VOLUNTEER POLICY
TOWN MILLS ORGANISATION (TMO)
VOLUNTEER POLICY
Thank you for your interest in volunteering. We are pleased we can offer volunteers a creative, friendly and positive atmosphere as well as an opportunity to develop new skills and enjoy some excellent historic buildings, machinery, artefacts and displays at our Milverton Watermill site and events.
The Town Mills Organisation (TMO), is run as a nonprofit organization, also known as a non-business entity, not-for-profit organization, or nonprofit institution, it is an entity organized and operated for a collective, public or social benefit, to advance the education of the public without distinction of ability, race, politics, sex, sexual orientation, religious or other opinions.
The objectives of the TMO is specifically restricted to the following:
It is established for the purpose of restoring and preserving early industrial watermill buildings and machinery of historical interest and with the preservation of books, drawings, records, documents, sound and visual recordings, films, photographs and other media and ephemera relating to the Town Mills, Milverton Watermill site, it's history and development, and promoting and encouraging the same aim in others.
In furtherance of the above objectives but not otherwise, the organisers shall have the power to: Organise, sponsor and support the restoration and promotion of historic watermills, industrial buildings and such other events that encourage the public stimulation of information, education and interest in such buildings.
Statement of intent
This policy provides information and guidance on the arrangements with regards to people who have volunteered their services to the TMO. A volunteer is an individual who offers their time and services, for which no remuneration is paid.
The organisation endorse a pro-active approach in developing a partnership with volunteers and special interest groups, where their activity complements that of the objectives. It is recognised that the contribution of volunteers enhances and provides a direct link with the wider community. The managers and members of the TMO have the responsibility to ensure that the principles recognised in this statement are followed and to promote a positive relationship with all volunteers based on good practice.
Our promise
• Volunteers are welcomed as valued contributors to the activities of the TMO.
• Volunteers are clearly instructed and fully supported in all activities.
• Volunteers are consulted about any working practices and the event environment, where appropriate.
• Volunteers are able to develop skills of particular interest to them, where this is appropriate and complies with our Health and Safety policy.
• Volunteers are kept up to date with the TMO activities and plans.
• Volunteers are able to participate in events flexibly to suit their needs and other commitments.
• Volunteers are part of the social element of the TMO, and are included in special events and celebrations.
Volunteer recruitment
Anyone can apply to become a volunteer at the Town Mills site or event. Responsibilities will be clearly defined in a written role description and officials must be in agreement with the placement of volunteers in the area in which they will be deployed. Potential volunteers who refer themselves to the TMO will have an interview arranged with the manager.
The recruitment process may include any of the following specific to the Volunteer's role:-
• Confidentially Statement
• Safeguarding Statement
• Enhanced Disclosure and Barring check (subject to role requirements)
• Safeguarding Children and Vulnerable Adult Interview
• Appropriate trial period to review progress Honest feedback after interview or after the trial period will be given if the volunteer is unsuitable for the role, where possible, realistic alternatives will be considered with the help of the event manager.
Training, Support & Insurance
• An induction will include Safeguarding and Health and Safety training. Additional training will be given as appropriate to the role, as and when required.
• The TMO manager will provide sufficient contact with the volunteers to maintain a relationship and an overview of their service with, where necessary, the provision of additional support from other event officials
• All registered volunteers are covered by the Town Mills Combined Liability Insurance; sums insured are Employers Liability (includes Volunteers) of £10,000,000 & Public Liability Insurance £5,000,000, whilst participating at an event on the Town Mills Milverton Watermill site. A copy of the certificate is displayed onsite and a copy is available on request.
Health and Safety
The TMO is committed to health and safety at all times for all volunteers.
• Volunteers will be provided with any information, training or equipment they need to remain safe.
• Volunteers are expected to remember their duty of care to themselves and towards people around them, and not act in a way that may cause risk.
• Volunteers may access the TMO Health and Safety Policy at any time.
Equality and Diversity.
• The TMO is committed to preventing discrimination, valuing diversity and achieving equal opportunities for its members and volunteers.
• There is no equality of opportunity if differences are not recognised and valued.
Volunteer Responsibility
We ask all volunteers please to:-
• Respect the TMO positive approach to equality and diversity and our aim to keep any form of harassment and discrimination from all our activities.
• Respect each other and our different roles and responsibilities, demonstrating a cooperative approach to team working.
• Treat all visitors to a work day or event with courtesy and consideration.
• Comply with Health and Safety guidance and policy at all times.
• Respect the Town Mills site and its contents, with consideration for security of property, maintaining the premises and equipment in a sound condition and the safety of oneself and others.
• Seek guidance from the volunteer coordinator if there is any uncertainty about activities or expectations.
• Ensure you can be identified by visitors as a TMO volunteer or steward during public events on-site. • It may be imperative that volunteer cover is maintained at times with regards to the relevant activity. It is therefore important that if a volunteer is unable to attend a work day or event on the times and days agreed, that the Manager is informed in sufficient time to enable alternative arrangements to be made. Thank you.
Dress Code
• Subject to safety and role or smart casual.
• Sensible shoes (due to possible uneven surfaces)
• Volunteers will be issued with a volunteer badge and where required a high visibility vest, which must be worn whilst actively undertaking the designated role at an event.
Concerns and complaints
• If you have any concerns or complaints please raise these verbally, in the first instance, with the work day or event volunteer coordinator.
• If your concern or complaint involves the coordinator, follow the guide lines in our Complaints Policy. • We will work to address your concern in good time, depending on the complexity of the situation.
Confidentiality & Data Protection
Volunteers are bound by the same confidentiality requirements as TMO officials and members. Any data held by the TMO relating to a volunteer is held in accordance with the Data Protection Act 2018 – 2021 update and or subsequent UK legislation. See our Data Protection Policy for more details.
Notes: This Policy is subject to continuous review. Access all TMO management policies via the Project Manager, Mr Bob Lawson, Tel. 07885 207 395 for the latest versions. Issue 27th May 2022
