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VOLUNTEER WORKERS MANUAL

PART A

Version 1 – Feb 2015

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TABLE OF CONTENTS

1. FOREWORD ........................................................................................................................................ 1

2. WORKING SAFE BEES.......................................................................................................................... 2

2.1 WORK HEALTH AND SAFETY ....................................................................................................................... 2 2.2 VOLUNTEERS HAVE RIGHTS AND RESPONSIBILITIES ........................................................................................... 2

3. SEEKING COUNCIL SUPPORT OF ACTIVITIES ....................................................................................... 3

3.1 PROCESS ............................................................................................................................................... 3 3.2 ACTIVITIES THAT COUNCIL DOES NOT SUPPORT VOLUNTEERS UNDERTAKING .......................................................... 3

4. WORK HEALTH AND SAFETY IS EVERYONE’S RESPONSIBILITY ............................................................ 4

4.1 IT CAN BE SIMPLE AND FUN! HERE’S A FEW TIPS ............................................................................................ 4 4.2 HAZARD MANAGEMENT ............................................................................................................................ 5

5. VOLUNTEER INSURANCE .................................................................................................................... 6

6. MINORS (CHILDREN) ATTENDING WORKING BEE ACTIVITIES ............................................................. 7

6.1 MANAGEMENT OF MINORS AT WORKING SAFE BEES ........................................................................................ 7

7. NATURAL AREAS VOLUNTEER JOB DESCRIPTION................................................................................ 8

7.1 ADMINISTRATIVE AND OTHER ACTIVITIES ....................................................................................................... 8 7.2 ON GROUND ACTIVITIES – MANUAL HANDLING .............................................................................................. 8

8. WORKING SAFE BEES VOLUNTEER REGISTRATION FORM ................................................................... 9

9. CONTACTS ........................................................................................................................................ 12

1 | Page Volunteer Workers Manual (Part A)

1. FOREWORD

The Clarence City Council is committed to providing safe and healthy workplaces for all volunteers.

The purpose of this manual is to provide guidance in regard to work health and safety matters within Council.

Information is of a general nature only and all volunteers are encouraged to seek additional information and

advice where deemed necessary.

Part A of our Volunteer Workers Manual contains general information and outlines the registration process

to be completed by all volunteers.

Part B provides practical advice and guidance for on-ground works to assist convenors and working bee

supervisors.

Electronic copies of this manual are located on the Clarence City Council web page www.ccc.tas.gov.au.

On behalf of Clarence City Council I would like to acknowledge input from Steve Goodwin, Gavin Davis, Phil

Watson, Justin Burgess and Tanya Doubleday. Very big thanks go to the many groups’ volunteers and

convenors for their valued comments about the realities of the natural areas workplace and keeping this

manual relevant.

Chris Johns

Natural Areas Volunteer Coordinator

2 | Page Volunteer Workers Manual (Part A)

2. WORKING SAFE BEES

2.1 WORK HEALTH AND SAFETY

We love to look after our ‘patch’, doing on-ground work, planning and talking about our efforts. It’s a great

feeling knowing that what we do makes a difference.

Work health and safety is something we must give serious thought and action to – without falling asleep! We

need to care for ourselves and others with the same dedication we give to our natural environment.

2.2 VOLUNTEERS HAVE RIGHTS AND RESPONSIBILITIES

Volunteers have the right to a safe work environment, to be treated fairly and with respect, to public liability

insurance, to safe equipment, tools and personal protective equipment (PPE), to adequate instruction to

perform tasks, to contribute their suggestions and to receive acknowledgement for their contributions.

Volunteers have the right to refuse work if they consider it unsafe.

Volunteers have the responsibility to care for the health and safety of others, to respect others, to follow

policies, procedures and instructions, and to care for their own health and safety.

When working on public land you must also consider the safety of the general public, both during your

activities and as a result of your activities. Seek advice about your activities and the key safety considerations

before commencing any activities.

You must ensure you are meeting the requirements of your insurance policy, the land manager and the law.

Safety does not need to be overwhelming. There are simple things you can do to provide a safe working

environment, the most important of which is fostering a culture of safety by talking about safety and then

practising it.

3 | Page Volunteer Workers Manual (Part A)

3. SEEKING COUNCIL SUPPORT OF ACTIVITIES

3.1 PROCESS

3.2 ACTIVITIES THAT COUNCIL DOES NOT SUPPORT VOLUNTEERS UNDERTAKING

Chainsaw use.

Herbicide spraying.

Identify any new activities and locations then contact Council's

Natural Areas Volunteer Co-ordinator (NAVC) to discuss.

Are the works identified on the relevant Activity Plan for the area?

Do the timing of the works meet Council requirements and financial

allocations (if relevant)?

Approved?

YES NO

Seek separate approval through the NAVC

Approved?

