1. Volunteer Manual 2021 v Final Updated

Sustainable Papakura Volunteer Manual (including Volunteer Policy) Charitable Trust #2595804 Registered Charity #CC53424

1.Sustainable Papakura – a Volunteer Organisation.................................................................3 1.1Background........................................................................................................................3 1.2Purpose .............................................................................................................................3 1.3Mission...............................................................................................................................4 1.4Guiding Principle................................................................................................................4 1.5Values................................................................................................................................4 1.6Organisational Chart .........................................................................................................5 1.7Code of Practice.................................................................................................................6 2.Sustainable Papakura Strategy 2019 to 2024.........................................................................7 2.1Vision.................................................................................................................................7 2.2Goals..................................................................................................................................8 3.Sustainable Papakura Volunteer Policy..................................................................................9 3.1Rationale............................................................................................................................9 3.2Purpose..............................................................................................................................9 3.3Scope.................................................................................................................................9 3.4Recruitment ......................................................................................................................9 3.5Screening ........................................................................................................................10 3.6Orientation and Training ................................................................................................10 3.7Scheduling and Shift Responsibility ................................................................................11 3.8Evaluation .......................................................................................................................11 3.9Volunteer Management..................................................................................................11 3.10Recognition ...................................................................................................................12 3.11Volunteer Hour Sheets, References and Confirmation Letters ....................................12 4.Key Relevant Documents......................................................................................................12 4.1Legislation (available on the Internet)............................................................................12 4.2Guidelines (available on the Internet).............................................................................13 4.3Relevant Sustainable Papakura Policies (available at The Base or by email on request) ..............................................................................................................................................13 4.4Sustainable Papakura Forms (available at The Base)......................................................13 5.Document Management and Control...................................................................................13 Volunteer Manual 2021 Page |2 Version: Final Issued: 11/05/2021

: Volunteer Registration Form, Volunteer Worker Agreement Form, Health & Safety Guidelines, Social Media Guidelines, Complaints Guideline. 1. Sustainable Papakura – a Volunteer Organisation 1.1 Background Sustainable Papakura was founded in 2013 by Dale Granich as ‘Rejuvenate Papakura’. In 2017 the Trust found a new name. There are currently 5 Trustees governing this Registered Charitable Trust which aims to promote Sustainability. They are assisted by a network of Friends of Sustainable Papakura and Volunteers and by the goodwill of a generous community, which contributes to the unique character and potential of the organisation. Along with the organisation’s new name came a new Logo which suggests 1.2 Purpose The Trust Deed defines the organisation’s Purpose. The Charitable Objects of the TRUST ('the Objects') are:  To promote Zero Waste and Waste Minimisation by developing and supporting a range of activities and projects that encourage and support recycling, upcycling and waste minimisation  To support the establishment of a Resource Recovery Centre in Papakura which will provide a focal point for recycling and upcycling in the community  To inspire community spirit through local opportunities for collective activity and learning skills, and to promote small business opportunities for the unemployed and unskilled  To support other local community groups in Papakura, and Auckland Council's Zero Waste Policy, with waste minimisation and recycling projects  To invest any funds generated by these activities in community led waste minimisation projects in Papakura. Volunteer Manual 2021 Page |3 Version: Final Issued: 11/05/2021

Please see website www.sustainablepapakura.org for further information about the organisation and about waste minimisation. 1.3 Mission Contributing to a vibrant Papakura through the promotion of eco-friendly waste minimisation choices. 1.4 Guiding Principle Protect our Whenua, our People, our Future 1.5 Values Generosity Mindfulness Integrity Inclusiveness Collaboration Shop Local Reduce our carbon Kaitiakitanga / footprint Stewardship Volunteer Manual 2021 Page |4 Version: Final Issued: 11/05/2021

