Cwmtalwg Local Nature Reserve

Below are the Cwmtalwg Group's policies on working safely, and also the constitution and policies on  volunteering, equal opportunities and the protection of children and vulnerable adults. These have been developed with the help of either BTCV Cymru  or the Vale Centre for Voluntary Services and can be adapted by other organisations to suit their circumstances.

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When I went on the health and safety course I was amazed at the detail with which some people outlined potential hazards to prospective volunteers, e.g. that the leader should advise on the use of sun cream on sunny days, (but do not give your sun cream to the volunteers in case someone is allergic to it and blames you for the subsequent rash), that leaders should point out hazards like a river which was obvious next to the site. It led me to ask ( tongue in cheek) if we should make sure there was a rescue launch on hand just in case someone threw themselves in. The answer was no, we only need to take reasonable precautions, and it was pointed out that those who were going into great detail to their imagined 'volunteers' were supervising offenders who were doing these tasks as part of reparations to the community. Some of these were reluctant volunteers and liable to run to their solicitors to seek compensation for the slightest scratch. In our project we work with a group of mature adults who expect to be responsible for themselves and would laugh if I went on about sun cream and told them to be careful not to fall in the pond.

Teenagers on a Duke of Edinburgh scheme would obviously need more careful instruction and supervision, although one such group amused me by responding to instructions on safe working by saying,  'Don't worry about us, Miss, we're big boys and able to look after ourselves'.

There are tasks our Group never does - tree felling or any chain saw work. Although we could get training these are jobs that are best left to those who are doing them regularly. We also use BTCV teams for heavy work such as path laying or hedge laying, and have learnt a lot from watching them work.

Here are a few additional tips that I hope a new single site group might find helpful

1. Assess your site thoroughly for hazards - once that is done it is unlikely to change much

2. Assess your volunteers - treat them as individuals and tailor your safety instructions and the work schedule accordingly

3. Assess your capabilities - your group need not do everything - use contractors or BTCV teams for larger or more hazardous tasks

4. Improve your confidence by training one or more members - BTCV courses are good, in Wales training grants are available from Environment Wales.

5. Prepare a leaflet for volunteers setting out your Group's policy on working safely - see below for the Cwmtalwg leaflet which you can adapt

6. Make volunteering enjoyable - in a 2 hour work session we always have a break for thermos coffee, a chocolate twirl, gossip and/or putting the world to rights

1.1 This policy sets out the broad principles for voluntary involvement in the Cwmtalwg Woodlands Residents Group
1.2 This policy was endorsed by the management committee on 25/1/02 and will be kept under review to ensure that it remains appropriate to the needs of the Cwmtalwg Woodlands Residents Group.
Commitment
2.1 Volunteers are an established and integral part of the work of the Cwmtalwg Woodlands Residents Group. Involving people form the community in the group ensures that we have the community's support and input into our activities. Volunteering provides benefits which are above and beyond those supplied by statutory services, and which improve the quality of people's lives.

2.2 The Cwmtalwg Woodlands Residents Group is committed to working with volunteers to meet its purpose and objectives. Volunteering involvement in appropriate tasks is welcome and encouraged in all aspects of the Group's activity.

Values and Principles
The Cwmtalwg Woodlands Residents Group

3.1 recognises volunteering as a way of fulfilling its purposes
3.2 values volunteering as an inclusive act of participation that is in itself important.
3.3 appreciates that volunteering is enjoyable and can change and enrich the lives of individuals. Successful volunteer involvement takes account of an individual's motivations, aspirations and fulfilment.
3.4 acknowledges volunteering as of wider benefit to society and its beliefs and values
3.5 respects volunteers in both listening to and leaning from what they have to say
3.6 values and respects the individual through providing equal opportunities for active involvement within the scope of the organisations needs and resources.
3.7 values volunteering as integral to its work at all levels and recognises that gifts of time from volunteers as critical to its success
3.8 Distinguishes volunteering from employment, and puts its flexibility and informality to best effect to complement the work of paid contractors.

4.1 A volunteer is someone, who, without expectation of financial compensation, beyond the reimbursement of expenses where this has been agreed, performs a task at the request of and on behalf of the Cwmtalwg Woodlands Residents Group.

