NW Washington Fair & Event Center VOLUNTEER HANDBOOK

Transcription

1 NW Washington Fair & Event Center VOLUNTEER HANDBOOK Join the biggest party in Whatcom County! May 28, 2013 Rev 2 Mj Turnbull The Northwest Washington Fair Association is a 501(c)(3) non-profit organization. \\Nwwfs1\Users\MaryjoTurnbull\My Documents\Volunteer Program\NW Fair -Season Program\Volunteer Handbook 2013 Rev 2.docx

2 THANK YOU FOR YOUR TIME! VOLUNTEERS ARE VERY IMPORTANT TO THE SUCCESS OF THE NW WASHINGTON FAIR 1. The Vision of the Northwest Washington Fair Volunteer Program is To include Whatcom county citizens in the facilitation of productions and activities of the NW Washington Fair & Event Center, offering them an opportunity to gain valuable experience and meaningful fellowship with other volunteers and community members, while allowing them to take ownership in enhancing the quality of life with-in their community. WHO BENEFITS? The Volunteer Benefits by: Having new experiences and meeting new people while giving back to the community that they live in. The NW Washington Fair & Event Center Benefits by: Having community members involved who want to participate and are excited to be giving back. Due to this the NW Washington Fair has new faces that are excited and happy to be participating. The Community Benefits by: Bringing people together in a positive way and enhancing their quality of life. The Mission of the Northwest Washington Fair "The community celebrates its agricultural heritage, creates memories, learns and is entertained". Our five core values are Youth, Community, Agriculture, Education, and Entertainment. The Northwest Washington Fair Association will organize an annual Fair that will promote an appreciation for our agricultural heritage, provide education about the role agriculture plays in life today while providing youth with a hands on experience. The annual fair will be a social gathering place where family values will be honored and individuals of all ages will be entertained. The mission of the association will further be accomplished by generating revenue via rental of the facilities during the off-season, developing promotional activities to encourage off-season usage, and promoting agriculture as a way of life. The Northwest Washington Fair Association is an organization in which the staff, Board of Directors, association members, volunteers, contributors, and Whatcom County citizens all have a sense of ownership and pride.

3 The Volunteer Process to become a volunteer follow these simple steps and thank you for making a commitment to the NW Washington Fair & Event Center and your community. 1. Complete the volunteer application at the end of this packet and keep the rest of this packet as your reference. 2. Deliver your completed packet to the NW Washington Fair office at 1775 Front Street Lynden WA or you may it to, info@nwwafair.com. 3. Once your application is reviewed the Volunteer Administrator will call to set up an interview. 4. Once you have been accepted into the volunteer program, we will send you the date of the next orientation and training. 5. You will be issued VOLUNTEER CREDENTIALS at the volunteer orientation. You will need to wear these credentials each time you are volunteering. 6. As volunteer opportunities in your area interest come available we will contract you directly. Volunteer Orientation & Training A mandatory orientation and training program will be held for all volunteers. The NW Washington Fair wants to ensure that you are comfortable and knowledgeable regarding your volunteer duties. Volunteers will be scheduled for a general orientation class and specific training for their assignments. Each area will have an Area Supervisor that will orient you to your specific responsibilities. Responsibilities of the Volunteer Volunteers are responsible for maintaining a professional attitude, of mutual confidence. Their cooperative attitude, expressed in the willingness to provide any needed services, is deeply valued. Volunteer Expectations Be punctual and reliable Notify their Area Supervisor in case of an absence Sign-in and out and record volunteer hours and job on provided time sheet Always wear volunteer credentials Become familiar with their area program Contact their Area Supervisor if they are not satisfied with their volunteer placement. Be willing to help Ask for direction Follow instructions Be pleasant, friendly; have a warm, positive attitude Dress appropriately for the activity Rights of the Volunteer: The right to be honest and open with staff, to take the commitment seriously. The right to know as much about the organization as possible its policies, its people, its programs. The right to serve as goodwill ambassadors for the NW Washington Fair & Event Center and its services to the community. The right to training and supervision to be given meaningful and challenging work, and the tools needed to be successful at your assignment. The right to receive recognition for a job well done. The right to communicate with the Area Leader or Volunteer Coordinator to discuss interests, motivations, and accomplishments.