YES

Works may proceed

Volunteers must comply with all work health and safety

requirements.

Council's NAVC and Work Health and Safety Coordinator are

available and happy to assist.

NO

Works should not proceed

Any activities undertkane will NOT be covered by the Council's Group Personal Accident Policy and will

be undertaken at the participant's own risk.

4 | Page Volunteer Workers Manual (Part A)

4. WORK HEALTH AND SAFETY IS EVERYONE’S RESPONSIBILITY

4.1 IT CAN BE S IMPLE AND FUN! HERE’S A FEW T IPS

Keep a file of Work Health and Safety (WHS) information to take to working bees to share. New

members (and old) should be kept informed.

The file should contain volunteer registration details and forms, incident reporting forms, attendance

forms, risk assessment forms, safety data sheets for chemicals and induction check list for new

members.

Use the forms to record your activity.

Make sure you have a fully equipped first aid kit. You should let everyone know where it is located

before work starts.

Nominate a ‘Team Leader’. This person can monitor and supervise the group. When you are ‘hard at

it’, it’s easy to miss things that could hurt you or others.

Team Leader could rotate through your members so that everyone has the opportunity to prioritise

safety on behalf of the working group. Remind everyone that safety is everyone’s responsibility.

Seek advice whenever necessary.

Have a discussion of what the tasks are at the start of working bees. You can identify what hazards

and risks there may be and what to do about it.

To ensure your safety, you must use Council’s Safe Work Method Statements (SWMS).

When your group is discussing work tasks and identifying hazards, the tasks should always be

allocated to capable volunteers.

Document the Hazards on your Risk Assessment form.

Include Personal Protective Equipment in this. Be sure that you wear them!

If a hazardous situation or incident occurs; STOP WORK IMMEDIATELY and rectify the situation.

Report any incidents to Council. Part B of this Guide details more specifically mandatory reporting

requirements.

What is your emergency plan? This can be as simple as an agreed meeting point and emergency

phone numbers. 000 or 112 for mobile phones.

Do some warm ups. A lot of muscle and joint strains are cumulative over time. We need to care for

our bodies.

Include a ‘maintenance’ working bee in your schedule. Keep tools and equipment in good condition.

Ensure your small plant and electrical items are serviced at least annually.

When you make WHS a regular part of your working bee the group becomes more skilled in creating a

safe work place. It does get easier!

Look out for training opportunities: First aid, WHS training, weed control, safe brushcutter use etc.

At the end of the session, or at any time, have a chat about ways to do it better. A cup of tea helps to

lubricate the mouth!

Let Council know of any concerns or issues raised!

5 | Page Volunteer Workers Manual (Part A)

4.2 HAZARD MANAGEMENT

The best way to prevent injuries or illness in the workplace is to identify the hazards that could cause injury or

illness, and fix them.

A hazard is anything that has the potential to cause injury, illness or damage to a person’s health.

You can do this by following four simple steps:

1. Spot the hazard.

2. Assess the risk.

3. Fix the problem.

4. Evaluate results.

At the end of the day we all want to go home to our family safe and knowing we have cared for our Natural

Areas as well. It’s important to remember that you do not have to do this alone. Clarence City Council is

ready and willing to help.

6 | Page Volunteer Workers Manual (Part A)

5. VOLUNTEER INSURANCE

In circumstances where the Council is responsible for organising and supervising (or arranging supervision of)

projects carried out on Council land (or otherwise as directed) by volunteers, the Council’s Group Personal

Accident Policy provides for the following benefits:

Capital Benefit $70,000

Weekly Benefit – Injury $500 ($250 for volunteers 68 to 75 years of age)

Weekly Benefit – Illness Nil

Weekly Benefit Limits 104 weeks (52 weeks for volunteers 68 to 75 years of age)

Non Medicare Medical Expenses $2,000

Out of Pocket Expenses $200 per week, up to 52 weeks

To ensure that you receive the protection of Council’s Group Personal Accident Policy cover, you must

register your attendance at all Working Bees.

7 | Page Volunteer Workers Manual (Part A)

6. MINORS (CHILDREN) ATTENDING WORKING BEE ACTIVITIES

Children are welcome to attend working bees and often find that helping out in their local patch gives them

knowledge and skills that they can build on throughout their lives.

The management of Minors at working bees requires further emphasis to ensure a safe work environment. In

particular, emphasis must be given to a higher level of supervision and guidance by parents and guardians.

6.1 MANAGEMENT OF M INORS AT WORKING SAFE BEES

Minors (persons under the age of 18 years) are welcome to attend Working Safe bees subject to the

following conditions:

Minors who participate in working bees activities must be registered on the Working Safe Bees

Volunteer Registration Form.

Minors who attend Working Safe Bees, but who are not engaged in the working bee tasks being

undertaken, will not be covered by Councils insurance provisions.