5.1 The Cwmtalwg Woodlands Residents Group is committed to equal opportunities and believes that volunteering should be open to all regardless of age, gender, ability, religion, political beliefs. The acceptance of volunteer assistance for a particular role is made on merit, the sole selection criteria being the individuals suitability to carry out agreed tasks.
5.2 There is no lower age limit for the recruitment of younger volunteers provided they are able to make a useful contribution, they are undertaking suitable tasks for their age, they are supervised in the ratio of adults to children advised by BTCV. Children under 14 years old should not use sharp edged tools. The permission of the parent or guardian should be obtained if they are under sixteen.
5.4 The group recognises the valuable contribution made by the older volunteers in terms of knowledge and experience. Older volunteers will be encouraged to contribute within their capacity and within the terms of the current insurance policy which covers the activities of volunteers working for the Group.

6.1 New volunteers are made to feel welcome and instructed in the task which they will be undertaking, and in the safe use of tools and any health and safety aspects of the work.
6.2 The need for the training for volunteers will be regularly assessed by the management committee of the group

7.1 The groups liability insurance policy includes the activities of volunteers and liability towards them.
7.2 Personal accident insurance is in force for the benefit of volunteers and claims are made at the discretion of the Cwmtalwg Woodlands Residents Group.
7.3 The group does not insure the personal possessionis of volunteers against loss or damage.

Cwmtalwg Woodlands Residents Group recognises the rights of volunteers to:
1.know what is expected of them
2. be supported and supervised
3.be shown appreciation
4.have safe working conditions
5.be insure
6.be free from discrimination

and in return expects volunteers to:
1.be honest
2.make the most of training and support opportunities
3.carry out tasks in a way which reflects the aims and values of the organisation
4.work within agreed guidelines and remits

General Advice.

(1) The Cwmtalwg Woodlands Residents Group will hereinafter be referred to as ‘the Group’

(2) The objects of the Group are to manage the Cwmtalwg Local Nature Reserve for the benefit of the local community and wildlife. The Group shall have the power to raise funds for future conservation work at the Cwmtalwg LNR.

The aim of any improvements will be:-

(a) To make the local nature reserve a pleasant place that people of all ages can enjoy for recreation.

(b) To make the Local nature Reserve a place which is suitable for local schools to use for environmental studies.

(c) To make conditions favourable for a wide variety of wildlife.

(3) The Group will seek to work in partnership with the Vale of Glamorgan Borough Council, or any subsequent owner of the woodlands, and to involve residents, local groups and conservation organisations in the care and management of the nature reserve.

(4) Organisation of the Committee and Group

(a) The committee will consist of not less than three people and not more than ten people.

(b) the committee will hold an Annual general meeting in February or March which is open to the public and publicised to all members of the Group.

(c) membership of the Group will be open to any member of the public on payment of the membership fee of £2.00 per person, £1 per person over 60 years old, £3.00 per family, and 50p for schoolchildren. This fee can be amended in subsequent years at the Annual General Meeting.

(d) A statement of income and expenditure for the previous 12 months and the balance sheet at 31st January shall be presented to members of the Group at the Annual General Meeting.

(e) The committee shall present an Annual Report at the Annual General Meeting.

(f) The Committee shall report annually to the Vale of Glamorgan Borough Council or subsequent owner of the woodlands.

(g) The committee shall meet at least every three months and at least five days notice must be given of meetings.

(h) the Group shall elect the committee for the following year, including the following officers, chairman, treasurer and secretary, at the Annual General Meeting. Other officers may be elected as necessary.

(5) Financial Arrangements

(a) The committee shall open and maintain a bank or building society account for the project. Cheques shall be signed by any two of the following officers, chairman, secretary and treasurer.

(b) the Committee shall keep accurate records of income and expenditure.

(c) The bank account should remain in credit at all times.

(6) The Group must be covered by insurance for volunteers including schoolchildren while they are engaged in conservation activities in the woods.

(7) At least one newsletter shall be produced each year and shall be distributed to

members of the Group and to two local newspapers.

(8) The Annual Report and Annual Balance sheet and any newsletters shall be sent to the Vale of Glamorgan Borough Council or subsequent owner of the woodland, the Barry Town Council, and the Countryside Council for Wales or other statutory body responsible for monitoring Local Nature Reserves.

