1.1 Purpose: This policy supersedes the Volunteering Management policy and establishes a comprehensive framework for volunteer engagement with the Community Association of Poundbury (CAofP)/LovePoundbury, ensuring clear expectations, proper management, appropriate recognition, and mutual benefit for volunteers and the community.
 

1.2 Scope: This policy applies to all individuals volunteering for CAofP/LovePoundbury activities, whether occasional helpers or regular contributors, across all programmes and initiatives. This
includes volunteers leading or contributing to initiatives and projects.
 

1.3 Our Volunteer Promise: We value every volunteer contribution and commit to providing opportunities, support, and recognition of your time and talents given freely to benefit our community.

2.1 Our Shared Values

As a CAofP volunteer, you help embody our community values through:
• Community First: Putting the collective benefit of Poundbury residents and the wider community at the heart of everything we do
• Respect: Treating everyone with courtesy, dignity and inclusivity, regardless of background, beliefs, or circumstances
• Collaboration: Working constructively with fellow volunteers, community members, and partners
• Integrity: Acting honestly, transparently, and in accordance with the Nolan principles of ethical public life
• Excellence: Bringing your best effort whilst recognising that perfection isn't expected

 

2.2 Appropriate Behaviours
Communication:
• Communicate respectfully and constructively, even when disagreeing
• Keep confidential information private and secure
• Represent CAofP positively when speaking publicly about our work
• Recognise that when representing volunteer initiatives or projects, you are acting on behalf of the CAofP and must communicate carefully and professionally with external
stakeholders
• When engaging with external organisations (including media, Duchy representatives, local councils, MANCOs, or partner agencies), ensure communications reflect CAofP
values and positions
• Do not commit CAofP to funding, partnerships or public statements without prior approval from the Chair or designated governance lead
• Channel concerns through the CAofP Volunteering Coordinator, Chair, and/or relevant
Project Leaders rather than public complaints

Reliability:
• Honour your volunteer commitments or provide reasonable notice when unable to attend
• Ask for help when needed rather than struggling alone
• Complete any required volunteer training and follow noted procedures
• Return any CAofP equipment, materials, or resources when stepping down

Inclusivity:
• Welcome new volunteers and help them feel included
• Avoid discriminatory language or behaviour
• Respect diverse opinions and approaches
• Support accessibility and inclusion in all activities

 

Boundaries:
• Stay within your agreed volunteer role and seek guidance for activities outside your remit
• Respect the roles of directors and other volunteers
• Maintain appropriate boundaries with community members, especially vulnerable people
• Avoid conflicts of interest or declare them when they arise

2.3 Unacceptable Behaviour
The following behaviours are incompatible with volunteering for CAofP:

• Harassment, bullying, or discrimination of any kind
• Breaching confidentiality or data protection requirements
• Misusing CAofP resources, name, or position for personal gain
• Behaviour that brings CAofP into disrepute
• Persistent failure to follow reasonable instructions or policies
• Behaviour that compromises safeguarding or safety
• Making commitments on behalf of CAofP without authorisation

2.4 Addressing Concerns
If these standards aren't met, we'll work with volunteers to address issues constructively. Serious breaches may result in volunteer role suspension pending investigation.​

3.1 Registration and Induction
• All new volunteers must complete registration/form via the LovePoundbury website before actively volunteering with the CAofP
• New volunteers receive induction from Project Lead or appropriate person covering role expectations, policies, and procedures
• Instructions and/or training provided by appropriate person based on volunteer activity requirements
• DBS checks required for roles involving work with children or vulnerable adults

3.2 Role Definitions and Matching
• Volunteer opportunities described with time commitments and requirements, by Project Lead, appropriate person
• Skills and interests matching to suitable roles where possible
• Regular check-ins by Project Lead/appropriate person to address any issues
• Flexibility to change roles based on evolving interests and organisational needs

3.3 Recognition and Appreciation
• Regular acknowledgment of volunteer contributions through various channels, as appropriate
• Annual volunteer appreciation event when resources allow
• Poundbury Good Things Benefit (see section 4)

3.4 Record Keeping
• Volunteer spreadsheet maintained by Volunteer Coordinator with contact details/roles
• Refunds of approved volunteering-related costs via the Treasurer
• Documentation of any concerns or incidents involving volunteers (see 2.3 and 2.4)
• Regular check-in of volunteer engagement and satisfaction

