Chesterfield Canal Trust Volunteer Policy

1. Background

(a) The Chesterfield Canal Trust Ltd

The Chesterfield Canal Trust Ltd (CCT), is a charitable company run entirely by volunteers, incorporated in July 1997. In 1998 it took over the assets of the former Chesterfield Canal Society (founded 1976). We have over seven hundred members. Details of the society’s and trust’s achievement are described in our book ‘The Chesterfield Canal’

(b) Aims

The aims of the Trust are to promote the full restoration and appropriate development of the Chesterfield Canal, and to campaign for the construction of the Rother Valley Link, a navigable waterway to join the Chesterfield Canal to the Sheffield and South Yorkshire Navigation.

2. Purpose of the Volunteer Policy

We believe that volunteers have an important role to play in achieving these aims, and we are committed to involving all kinds of people and making sure they get the best out of the experience.

The purpose of the policy is to provide overall guidance and direction to volunteers. The policy is intended for internal management guidance only, and does not constitute, either implicitly or explicitly, a binding contractual or personnel agreement.

3. Management of the Trust

The Trust has a Board of Trustees who are elected at the Annual General Meetings, which normally take place in March.

The Trust is managed in accordance with the Memorandum and Articles of Association, a copy of which can be loaned from the company secretary.

In addition, the Trust is guided in its business by the Companies Acts of 1985 and 1989, and the Charities Act 1993.

The range of activities of the Trust is supervised by Section Heads who are responsible for discrete areas of our work, eg running a trip boat or the voluntary working party. A trustee is identified as having responsibility for oversight of a specific area of the Trust's work, and act as first point of contact with the section heads and work teams for these areas.Section heads and their teams are regularly invited to Trustees' meetings for updates and to consider proposals for future action, and are invited to include a report of their work in the chairman's annual report.

4. Participation in the Trust’s activities through the Action Group

The Action Group is a regular meeting open to all the membership and is held to discuss the Trust’s business All members are encouraged to attend and propose items for discussion. Non-members are welcome at these meetings, but may not vote. Items are referred to the Trustees and vice versa for consideration.

Members or teams representing various aspects of the Trust's work are invited to trustees' meetings annually to raise any issues and review progress.

At the time of writing (August 2004) Action Group meetings are held at The Markham Arms Dorset Drive Brimington Chesterfield at 7.30pm on the second Wednesday of alternative odd months.

Cost of membership varies from time to time. See separate leaflet.

The Trust has a policy of continually reviewing its aims, activities and expenditure and relies on its membership to assist in this process.

5. Volunteer opportunities

We have a wide range of volunteer opportunities to suit people with different backgrounds and experience. These include:

Campaigning in support of our aims, and to prevent harmful development to the canal and its corridor

Carrying out practical restoration and conservation work

Running two passenger trip boats on the canal

Surveying, engineering and design work

Organising events to publicise the canal

Promoting responsible use of the canal

Running a sales stand at national, regional and local events

Taking our exhibition to different locations in the region

Providing a slide show for local audiences

Organising a social programme for members

Writing, publishing and distributing our award-winning members' magazine 'Cuckoo'

Keeping a photographic record of the canal, its wildlife and its restoration2

Encouraging historical research into the canal

Writing, distributing and selling new publications about the canal

Designing, publishing and distributing promotional material

Organising fund - raising activities

Representing our views on planning issues affecting the canal

Seeking sponsorship and donations

Researching, publishing and leading walks along the canal

Helping to improve access and interpretation.

It is clear that within this list there is the opportunity for everyone to get involved and help to 'make a difference'. Although volunteers often bring with them appropriate skills, qualifications and experience, we are committed, within the available resources, to offering encouragement, training and support to enable volunteers to extend their skills or acquire new ones.

6. Policies and procedures.

(a) Recruitment and selection of volunteers

We have no formal procedures for recruitment and selection of volunteers. We recruit volunteers through a variety of mainly informal channels - visits to our worksite, trip boats and events, and through our publicity and occasional appeals. In addition new members are invited to complete a tick list indicating which areas of our work, if any, they would like to become involved in.

We encourage potential volunteers to gain ‘hands on’ experience in the area of their choice before making a commitment, and subject to their suitability. Volunteers must disclose details of any medical condition or disability which might limit their capacity to contribute.

All volunteers must be members of the Chesterfield Canal Trust.

(b) Conduct of volunteers

All volunteers, in whatever capacity they are involved, act as ambassadors for the Canal Trust, and as such the highest standards of behaviour are expected. Any volunteer whose behaviour is judged not to meet these standards, or which may threaten the health and safety of fellow volunteers or members of the public, may have their membership withdrawn.

(c) Expenses

We do not wish anyone to be denied the opportunity of volunteering for financial reasons. Accordingly genuine and agreed expenses incurred in volunteering, eg travel, can be reimbursed on production of a receipt and on completion of an expenses form. Check with your Section Head before you claim. A form may be had from the section heads.

See our Volunteer Expenses Policy for details (copy can be had from the company secretary)

If you are unemployed you can still claim benefits while you are a volunteer. Ask at your local benefits office if you are not sure. It is recommended that you tell your Benefits Agency if you are volunteering.

(d) Equal opportunities

We welcome volunteers from all sectors of society, ethnic groups or religions.

(e) Training

Training is ‘on the job’ and volunteers must be advised by their Section Head or deputy. We expect volunteers to identify their previous experience or qualifications, if any. Volunteers are encouraged to attend appropriate training sessions arranged by various providers, as resources allow.

Accredition can sometimes be gained from education providers for volunteering. Ask at your local college.

(f) Health and Safety

Generally speaking, volunteers are not covered by Health and Safety legislation in the same way as employees. However the Trust accepts a duty of care to ensure a healthy and safe working environment, and that our work practices do not cause harm to our volunteers or members of the public.

Strict adherence to our Health and Safety guidelines are particularly important on our volunteer work party and in our trip boat operations. The Section Heads will acquaint you with appropriate procedures.

A copy of the Trust’s Health and Safety policy is available from the company secretary.

(g) Insurance

Volunteers are covered by the Trust’s insurance while on Trust business, and public liability insurance is included, but only if they are paid up members of CCT. Be sure to renew your membership promptly.

Our insurance covers members between the age of 17 and 73. Volunteers who have not reached the age of 18 must have the written consent of a parent or guardian prior to volunteering.

Be sure to check with your car’s insurers if you are using your car on Trust business.

(h) Timesheets

All volunteers should complete timesheets (available from Section Heads), detailing time spent on Trust activities. They should be completed at least four times a year and sent to either the appropriate section head or CCT vice-chairman. Timesheets are necessary for calculating match funding in grant bids and their completion has resulted in many additional thousands of pounds grant aid for the restoration.

Agreed by the Trustees October 2004