1.6 Organisational Chart While Sustainable Papakura remains in its infancy, the organisational structure is relatively undeveloped and informal at this stage with many people holding multiple roles with a lot of mutual accountability. Volunteer Trustees are currently involved at Governance, Management and Service Delivery levels. We expect this to change as the organisation develops, but it is important we don’t lose the autonomy and community base made possible by being voluntary. Governance Voluntary Roles of Chairperson, Secretary, Treasurer, Marketing Officer and Community Connector Project Leadership Currently voluntary roles Project/Service Delivery Active Volunteers Partnerships Friends of Sustainable Contractors (Voluntary) Papakura (Voluntary) Volunteer Manual 2021 Page |5 Version: Final Issued: 11/05/2021

1.7 Code of Practice RIGHTS OF As a volunteer I expect: VOLUNTEERS  To be treated as a co-worker with other Personnel  To be assigned work that is satisfying  To receive appropriate orientation, training and supervision  To be kept informed of Sustainable Papakura’s policies and services  To be reimbursed for approved work-related expenses  To have a clear understanding of what is expected of me  To have the right to withdraw my services or say “no” without feeling guilty RIGHTS OF  To have the right to make suggestions and to be listened to with respect SUSTAINABLE PAPAKURA Sustainable Papakura maintains the right to:  Withdraw a volunteer who does not operate within the policies and philosophy of Sustainable Papakura  Expect tasks to be carried out as agreed RESPONSIBILITIE  Request a police check for intending volunteer workers S OF VOLUNTEERS As a volunteer I agree:  To respect the confidentiality of Sustainable Papakura and of those involved with Sustainable Papakura  To make a serious commitment to carry out the agreed tasks  To be familiar with the contents of Sustainable Papakura’s Policies and Procedures  To advocate and promote Sustainable Living  To undertake initial orientation, and induction training  To undertake specific role related training as required  To be open to feedback and support to enhance my volunteering experience  To co-operate with other Personnel in a spirit of partnership  To give as much notice as possible of absence and resignation  To take all reasonable steps to ensure my own safety  To ensure no harm is caused to others during the course of my volunteering  To keep my children under my supervision at all times RESPONSIBILITIE  To abide by the Health and Safety policies and guidelines of Sustainable S OF SUSTAINABLE Papakura PAPAKURA Sustainable Papakura undertakes:  To recognise and value the volunteer as a person who makes a unique Volunteer Manual 2021 Version: Final Issued: 11/05/2021 Page |6

contribution to the community  To provide appropriate orientation, training, support and supervision  To keep volunteers informed of Sustainable Papakura’s policies and programmes  To provide a clear expectation of volunteers  To reimburse volunteers for approved work related expenses  To take all reasonable steps to provide a healthy and safe work environment 2. Sustainable Papakura Strategy 2019 to 2024 2.1 Vision The people of Papakura work together to nurture and protect Papatuanuku to secure a viable future for our mokopuna. As a community, Papakura works proactively and collaboratively to avoid waste and make careful use of resources. Papakura residents have pride in contributing to a built urban landscape intertwined with lush green spaces, clean water ways, clear air and abundant food sources, and participating in the creation of a vibrant, generous community. Residents have access to an Eco Resource Centre which both demonstrates and facilitates Sustainable Living. As a Learning Hub this Centre promotes resilience, hope, collaboration, economic self-reliance, and a reduced carbon footprint. The Eco Resource Centre offers the community: Volunteer Manual 2021 Page |7 Version: Final Issued: 11/05/2021

2.2 Goals Goal 1: Establish a This means: central, accessible Eco Resource Centre  Information and learning opportunities to increase resourcefulness will be readily available  Recycling and re-use of resources and waste minimisation will be facilitated by a local depot  Support for small business development and job creation  Enhancement of environmental ecosystems  Community enrichment Goal 2: Create a system of This means: Edible Urban Gardens  Installing a network of ‘edible’ planters in retail spaces  Identifying areas for planting local ‘food forests’. Goal 3: Develop a Pool of This means: Active Volunteers  Recruiting, engaging, supporting, and managing volunteers. Goal 4: Maximise existing This means: opportunities for Awareness Raising  Working Smarter  Developing tools that enhance education along with activities  Learning more about how to engage and motivate. Volunteer Manual 2021 Page |8 Version: Final Issued: 11/05/2021