3.5 Ending Volunteer Relationships
• Volunteers may step down at any time, though we would appreciate some notice if possible
• Process for addressing conduct issues
• Procedure for removing volunteers when necessary (see CAofP Complaints Procedure)

3.6.1 Overview
Volunteer-led initiatives and projects (such as Poundbury Good Things, Blooms in Poundbury, and similar community initiatives) play a vital role in delivering CAofP's mission. However, these groups of volunteers operate as representatives of the CAofP and must adhere to appropriate governance standards to ensure accountability, consistency with CAofP values, and effective stewardship of community resources.

3.6.2 Funding and Financial Decisions
• Initiative leads must seek approval from the CAofP Chair (or designated governance lead) before:
• Applying for external funding or grants
• Committing CAofP to funding-dependent partnerships or projects
• Making significant financial commitments on behalf of the group or CAofP
• Accepting funding with conditions that may affect CAofP's independence or values

• All funding applications and agreements should be made transparent to the CAofP Board
• Initiative leaders must follow CAofP's Financial Management Policy in managing any budgets or resources

3.6.3 Public Events and Activities
• Initiative leads must notify the CAofP Chair (or designated governance lead) of plans for public events or significant activities before proceeding
• Risk assessments must be conducted for public-facing events, according to Section 6.1
• Public events should be clearly identified as CAofP-supported initiatives
• Initiative teams should consider how events align with CAofP strategy and community needs

3.6.4 External Communications and Representation
• Initiative leads should brief the Chair before engaging with external organisations including:
• Media representatives and press enquiries
• Duchy representatives or officials
• Local council officers and councillors
• MANCOs and other community partners
• Other external stakeholders
• Communications with external parties should be factual, professional, and consistent with CAofP positions
• Initiative teams should not make public commitments or statements on behalf of CAofP without prior discussion with the Chair
• Where significant external engagement occurs, a brief update should be provided to the CAofP Board

3.6.5 Accountability and Oversight
• Initiative leads are responsible for ensuring their team operates within the scope of this volunteering policy and other relevant CAofP policies
• Initiatives should provide regular updates to the Volunteer Coordinator and Chair on activities, progress, and any emerging issues
• The CAofP Chair and Directors should help initiatives operate in accordance with CAofP values and governance standards
• Major decisions affecting the direction or resources of an initiative should be discussed with the Chair or Board before implementation

3.6.6 Decision-Making Framework
Initiative leads should use this framework when considering significant decisions:
• Is this decision within my agreed remit as a volunteer/group lead?
• Does this involve funding, public events, or external communications?
• Could this affect CAofP's reputation, values, or strategic direction?
• Would the Chair need to know about this if asked?
If the answer to questions 2, 3, or 4 is "yes", seek approval from the Chair or designated governance lead before proceeding.

4.1 Benefit to Allow Volunteers to Purchase Poundbury Good Things (PGT) at Wholesale Price

Eligibility:
• Active volunteers who have contributed within the past 6 months
• Volunteers in good standing with no unresolved conduct issues
Terms:
• Volunteers may purchase PGT items at wholesale prices, payment due on collection
• Maximum 6 items per volunteer per calendar year
• Items for personal use or gifts only (not for resale)
Process:
• Submit purchase request via email to Volunteer Coordinator, PGT lead and Treasurer
• Approval granted by Volunteer Coordinator (to check requester is a volunteer) and PGT Lead if within annual limit, and stock is available
• Special volunteer invoice issued with "VOL-" prefix, and paid via BACS or Sumup
• Items collected at next convenient volunteer meeting or event

4.2 Additional Benefits
• Priority access to CAofP events and workshops
• Invitation to social events and appreciation gatherings
• Opportunity to represent CAofP at external events (with appropriate guidance)

4.3 Financial Controls
• Volunteer benefits tracked as "Volunteer Benefits" (by Treasurer, using VOL- prefix)
• Purchase log maintained with volunteer details and amounts (by PGT Lead)
• Annual reporting in CAofP accounts for transparency (by Treasurer)
• Regular review of benefit uptake and value