4 Consequences of Program Violations A volunteer may be removed from an assignment for the following reasons: Inappropriate or unacceptable behavior Consistent absences Either will not, or is unable to take direction or perform the duties assigned (with reasonable accommodation) Safety Safety is of the greatest concern. The NW Washington Fair & Event Center is committed to providing a safe, secure environment for each volunteer to work, that reflects mutual respect, trust, honesty and personal responsibility among employees and volunteers. First Aid/ Reporting Accidents or Incidents o First Aid Kits can be found Volunteer Office Grand Stand Ticket Office The Fair Office 1 st Aid Station during the NW Washington Fair o Incident reports must be completed Forms will be located in the volunteer office All injuries or incidents must be reported Other important information: Volunteer credentials are visible at all times. Entry Access to the event TBD depending on event. Phone Calls & Communications- You may keep your cell phones with you at all times. It will be the best form of contact with your Area Supervisor. We just ask that having your cell phone with you does not interrupt your mission while on duty. Break Areas/Volunteer Office- Location TBD Parking free parking Location TBD per each event Deductible Expenses- Volunteers who itemize income taxes may deduct some expenses Insurance Coverage- Volunteers are covered by accident insurance. To receive this coverage, you must sign in and out each time you come to work. In the event of an accident, notify your Area Supervisor right away and go to the doctor for the necessary treatment. You must complete an incident form. Whatcom Volunteer Center: Becoming a member of the Whatcom Volunteer Center will also offer you additional insurance. Please see attached information.

5 Volunteer Program Organization: Fair Manager ---- Volunteer Coordinator ---- Committees/Area Supervisors --- Volunteers NW Washington Fair Volunteer Coordinator (VC) or Volunteer Administrator - This position coordinates the activities of the organization s volunteers in order to supplement staffing needs and get community members involved in the organization s mission. Responsibilities of this position include recruiting, training and managing volunteers. The NW WA Fair will be recruiting volunteers for special events and year round. The volunteer coordinator also works closely with other departments within the organization to ensure volunteer needs are met. Duties may include meeting with staff to develop a calendar of events, creating volunteer schedules and ensuring an adequate number of volunteers for various department functions. Specific job duties for this position include advertising for, recruiting and screening volunteers; providing orientation and training for volunteers; tracking volunteer performance; providing on-going support; and keeping record of volunteer activities. The Volunteer Coordinator will report directly to the NW Washington Fair Fair Manager. Committee Is the group of people who are responsible for a specific area during the NW Washington Fair such as the Small Animal Experience or other event project. The Committees reports to the NW WA Fair VC and is responsible for recruiting, completing paperwork, assigning job titles, training and scheduling of all volunteers working in their area. Volunteer is a person who voluntarily offers himself or herself for a service or undertaking for their community or a cause that the volunteer is passionate about. A volunteer performs a service willingly and without pay. Volunteer Job Titles for the NW Washington Fair Job descriptions will be available in each area handbook. You may review them during your specific area training sessions. Fair August Volunteer Coordinator: Maryjo Turnbull Grand Stand Services Ushers Area Supervisor : Kathy Dillard Small Animal Experience Area Supervisor: Debbie VanderVeen veenteam@gmail.com Agriculture Adventure Center Area Supervisor : Cheryl DeHaan stormhaaven@juno.com Table Cleaners Area Supervisor: Care Committee Area Supervisor : Volunteer Requirements, Commitment & Benefits Must be at least 18 years of age Must complete Volunteer Application and Background check form Must interview with Committee Supervisors Must commitment to a minimum of 24 hours (may be in a combination of shifts from a minimum of 4 scheduled hours to a max of 12 hours in a single day ) Volunteers completing Orientation will receive: 1 (one) Season Pass for current fair year (with a 24 hour commitment ) Free Parking in designated Volunteer Parking Lot and shuttle bus during schedule shift Access to the volunteer lounge during scheduled shift 2 (two) invitations to the Fair Appreciation Banquet for the volunteer and one guest Enrollment with Whatcom Volunteer Center

6 NW Washington Fair Volunteer GRIEVANCE PROCEDURE Purpose: This procedure is implemented to mediate grievances a volunteer has while actively working at Northwest Washington Fair. Volunteers are encouraged to air any grievance that arises through the established procedures set forth herein. Use of the grievance procedure will not affect the volunteer s present or future position as a volunteer. Pre-Complaint Process In general, all aggrieved parties should attempt to resolve any problems or disputes with the other party on a one-to-one basis. The issues should be clearly stated and understood by both parties. If this process does not resolve the matter, the aggrieved party may request that the program provide an alternative dispute process such as mediation or facilitation to resolve the dispute. The program may provide this alternative dispute process to the aggrieved party. The program and the aggrieved party will jointly select the mediator or facilitator. Formal Complaint Process A volunteer adversely affected by a policy or practice may appeal such application or interpretation. The appeals process must be initiated by the volunteer within seven days of the event, which serves as the basis of the appeal. The Grievance process is initiated by the volunteer requesting, in writing, a meeting to discuss the matter with the supervisor. If the problem has not been resolved to the satisfaction of the volunteer, the volunteer may appeal to the Fair Manager. If the problem remains unresolved following conference with the Manager, the volunteer may appeal to the Northwest Washington Board of Directors. The Board of Directors will rule on the appeal. The volunteer may withdraw the grievance at any time. At each stage of the grievance procedure, a written summary of the proceedings shall be prepared. The written summary and employee comments will be placed in the volunteer s permanent personal file.

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