Council Policies

EKPC Village Volunteers Policy and Procedures 14/05/21
East Keal Village Volunteers Policy and Procedures
East Keal Parish Council recognises and supports the contributions of volunteers by arranging and assisting in tasks. Our insurers provide cover in respect of Personal Injury and Injury or Damage to a Third Party; if East Keal Parish Council complies with certain criteria. This document has been created to ensure the safety of volunteers and others and sets out the policy and procedures relating to the engagement and management of volunteers in activities authorised by East Keal Parish Council. This document will be reviewed annually and will be re-issued to volunteers if any changes are made.
Policy
1. Volunteers will need to read the East Keal Village Volunteers Policy and Procedures and print, sign and date it to be covered by the Insurance Policy. This will provide proof to the Insurance Provider that the Volunteer has read the guidelines.
2. Volunteers will need to retain this document for their records and return the acknowledgement and contact details section to: Cllr Charlotte Mahoney East Keal Village Volunteers Co-Ordinator 
3. Volunteer details will be added to our Official Volunteers List (Annex A) and kept under the Data Protection Regulations set out in our Policies. Only those Volunteers, whose names appear on that list will be insured and only whilst complying with the agreed Village Volunteers Policy and Procedures.
4. Volunteers must be competent to carry out a task; the skills required will depend on the task. If required, appropriate training will be provided to maintain the health and safety of volunteers and anyone who might be affected by the work, as far as reasonably practical.
5. Volunteers have a responsibility for their own Health and Safety and that of others and are required to take all reasonable steps to minimise the risk of injury to themselves or others. It is essential that a volunteer advises the co-ordinator of any illness or ailment that could put themselves or others at risk of either injury or harm whilst working on a task. Failure to comply may result in the Insurance Cover becoming invalid and all tasks will cease.
6. Volunteers should only carry out tasks allocated to them that have been agreed beforehand with the co-ordinator and a Risk Assessment carried out. All tasks undertaken by volunteers take account of the Health and Safety at Work Act. This is to ensure the health and safety of volunteers and anyone affected by the work, as far as reasonably practical. It also ensures East Keal Parish Council can inform the insurance provider of the work undertaken if an accident occurs. Some tasks may be agreed with individual volunteers to be completed on an ad hoc basis and will be covered by the Insurance Policy with regular reviews of the Risk Assessment.
7. Volunteers must have due regard to the fact they are carrying out authorised work on behalf of East Keal Parish Council and as such are representing the Council, in terms of quality of work and interaction with the public.EKPC Village Volunteers Policy and Procedures 14/05/21 2
8. Please raise any concerns or queries with the co-ordinator. If a volunteer raises a complaint that cannot be resolved at the time, then a complaint should be instigated in accordance with the East Keal Parish Council’s Complaints Procedure.
9. Please use the contact details provided for emergency purposes. Procedures
10. All tasks will be recorded by the co-ordinator and kept on file (Annex B). A Risk Assessment (Annex C) should be undertaken by the co-ordinator before commencement of work to be kept on file.
11. Volunteers should be informed of the task, it’s purpose and any health, safety and supervision arrangements before commencement.
12. Volunteers are required to wear a Hi-Vis vest when undertaking tasks especially when working along the roadside; Hi-Vis vests can be borrowed from the co-ordinator.
13. Volunteers are required to wear suitable clothing and footwear at all times; ideally jewellery and watches should not be worn as they present an increased risk of injury, ideally sturdy boots covering the ankle and providing support on uneven ground should be worn as open-toed shoes, sandals, heels and trainers can increase the risk of injury.
14. Volunteers are required to wear suitable clothing e.g. gloves, goggles when working amongst vegetation to protect themselves from irritant plants, thorns etc.
15. All waste must be cleared and paths swept clear of debris; waste bags can be requested from the co-ordinator, filled, then left next to any of the waste bins on the A16 for collection by Lincs County Council.
16. Volunteers should only do hand digging using spades and trowels; no forks or other pointed tools should be used without a Risk Assessment by the co-ordinator.
17. Volunteers should not use mechanical tools without a Risk Assessment by the co-ordinator.
18. Volunteers should not use chemicals e.g. when clearing weeds.
19. If a vehicle is used with prior agreement; hazard lights must be on and cones placed at the rear of the vehicle or trailer.
20. When Litter Picking is arranged; equipment provided must be used and signs erected at each end of the Village warning others. Signs can be borrowed from the co-ordinator.
21. When Hedge or Grass Cutting is arranged; signs must be erected at each end of the work area warning others, caution must be taken when using equipment. Signs can be borrowed from the co-ordinator. Welcome to the East Keal Village Volunteers. Thank you for taking the time to complete this and for your contributions.