5.1 Creative Contributions
CAofP greatly values the creative talents volunteers bring to our community initiatives, including but not limited to:
• Artwork, designs, and visual materials
• Written content, reports, and documentation
• Photography and video content
• Website content and digital materials
• Event planning and creative concepts
• Musical and performance contributions

5.2 Intellectual Property Rights
• All creative works produced by volunteers in their CAofP capacity become property of the CAofP, including works created for specific projects, general promotional use, or
community benefit
• CAofP may use, modify, reproduce, and distribute volunteer-created materials as needed for organisational purposes
• Volunteers retain the right to use their contributions for personal portfolios or similar non-commercial purposes

5.3 No Financial Remuneration
• CAofP offers no financial payment for creative contributions or intellectual property
• All artistic and creative works are considered freely given volunteer contributions
• This policy applies to all forms of creative output, regardless of potential commercial value

5.4 Attribution and Recognition
• Where practical and appropriate, CAofP will acknowledge volunteer creators
• Attribution may not always be possible for materials used across multiple platforms or contexts
• Major creative contributions will be recognised through volunteer appreciation
• Volunteers may request copies of their work for personal records

5.5 Third-Party Rights
• Volunteers must ensure their contributions don't infringe third-party intellectual property rights
• Any use of copyrighted materials, fonts, images, or other protected content must be properly licensed
• Volunteers must declare any potential conflicts or shared ownership of contributed materials

6.1 Health, Safety and Insurance
• All volunteers covered by CAofP public liability insurance (up to £2M) during approved activities and activities undertaken on behalf of the CAofP in the UK – other activities are not covered
• Risk assessments must be prepared by appropriate person for public volunteer events (note: regular team meetings and updates are not classified as "events" for insurance
purposes)
• Volunteers must report accidents, incidents, or safety concerns immediately
• Personal protective equipment and First Aid Kit will be provided where required
• Personal property and equipment (including laptops, mobile phones, cameras, tools, or other personal items) are not covered by the Association's insurance, therefore volunteers are responsible for their own belongings and should take appropriate precautions to protect their personal property

6.2 Safeguarding
• Volunteers read basic safeguarding materials in the form of the safeguarding policy
• Enhanced DBS checks required for regulated activities with children or vulnerable adults
• Clear reporting procedures for safeguarding concerns
• Yearly review of safeguarding policy

6.3 Data Protection
• Volunteers must comply with GDPR and CAofP data protection policies
• Volunteers read the Data Protection policy on handling personal data appropriately
• Secure storage and disposal of any data handled

6.4 Volunteer Responsibilities
• Only undertake activities that have been approved through the proper channels
• Follow all risk assessments and health and safety guidance
• Report any incidents or concerns immediately to appropriate person
• Consider own insurance arrangements for valuable personal equipment brought to volunteer activities

7.1 Informal Resolution
• Volunteers encouraged to raise concerns directly with the Project Lead or Volunteer Coordinator
• Most issues can be resolved through open discussion and mutual understanding
• Mediation available through senior volunteers or directors when helpful

7.2 Formal Complaints Process
• Written complaints to volunteering@lovepoundbury.org, using CAofP Complaints Procedure

7.3 External Support
• The National Council for Voluntary Organisations offers independent advice

8.1 Annual Review
• This policy will be reviewed annually alongside other CAofP policies
• Volunteer feedback sought as part of review process
• Updates reflect best practice and legal requirements

8.2 Related Policies
• Financial Management Policy
• Data Protection Policy
• Safeguarding Policy
• Health and Safety Policy
• Equality and Diversity Policy
• Nolan Principles of Public Life
• Complaints Procedure

8.3 Compliance and Monitoring
• Annual reporting on volunteer programme outcomes
• Continuous improvement based on feedback and best practice

General Volunteer Enquries: volunteering@lovepoundbury.org

Volunteer Benefits: treasurer@lovepoundbury.org

Complaints and Appeals: chair@lovepoundbury.org

Safeguarding Concerns: chair@lovepoundbury.org

Policy and Governance: secretary@lovepoundbury.org

This procedure will be reviewed annually and updated as necessary.

Contact: secretary@lovepoundbury.org

Approved by the CAofP Directors: 24 November 2025, revised Feb 12, 2026

Next update: 21 May 2026

This policy should be read in conjunction with other CAofP policies available on the
LovePoundbury website.