(9) Any amendments to the rules and constitution shall be approved by the Committee and authorised by a majority vote of members at the Annual General Meeting.

(10) Any member may propose the winding up of the Group, but this must be passed by a two thirds majority at the Annual General Meeting.

(11) If the affairs of the Group are wound up, then any assets of the Group shall be given to local community Groups and Charities as decided by the committee.

This constitution was adopted at the Annual General Meeting held on 26th March 2004

The C W R G is committed to taking positive steps to promote and sustain equal opportunities in all areas of its work. Equal opportunities will underpin every aspect of its operation and no one will be treated less favourably on the grounds of race colour, nationality, ethnic origin, impairment political or religious beliefs, gender marital status, sexual orientation, language, HIV status, age or any other conditions or requirements which cannot be shown to be justified.

CWRG expects that all members should be aware of his or her behaviour towards others, Everyone would be treated equally, appropriately, with dignity and respect. At all times people’s feelings should be valued and respected. Language or humour that people find offensive will not be used e.g. Sexist, racist or homophobic jokes or terminology that is derogatory to someone with an impairment. Everyone should ensure that they do not behave in a way that could be regarded as harassment, discriminatory or offensive.

The management committee has a duty to promote and sustain equality of opportunity by:

Ensuring that all members are made aware of this policy and that direct or indirect discrimination or any form of harassment, is unacceptable; ensuring that no one is discriminated against either directly or indirectly and ensuring the mechanism for reporting incidents of discrimination or harassment is known, understood and be accessed by all members.

Monitoring or incidents of discrimination through reports made to members of the management committee.

Taking prompt action to stop harassment's or discrimination as it is identified

To challenge discrimination when appropriate.

Establishing and maintaining an environment free from harassment.

4. Implementation

This policy will be implemented and monitored accordingly. All CWRG committee members will receive a copy of this policy and be aware of its contents and requirements. CWRG will distribute copies to all other appropriate agencies, organizations and partners.

CWRG committee members will be made aware of Equal opportunities and other appropriate training opportunities within the voluntary sector.

The management committee will review this policy annually. Where it is apparent that anyone is not being offered equality of opportunity CWRG will take immediate steps to address the matter and amend the Policy as appropriate.

Direct discrimination is generally an obvious and easily identifiable form of discrimination. It occurs when an individual is treated differently for example because of their race, colour, impairment or sexuality and where such treatment is less favourable than he or she would otherwise have received.

Indirect discrimination is not so obvious. An unnecessary condition or requirement may be imposed, which although applied to everybody, is more difficult for people from some groups in society to meet than others. This is indirect discrimination.

Harassment is defined as unwanted or abusive or insulting behaviour towards another individual. It causes that person to fell threatened, humiliated or harassed. Harassment may occur on a number of grounds including race, colour impairment or sexuality.

The Cwm Talwg Woodlands Residents Group is committed to fulfilling its duty of care to children, young people and vulnerable adults who are volunteers with the Group or with whom it comes into contact with. This will be achieved by promoting, creating and maintaining a culture and environment that safeguards the safety and welfare of children, young people and vulnerable adults.

The Group recognises its duty comply with legislative requirements to work with the appropriate agencies in protecting children and vulnerable adults and to ensure that any suspicions or allegations of abuse will be taken seriously and responded to in a swift, appropriate and confidential manner.

Any member of the Group who has concerns about the welfare of a young volunteer or vulnerable adult, and which may indicate physical, emotional and sexual abuse or neglect, is required to report such concerns to the named person responsible for protection issues.

Those members of the Group who come into contact with children, young people and vulnerable adults, whether as volunteers with work parties or as helpers at school visits will be made aware of the Cwmtalwg Woodlands Residents Group’s Protection Procedures and Code of Conduct. Those who come into regular contact with children, young people and vulnerable adults will also be checked through the Criminal Records Bureau procedure.

A child is defined as any person aged under the age of 18.

A vulnerable adult is an individual who is or may be in need of community care services by reason of mental or other disability, age or illness and includes those who may be unable to either take care of themselves or protect themselves against harm or exploitation.

Members in contact with children or vulnerable adults must:

It is NOT the role of the named person to decide whether a child has been abused or not.

The Cwmtalwg Woodlands Residents Group will review its policy annually and update and amend as necessary.