3. Sustainable Papakura Volunteer Policy 3.1 Rationale As a change organisation, Sustainable Papakura chooses to offer volunteering opportunities for meaningful contribution to community life and to the wellbeing of Papatuanuku. Volunteering has a layered function of doing the work, promoting behaviour change, inspiring greatness, and creating community. Representing different community sectors, volunteers gain work experience, friendship, significance and belonging while engaging in purposeful activities they are passionate about. Volunteers reach deep into the community through their households, neighbourhoods and workplaces, creating a ripple effect that maximises change. 3.2 Purpose To create and maintain a team of volunteers actively engaged in carrying out the work of Sustainable Papakura and prepared for action as effective Sustainability Champions in their community, while at the same time maintaining a friendly, flexible and supportive work environment. 3.3 Scope This policy applies to all volunteers in all programmes and projects undertaken on or on behalf of Sustainable Papakura, and to all departments and sites of operation of Sustainable Papakura. 3.4 Recruitment When volunteers are needed for an event, campaign or daily operations positions, vacancies are communicated via word of mouth, advertised on the website, communicated via email and on our social media pages. Sustainable Papakura Personnel are to be acquainted with the rationale and purpose of volunteer involvement in the organisation. In all interactions with the public, on or off site, whether individually or at public meetings and presentations, Sustainable Papakura Personnel are to inform people of volunteering opportunities and offer further contact related to this via a register, pamphlets, Facebook, website, business cards and other advertising. Volunteer Manual 2021 Page |9 Version: Final Issued: 11/05/2021

Opportunities are to be created to reach diverse community sectors with information about Sustainable Papakura and how individuals and organisations can contribute to its mission through volunteering. Enquiries and expressions of interest from potential volunteers will be recorded and responded to promptly by phone or email with an invitation to meet in person and discuss possible volunteer opportunities. Designated Sustainable Papakura Personnel will meet with potential volunteers in a timely way to:  Establish engagement, suitability, and skills  Complete Volunteer Registration  Record details on the volunteer register. 3.5 Screening Each volunteer position requires different skills, interests and commitment. Volunteers will be accepted for a position based on availability, their fit for the specific task, as determined by the Volunteer Co-ordinator. Volunteers may be required to complete a registration form. Volunteers may be engaged in an appropriate Induction Process including:  Police Vetting if relevant to the Volunteer Position. (Criteria- e.g.: leadership roles, key holders, working with children or vulnerable adults? Using Sustainable Papakura equipment off site, purchasing supplies, etc.)  Clear information about the roles assigned to them, the support needed to carry these out, and feedback about their activity  Clarity about who they are personally responsible to  Maintaining Respectful Relationships. 3.6 Orientation and Training All volunteers receive training and general orientation for their position. One-time volunteer opportunities for events and campaigns will often have day-of training or an orientation session. For daily operations positions, volunteers will receive training on their first shift and additional training whenever they are assigned a new task. All Volunteers will be required to complete a Volunteer Registration Form so that important information is gathered. Volunteers taking up ‘Volunteer Worker’ roles will sign a Volunteer Worker Agreement. Daily operations and administration volunteers will complete a registration form and confidentiality agreement. Volunteers will be offered Professional Development opportunities such as Volunteer Manual 2021 Version: Final Issued: 11/05/2021 P a g e | 10

