and from the activity.
Depending on the type and severity of injury suffered, the Policy may provide for payment of lumpsum benefits, reimbursement of out-of- pocket costs and loss of income. Any claim for costs is assessed and determined by Council’s insurer on a case-by-case basis in line with the Policy term, conditions and limitations.
It should be noted that Council’s policy cannot provide volunteers with coverage for medical expenses that are covered by Medicare and Private Health Funds, or the gap that exists following recovery of the Medicare rebate, as legislation does not permit general insurers to provide this type of coverage.
Public Liability Insurance
Council’s Public Liability Insurance provides cover for Council if it is found to be liable for third-party property damage or injury arising from Council’s business activities, which includes approved volunteer activities. Any claim is assessed and determined by Council or in line with the Policy terms, conditions and limitations.
It is noted that any costs associated with willfully or deliberately causing third party property damage or injury are not covered by Council or Council’s insurance.
Use of Council motor vehicles
Council’s motor vehicles are comprehensively insured and can be used where necessary and authorised for the delivery of Council approved volunteer activities. In order to use Council’s motor vehicles, volunteers must:
Provide a copy of their current driver’s licence, both prior to commencement of volunteer activities and upon licence expiration, and
Inform Council where their licence has any specific conditions that may affect their ability to drive and perform volunteer activities.
In cases where the volunteer is involved in an accident when using a Council motor vehicle to undertake Council volunteer activities, Council, or where costs exceed Council’s insurance excess, Council’s insurer will provide cover for associated costs, dependent on circumstances and in line with Policy terms and conditions.
The volunteer will be responsible for paying for any costs associated with fines incurred whilst using a Council motor vehicle (eg speeding and parking fines).
Personal Property
Volunteers’ personal property, which is lost or damaged whilst undertaking volunteer activities, is not covered by Council’s insurance. You are encouraged not to bring or wear items of any significant value (including jewellery).
Use of Privately-Owned Vehicles
Council’s preference is that volunteers use Council motor vehicles when carrying out approved volunteer activities, however due to limited vehicle availability and convenience of travel, we recognise that this may not always be possible. Council will permit you to use privately-owned vehicles to perform volunteer activities for Council as appropriate.
Prior to use of a privately-owned vehicle for volunteer activities, you must comply with the following conditions:
Complete the Privately-Owned Vehicle Use Agreement which can be obtained from your supervisor and should be signed by him or her, thereby indicating Council’s approval for the proposed use.
Provide Council with proof of your current drivers’ licence; both prior to commencement of volunteer activities and upon licence expiration.
The privately-owned vehicle must be registered and comprehensively insured. You must confirm with your insurer that their policy extends to include cover whilst carrying out voluntary activities (some insurers may view this differently from private use)
Volunteers must provide a copy of the privately-owned vehicle registration and insurance to their Council supervisor prior to commencing volunteer activities and then on an annual basis upon expiration.
In cases where the volunteer is involved in an accident when using a privately-owned motor vehicle to undertake Council volunteer activities, the volunteer is responsible for costs or to lodge a claim against their insurance policy. If the policy does not provide complete cover, some cover may be available under Council’s Motor Vehicle Insurance Policy to reimburse limited out-of-pocket expenses for combined excess and no-claim bonus (if impacted – first policy renewal post-accident only). Cover will be dependent on circumstances and in line with Council’s Insurance Policy terms and conditions.
GRIEVANCES AND COMPLAINTS
Council is committed to fostering a constructive culture that is safe, inclusive, respectful and fair.
Council’s Bullying, Harassment and Discrimination Prevention Policy outlines the standards of behaviour required to maintain a workplace environment that is professional and free from bullying, harassment or discrimination. This policy applies to employees and volunteers.
Council strongly encourages volunteers who feel they have experienced or witnessed bullying, harassment or discrimination to take appropriate action by lodging a complaint with your supervisor. If a circumstance arises where a volunteer needs to raise a complaint or grievance the following process should be followed, to ensure that the grievance can be addressed and resolved.
1. The volunteer is encouraged to approach the person directly related to the issue if they feel comfortable doing so
2. The volunteer can approach the relevant supervisor in the area they are working within for a discussion and advice on how to best resolve the issue. This discussion should be treated as strictly confidential
3. If the issue remains unresolved, then the issue should be progressed to the divisional Manager in writing
4. If the matter once again remains unresolved, the volunteer may request the matter be referred to the Manager Governance for discussion. A meeting between all parties should be held as soon as practicable
5. If the matter remains unresolved, the General Manager shall provide the volunteer with a written response. The response shall include the reasons for, or not, implementing any proposed remedy. At any stage of the procedure volunteers are entitled to have the support of an advocate of your choice present for any meeting held to resolve any complaint or grievance.
termination
You may choose to leave at any time, for any reason.
Likewise, Council can terminate your services at any time. If you are leaving due to a grievance, you will be encouraged to make a complaint as outlined under ‘Grievances and Complaints’.
You will be asked to undergo an exit interview with your supervisor. Feedback from your exit interview will inform our continual improvement process which aims to ensure that we work to continually improve volunteer experiences.
