Managing Club Volunteers | Community Clubs Victoria

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Managing Club Volunteers

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Volunteerism is the lifeblood of clubs and in fact the community itself. Many clubs would not exist today without the energy and determination of their volunteers.

Many of our clubs, even including large clubs with gaming operations utilise volunteers to assist with a range of activities including coaching, junior development and to deliver a variety of community services.

CCV has developed a handbook specifically for Volunteer Clubs – that is clubs operated entirely by volunteers, which covers several key areas that are important to be observed to protect the club and your volunteers.

There are many potential issues relating to management of volunteerism that you should consider, depending on your club and the services it offers members and the community.

CCV Volunteer Handbook

Liquor Licensing

If any volunteers are involved in the sale or dispensing of alcohol, they need to be aware of their duties and responsibilities pursuant to Responsible Service of Alcohol (RSA) and the following key areas:

  • Understand and observe the general conditions of the liquor licence as it relates to the licensed premises.
  • Are aware of the Club’s red ‘red line’ plan and it’s operation.
  • Ensure that gaming visitors and members guests are signed in
  • Ensure that a register of Members is available and accessible
  • Understand the prohibition of service of alcohol to minors
  • Ensure that minors are accompanied by their parent or guardian

VCGLR My Club Booklet

Working with Children

A Working with Children (WWC) Check license is required to be held by all persons, including volunteers, connected to child-related services or activities. This applies in the following circumstances and settings:

  • Clubs, Associations or movements that provide services or activities for children or whose membership mainly comprises children.
  • Coaching or tuition services of any kind for children.
  • Providing commercial entertainment or party services for children that are not merely incidental to, or in support of other business activities.
  • Providing commercial gym or play facilities for children that are not merely incidental to, or in support of other business activities.
  • Volunteers or employees coaching children or supervising children.

WWC Application Information

Managing Volunteer Risks

All activities in life involve risk and there are some risks associated with the activities undertaken in all community organisations.  If your club understands these risks, there are many things that you can do to eliminate or minimise risks associated with the Club’s operations.

In Victoria, there are laws (Wrongs Act 1958, sec 35 ) which provide that in certain circumstances volunteers are not personally liable in situations where community work is undertaken in good faith.

These laws provide that any liability resulting from the actions of these volunteers may transfer to the community organisation, so the organisation may be held liable for injured parties, instead of the volunteer.

Where potential risks can’t be avoided, your club can look at insurance options that may be available to protect against potential risks that can’t be avoided. The most common policy purposes include:

  • Workers compensation insurance.
  • Motor Vehicle insurance.
  • Public Liability insurance.
  • Buildings and/or contents insurance.

There are some less obvious insurances that not everyone may be aware of, which include:

  • Personal accident insurance plans (volunteer insurance).
  • Directors and officers liability insurance.
  • Fraud insurance.
  • Professional indemnity insurance.

Volunteers as Board Members

Many Board members of not-for-profit community clubs are volunteers that have already offered their services to clubs in varying capacities prior to Board election. Boards must comply with legislative responsibilities as well as ensuring that the club, through effective governance, is continually observing and ‘living’ its Statement of purposes and mission outlined in the Club’s Rules or Constitution.

Boards/Committees comprising voluntary members should make available the following materials for those considering participation on the Board:

  • Copies of the most recent annual report.
  • Proof of professional indemnity and insurance which covers Boards/Committee members when discharging their duties.
  • Written position descriptions for Board/Committee members that clearly explain the role requirements, duties and obligations.
  • A Brief outlining the governance role and legal liabilities of the Board/Committee.

Information about the time commitment required.

Volunteer Coordinators

To ensure volunteers work safely and effectively for the club, a Volunteer Coordinator should be appointed and records maintained of service and activities undertaken.

Appointing an individual that can coordinate the needs of both the volunteers and club operations, taking responsibility for all aspects of volunteerism will provide a level of assurance and communication to the Board/Committee.

Volunteer Coordinator – Generic Position Description

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