Managing Club Volunteers

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 revenue, utilise volunteers for coaching, to organize sporting clubs 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 important to protect the club and your volunteers.

Members may download a complimentary copy of the CCV Volunteer Handbook which

can be tailored to your clubs needs to provide a procedure manual for volunteers
suggests how to best communicate to the volunteers their rights, responsibilities and the clubs expectations
includes a draft volunteer policy

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

Sample Volunteer Application Form

Liquor Licensing

If any volunteers are involved in the sale or dispensing of alcohol, are they aware of:

the general conditions of the licence as it relates to all licensed premises i.e. all records (members and visitors ) must be available to compliance inspectors who may visit the club during trading hours not serving alcohol to minors
any conditions specific to your club such as
- not serving alcohol to a visitor unless they are with a member or authorized gaming member
- in which part of your club can alcohol be consumed and which parts can it not be consumed

Working with Children

The Working with Children (WWC) Check applies to work connected to many child-related services, or activities listed and they are listed on the CCV website for members. They include:

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
and many more

So any volunteers coaching children or supervising children need to have achieved the WWC.

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 them or minimise the chance of them occurring.

In Victoria, there are laws which provide that some volunteers are not personally liable for anything done (or not done) in good faith while doing community work that is organised by a community organisation.

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

Where the 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 obvious insurances 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 include;

Personal accident insurance (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 the club, through effective governance, is continually working towards its purpose and mission.

Boards/Committees comprising voluntary members should make available to 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 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.

Providing an individual that can coordinate the needs of both the volunteer and the club and take responsibility for all aspects of volunteerism, can provide a level of assurance to the Board/Committee. The following template for a Volunteer Coordinators Position Description can be easily tailored to suit your club’s needs.

Generic Volunteer Coordinator Position Description

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