working with groups 2
DESCRIPTION
Presentation to the Hampton Roads Association of Environmental Educators September 15, 2011 by Debra Burrell, CVA, Volunteer Services Manager, Norfolk Botanical Garden, Norfolk VA.TRANSCRIPT
Welcome to Norfolk Botanical GardenWelcome to Norfolk Botanical Garden
155 acres of beauty
The mission of Norfolk Botanical Garden is to enrich life by promotingthe enjoyment ofplants and the environment through beautiful gardens and educational programs.
Working with Volunteer GroupsWorking with Volunteer Groups
Working with Volunteer Groups
Approach Recruit Schedule and Organize on a regular basis
Things Really Happen In This OrderThings Really Happen In This Order
OrganizeApproachRecruitSchedule
What Groups Do for the GardenWhat Groups Do for the Garden
At Norfolk Botanical Garden groups work with
Horticulture Weeding, mulching, planting,
moving Facilities Cleaning and setting up for events Maintenance Painting
Group from Bishop Sullivan Catholic High SchoolGroup from Bishop Sullivan Catholic High School
What Groups Do for the GardenWhat Groups Do for the Garden
Membership Mailing Putting new member packets
together Weddings Putting wedding packets together Volunteer services Putting new volunteer packets
together
What Groups Do for the GardenWhat Groups Do for the Garden
Education Sorting, organizing, inventorying
supplies
Planning is ImportantPlanning is Important
Prepare your project. The first two questions I always ask when a volunteer request comes in are:
“Who will supervise them?” and
“Where will they go to the restroom?”
Planning is ImportantPlanning is Important
If you need a more formal project proposal, ask the person who requested the volunteers to write it up. Work as a team to figure out the site where you will gather them together, the tools needed, etc.
Groups require on-site orientation and supervision. This can be done by staff or a regular volunteer who is familiar with your agency and can trouble shoot.
Recruitment
Where to Find GroupsWhere to Find Groups
Volunteer Hampton Roads SVAVA ODU Main Street NSU Volunteer Fair High schools – including vocational track
students Corporate volunteer fairs Amerigroup Capital Group Companies
Military GroupsMilitary Groups
Military groups: Combined Federal Campaign and United Way agencies can get on the Plan of the Day when you are looking for volunteers
The Garden is also on the plan of the day thanks to people in offices I don’t know; sometimes they see it in the newspaper
Chaplain’s Office on a ship organizes COMRELS (community relations)
AdministrationAdministration
We use two types of paper work to track volunteers:
A short individual informational form emailed to the group contact before the event that each person brings in that day
Group forms, especially for regular, large groups. Each person from the group signs in personally when they arrive.
Very Important! Very Important!
Always get an off site emergency contact !!!!
For a military group, it can be the Chaplain’s office, orSenior Command Officer
Make sure it is on your individual short form
Supervision
Volunteers have to be supervisedVolunteers have to be supervised
On site, by staff or an experienced volunteer who knows how to trouble shoot, and this can be augmented by the group itself
Military groups who come out regularly often have a person in charge of that group who will instruct others
For school groups and young volunteers we require at least 1 adult working alongside every 5 students
Can You Get Your Own Work Done?Can You Get Your Own Work Done?
It will seem as though you’re not getting your own work done, but 10 people x 3 hours = 30 hours of accomplishment
Help the staff see this by pointing out how long it would take them as one person to do everything
Honor staff preferences. Some won’t want groups, others love them. Make them comfortable as well.
It’s Not Always ParadiseIt’s Not Always Paradise
Don’t Be Afraid to Say NoDon’t Be Afraid to Say No
Don’t be afraid to limit the size of the group
Check your schedule: some groups have certain days they must come out, but if that’s the day of your big event, you might have to send them elsewhere
If it is a group that didn’t meet expectations, gave you trouble, and they still want to come back, you can say no.
EvaluationEvaluation
Were they good to work with? Did the project get done? Were there problems? Do you want them back?
Don’t be afraid to take chances
Love Your Groups and They Will Love You Back!
Onward!
ResourcesResources
VOLUNTEER Hampton Roads400 West Olney Road, Suite BNorfolk, VA 23507Phone: (757) 624-2400Fax: (757) 624-3618www.volunteerhr.org
Southeastern Virginia Association for Volunteer Administration
PO Box 8223 Norfolk VA 23503Yahoo Group: [email protected]: Shandran Thornburgh, Virginia Living Museum
ResourcesResources
ODU Main StreetTami Park FarinholtCoordinator Center for Service & Civic Engagement Office of Student Activities and LeadershipOld Dominion University1071 Webb CenterNorfolk, VA 23529757.683.3065 (office-direct) / 757.683.6948 (center)757.683.6088 (fax)[email protected]@odu.edu
ResourcesResources
Norfolk State University Volunteer FairAlinka A. PollockNorfolk State UniversityOffice of Student Activities & Leadership Student Activities Coordinator Office (757) 823-8200 Fax (757) [email protected]
The Capital Group Companies Jennifer Morgen, Secretary, HRO Contributions Committee757-670-4854 [email protected] 5300 Robin Hood Road NE540, Norfolk, VA 23513-2407
Come visit the Garden!
PresenterPresenter
Presented at the Hampton Roads Association of Environmental EducatorsConference September 15, 2011
Debra Burrell, Volunteer Services ManagerCertified in Volunteer AdministrationNorfolk Botanical Garden6700 Azalea Garden Rd, Norfolk VA 23518757-441-5830 ext. [email protected]