Minors who participate in school based environmental activities in association with volunteer groups

will remain the responsibility of the school and be supervised by the school teachers at all times.

Minors under the age of 16:

must be accompanied by their parent or adult guardian and must be closely supervised by that

parent or guardian during the activity;

remain the responsibility of that parent or adult guardian for the duration of the activity;

are permitted to undertake tasks at Working Safe Bees providing that both the parent or adult

guardian and the supervisor agree that the tasks, tools and supervision allocated to the minor

are appropriate to their age, skill and experience; and

are not permitted to use herbicides or motorised plant.

8 | Page Volunteer Workers Manual (Part A)

7. NATURAL AREAS VOLUNTEER JOB DESCRIPTION

The following is a guide to help you assess whether you need to disclose any medical information or prior

injury that may affect your capacity to undertake natural area volunteer activities.

7.1 ADMINISTRATIVE AND OT HER ACTIVITIES

Natural Areas Volunteer may do ‘administrative’ based activities such as planning, secretarial, writing funding

applications or other tasks required to keep the group functioning. These tasks should be considered just as

important as ‘on ground’ activities and should be included in the volunteer registration.

7.2 ON GROUND ACTIVITIES – MANUAL HANDLING

Lifting, carrying, and lowering. Weight should be determined by the physical capability of the

participant.

Bending, squatting and kneeling.

Repetitive arm and hand movement.

Walking; level ground, up and down slopes/hills (with or without a load).

Pushing.

Pulling.

Digging.

Hammering.

Insect bites or stings.

Snakes or other animals.

Hot, cold or wet conditions.

Uneven and/or slippery surfaces.

Small plant (machinery) use.

This document is intended as a guide only and other tasks may be required. A risk assessment should occur before any work

takes place.

9 | Page Volunteer Workers Manual (Part A)

8. WORKING SAFE BEES VOLUNTEER REGISTRATION FORM

WORKING SAFE BEES

VOLUNTEER REGISTRATION FORM

A copy of this form should be retained by your Group Convenor and a copy sent to Chris Johns, Council’s Natural Areas

Volunteer Coordinator.

PERSONAL DETAILS

Surname Age

Given Names

Are you a member of an existing Goup?

(If so please provide name of the Group.)

Would you like to join a particular Group?

(If so please provide name of the Group.)

Would you like to work at a particular site?

(If so please provide location of the site.)

ADDRESS DETAILS

Residential

Address

Postal Address

- Home - Mobile

Email

EMERGENCY CONTACT DETAILS

Name

Address

Relationship

- Home - Work - Mobile

10 | Page Volunteer Workers Manual (Part A)

MEDICAL DISCLOSURE

Do you have any medical conditions, allergies,

disabilities or past injuries that may affect your

participation?

YES

NO

If yes, please complete the following section. The Natural Areas Volunteer Job Description should be

used as a guide to assist you to assess what medical information should be disclosed.

How serious is the condition / injury if

aggravated? Potentially life threatening

May require medical treatment

May require own medication

May require rest or cessation of work

Could there be visible symptoms that other

people should be informed of if the condition

is aggravated?

YES

NO

If yes, you should let your work mates know.

What should you avoid?

What is your management plan to minimise

any aggravation to the condition / injury (eg

self-medication, avoid allergy triggers, etc)?

What is the emergency plan if serious

aggravation does occur?

11 | Page Volunteer Workers Manual (Part A)

SKILLS LIST

Please include below any special skills you may have (eg GPS use, photography, plant identification, first

aid, etc).

Skill Comment

SIGNATURES

Volunteer

Natural Areas Volunteer Coordinator

Manager

Date

PLEASE ALSO USE THIS FORM TO ADVISE OF ANY CHANGES TO YOUR CONTACT OR MEDICAL DETAILS.

PRIVACY STATEMENT: Privacy Statement - The personal information on this form is required by Council to enable accurate payment of wages and processing

of employee information requests. We will only use your personal information for this and directly related purposes, or as required by

law. If this information is not provided, we may not be able to deal with this matter. You may access and/or amend your personal

information at any time. How we use this information is explained in our Privacy Policy, which is available at www.ccc.tas.gov.au.

I consent to the collection and use of this information by Clarence City Council.

12 | Page Volunteer Workers Manual (Part A)

9. CONTACTS

Name Role Email Phone

Chris JOHNS Natural Areas

Volunteer Coordinator

Clarence City Council

P O Box 96

ROSNY PARK 7018

cjohns@ccc.tas.gov.au 6245 8773

Justin BURGESS Natural Assets Officer jburgess@ccc.tas.gov.au 6245 8785

Steve GOODWIN Work Health and

Safety Coordinator

sgoodwin@ccc.tas.gov.au 0417 056 779

Gavin DAVIS Work Health and

Safety Officer

gdavis@ccc.tas.gov.au 0417 648 150