 Waste 101  Live Lightly  Engagement for Awareness Raising & Behaviour Change  Community Skill Share  Zero Waste Hui  First Aid as available  On-line information 3.7 Scheduling and Shift Responsibility Volunteers may set up a flexible schedule as noted on their Volunteer Worker Agreement form where they communicate their availability on a monthly or bi- weekly basis to the Volunteer Co-ordinator. All volunteers must sign in and out when they volunteer and check in before beginning their assigned task for site safety purposes, and for recording of volunteer hours. If you need to cancel a shift due to illness or emergency, please contact your Sustainable Papakura Go-To person either via phone call or text message to notify them of your absence. Please provide as much notice as is possible. 3.8 Evaluation Each Volunteer Worker receives feedback as per the Volunteer Worker Agreement to enhance their work. 3.9 Volunteer Management A register of Volunteers will be maintained. Volunteers will:  Be eligible for recognition of their time and skills by being able to use items donated to the SWAP STOP, or participation in a Time Banking Scheme (TBC)  Be given at least annual opportunities for participating in meaningful forward planning towards achieving Sustainable Papakura’s Vision  Receive regular organisational updates  Receive work or personal references on request as appropriate. Volunteers will be required to record hours/benefits. Volunteers will be able to make use of the following at the Volunteer Station:  Storage of personal property  Policies & Procedures Manual (H&S, Complaints, Child Wellbeing) Volunteer Manual 2021 P a g e | 11 Version: Final Issued: 11/05/2021

 Communication/ messages  Role descriptions  Task List  Access to publicity materials and safety gear  First aid  Reimbursement Forms. 3.10 Recognition Volunteer Appreciation events are held annually to show our gratitude to our volunteers. Anyone who has volunteered for Sustainable Papakura within the previous calendar year will receive an invitation to the event. Sustainable Papakura Trust will include recognition of volunteers in its Annual Planning process in relation to:  events  budget implications such as for kai, certificates, professional development and volunteer co-ordination, resources. 3.11 Volunteer Hour Sheets, References and Confirmation Letters Volunteers are responsible for completing the attendance sheet as and when they are in attendance. Volunteers may request a letter to confirm their placement with Sustainable Papakura or their total hours of service contributed during a specific timeframe. These requests should be submitted to your Volunteer Co-ordinator with at least one week notice to prepare the document. Reference Letters can be requested and granted at the discretion of Sustainable Papakura Trustees. These requests should be submitted with at least one week notice to prepare the document. Advance consent must be gained by any volunteer who wishes to use a Sustainable Papakura staff member to provide a reference or verification of volunteer service. 4. Key Relevant Documents 4.1 Legislation (available on the Internet) o Children, Young Persons, and Their Families Act 1989. o Vulnerable Children (Requirements for Safety Checks of Children’s Workers) Regulations 2015 o Vulnerable Children Act 2014 Volunteer Manual 2021 P a g e | 12 Version: Final Issued: 11/05/2021

o Health and Safety Act 2015 o Human Rights Act 1993 4.2 Guidelines (available on the Internet) o About the Vulnerable Children Act 2014 o Children’s Action Plan o Children’s worker safety checking under the Vulnerable Children Act 2014 o Safer organisations safer children o Ministry of Health NGO and Disability Network o Working together to keep children and young people safe 4.3 Relevant Sustainable Papakura Policies (available at The Base or by email on request) o Sustainable Papakura Health & Safety Policy (tbc) and Guidelines o Key Holder Agreement Policy o Social Media Policy (tbc) and Guidelines o Child Wellbeing Policy o Complaints Policy o Conflict of Interest Policy (tbc) 4.4 Sustainable Papakura Forms (available at The Base) o Keyholder Agreement Form o Child Welfare Concern Form o Complaint Acknowledgement Form o Complaint Outcome Form o Photo/Video Consent Form o Volunteer Registration Form o Volunteer Worker Agreement Form o Reimbursement Form 5. Document Management and Control Name (printed): Rosemary Nash Designation: Chairperson Date: 11/05/2021 Reviewable: Every two years, and following every reportable incident, a review shall be conducted to assess whether the policy requires modification. Volunteer Manual 2021 P a g e | 13 Version: Final Issued: 11/05/2021