1. Introduction

1.1 This Volunteer Policy applies to all individuals who undertake voluntary work or duties on
behalf of, but not directly employed by, Gainsborough Town Council.

1.2 Gainsborough Town Council recognises the valuable contribution volunteers make to the
community and is committed to ensuring that volunteering activities are carried out safely,
fairly, and in accordance with current UK health and safety legislation and best practice.

1.3 This policy aims to ensure that:
• Volunteers understand their roles and responsibilities.
• All volunteering activities are conducted safely.
• Gainsborough Town Council fulfils its duty of care to volunteers and the public.

2. Training

2.1. Training Requirements

Volunteers must receive adequate training to perform their duties safely and effectively;
the nature and extent of the training will depend on:
• The specific job or activity being undertaken.
• The existing competence and experience of the volunteer.
• The level of supervision provided.
• The tools, materials, or equipment used.
• The training standard must be sufficient to ensure, so far as reasonably practicable, the
health and safety of the volunteer and others who may be affected by their work.

2.2. Responsibility for Training

Responsibility for providing and documenting appropriate training rests with the individual
or group leader authorised by Gainsborough Town Council to manage the activity.

2.3. Short-Term Volunteers

Volunteers working for only a few hours (e.g., during community events) must still be
informed about:
• the nature and purpose of the task.
• relevant health and safety information; and
• supervision arrangements.

3. Equality and Diversity

3.1 Volunteers must be treated fairly and equally, in accordance with the Equality Act 2010,
regardless of age, disability, gender reassignment, marriage or civil partnership,
pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

3.2 Gainsborough Town Council values diversity and encourages volunteering from all
sections of the community.

4. Induction

4.1 All volunteers will receive an appropriate induction, which will include:
• An overview of the role and responsibilities.
• Health and safety information relevant to the activity.
• Information on what to do in case of a problem or emergency.
• An introduction to key staff or other volunteers.

4.2 Responsibility for delivering the induction lies with the authorised person supervising the
volunteer activity

5. Risk Assessment

5.1. Requirement

10 – VOLUNTEER POLICY Gainsborough Town Council
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• Before any volunteer activity begins, a risk assessment must be carried out in
accordance with the Management of Health and Safety at Work Regulations 1999. The
assessment must:
• Identify potential hazards.
• Evaluate the level of risk.
• Identify suitable control measures; and
• Be recorded and reviewed as necessary.

5.2. Responsibility
• The authorised individual responsible for the activity must undertake or arrange the risk
assessment. A copy must be provided to Gainsborough Town Council for their records.

5.3. Managing Significant Risks
• If an activity presents significant or unmanageable risks, Gainsborough Town Council
may require the risks to be reduced, modified, or discontinued.

6. Insurance

Volunteers working at the request of and under the control of Gainsborough Town
Council are covered by the Council’s Public Liability and Employers’ Liability insurance.
This cover applies only to approved activities undertaken in accordance with this policy.
Volunteers are not required to seek formal approval from the Gainsborough Town Council
for each instance of ongoing, routine work once authorised.

7. Inspections and Safe Working Practices

7.1. Permitted Activities
Volunteers may undertake low-risk activities such as:
• Path maintenance
• Weeding and planting
• Litter picking or similar light duties.

7.2. Personal Protective Equipment (PPE)
• Volunteers must wear suitable PPE, including sturdy footwear, gloves, and high-visibility
clothing where necessary.

7.3. Pre-Work Inspection
• Before work commences, a visual inspection of the area must be completed to identify
hazards such as litter, glass, or other detritus. Any hazards found must be removed or
managed immediately. These inspections must be recorded.

7.4. Equipment Use
• Gainsborough Town Council is not liable for injuries arising from the misuse of tools or
the use of faulty personal equipment. Volunteers must ensure all tools are in safe
condition and fit for purpose.

7.5. COSHH Compliance
• Where cleaning materials or other hazardous substances are used, a COSHH
assessment must be completed, and appropriate control measures implemented.

8. Workwear, Accessories and Personal Appearance

Examples of control measures:

• Jewellery, necklaces, watches, and similar accessories must not be worn if the increase the risk of harm whilst carrying out an activity.
• Trainers, open-toed shoes, high heels, or sandals are not permitted if they increase the risk of harm whilst carrying out an activity.

9. Health & Safety Compliance

All volunteer work must comply with:

•  The Health and Safety at Work etc. Act 1974
•  The Management of Health and Safety at Work Regulations 1999
•  The Control of Substances Hazardous to Health Regulations 2002 (COSHH)
•  Any other relevant legislation or Council Health and Safety policies.

Volunteers share responsibility for maintaining a safe working environment and must
report any hazards, accidents, or near misses to the Town Clerk or authorised supervisor
immediately.

10. Activity Updates

Volunteers are encouraged to share updates on their activities during the public
participation session of any Gainsborough Town Council meeting. Alternatively,
information can be provided to the Town Clerk which can then be relayed to the relevant
Council Committee.

11. Expenses

Volunteers may claim pre-approved out-of-pocket expenses only with prior permission.
Receipts must be provided, and a claim form completed and submitted for
reimbursement.

12. Work Schedule and Approval

Before commencing any work on Gainsborough Town Council property, volunteers must
inform the Council of their intended activities. Notification can be made:

•  In writing to the Town Clerk or Operations Manager.
•  Written approval must be obtained before any volunteer activity begins.

13. Monitoring and Review

This policy will be reviewed bi-annually or sooner if there are significant changes to
legislation, Council activities, or volunteer arrangements.