Volunteer Policy

The White Hut Community Hall is a registered charity made up of entirely of volunteers who are responsible for the day to day running of The White Hut. The White Hut Community Hall also relies on volunteers from user groups and the local community to help with events and fundraising.

The White Hut Community Hall values the contribution made by volunteers and is committed to involving volunteers in ways which are encouraging and supportive.

This policy sets out the broad principles for voluntary involvement in The White Hut Community Hall. It is of relevance to all within the Community Hall, including volunteers, staff members, and user groups.

Rights and Responsibilities
The organisation recognises the rights of volunteers to:
• know what is (and what is not) expected of them
• have adequate support in their volunteering
• receive appreciation
• have safe working conditions
• be insured
• know their rights and responsibilities if something goes wrong
• receive relevant out-of-pocket expenses
• receive appropriate training, if necessary.
• be free from discrimination
• be offered the opportunity for personal development

The organisation expects volunteers to:
• be reliable
• be honest
• respect confidentiality
• carry out tasks in a way that reflects the aims and values of The White Hut Community Hall
• work within agreed guidelines
• respect the work of The White Hut Community Hall and not bring it into disrepute
• comply with The White Hut Community Hall’s policies

Volunteers are unpaid and do not receive any material reward. There is no contract for volunteers, who do not have any rights under the employment protection legislation.

Volunteers are required to adhere to the policies and procedures of The White Hut Community Hall. Anyone who breaches the policies and procedures, this also includes Confidentiality, may have their service terminated by The White Hut Community Hall.

Although our volunteers offer time freely and willingly without binding obligation, it is important that there is a culture of mutual support and reliability.

Volunteers have the right to come and go as they wish, but we would request that you notify an officer of The White Hut Community Hall (Chair, Vice Chair, Secretary or Treasurer) if you are unable to undertake your voluntary task or role at any given time.

Volunteers are asked to respect the views of staff and user groups within the Hall and to seriously take them into account when making decisions.

Whilst The White Hut Community Hall fosters ingenuity and welcomes new ideas at meetings, volunteers who are part of The White Hut Community Hall are asked not to pre-empt The White Hut Community Hall agreement before acting as an individual. Volunteers must refer any ideas to the rest of The White Hut Community Hall for approval before taking action. Email and phone calls are an acceptable way to obtain approval/advice if a quick decision is needed, however the most preferable way is to wait until the monthly The White Hut Community Hall meeting. This is in the interest of the smooth running, free flow of information and the business transparency required for our Charity.

Expenses
We recognise that the reimbursement of expenses incurred in travelling in the course of volunteering is important from an equal opportunities point of view.

The White Hut Community Hall’s volunteers are able to claim reasonable out of pocket expenses, subject to the production of receipts as evidence of the expenditure or purchases on behalf of The White Hut Community Hall. Examples of reasonable expenses are ink, paper, envelopes, folders and plastic wallets.

The White Hut Community Hall has a consistent approach to the reimbursement of expenses which are the same for volunteers and staff and are as approved by the Inland Revenue. If you are unsure of what can be reimbursed, please talk to the Treasurer.

Expenses forms are available from the Treasurer. Expenses related to travel are currently £0.45 per mile. The journey MUST be for the sole purpose of The White Hut Community Hall business and where possible pre-approved at the monthly Trustees’ meeting beforehand.

Insurance
The organisation’s liability insurance policies include the activities of volunteers and liability towards them. The organisation does not insure the volunteer’s personal possessions against loss or damage.

Settling Differences
The White Hut Community Hall aims to treat all volunteers fairly, objectively and consistently. We seek to ensure that volunteers’ views are heard, noted and acted upon promptly and aim for a positive and amicable solution. The Chair is responsible for handling problems regarding volunteer complaints or conduct, please refer any complaint or concern to them. If the problem involves the Chair, the problem should be referred to the Vice Chair, Secretary or Treasurer. In the event of a problem, all relevant facts should be obtained as quickly as possible. Support will be provided by The White Hut Community Hall to the volunteer while it endeavours to resolve the problem (see Volunteer Disciplinary and Grievance Procedures).

Conflicts of Interest
Our volunteers on The White Hut Community Hall have a duty to act in the best interests of The White Hut Community Hall and its user groups. Volunteers must not use their position to their own personal benefit. Conflicts of interest occur when a volunteer’s personal or business interests or the interests of an organisation or person connected to the volunteer conflict with the smooth running and decision making process of The White Hut Community Hall and the Community Hall. Volunteers within The White Hut Community Hall must not attempt to sway the decision making process in order gain personally or professionally from outcomes. All decisions that may involve commissioning work or services from someone known to a member of The White Hut Community Hall must be fully discussed at the monthly Trustees’ meeting and other options explored if necessary, to avoid conflicts of interest.

The White Hut Community Hall’s volunteer members must avoid all situations that may possibly lead to a conflict of interest and also have a legal duty to declare any potential conflicts of interest between themselves.