Volunteer Management Policy

1 Introduction

Peterborough & District Angling Association is run by volunteers. The Leadership Team, the bailiff team, match organisers, and the volunteers who help with fishery work, events, and administration are the heart of the club.

This policy sets out the principles and framework for how P&DAA supports and manages volunteers, ensuring they are treated fairly, understand their role, and are recognised for their contribution.

2 Definition and Status

• Voluntary nature: volunteering with P&DAA is a gift of time. It is not a contract of employment.
• No obligation: the arrangement is binding in honour. P&DAA is under no obligation to offer tasks, and the volunteer is under no obligation to accept them.
• Flexibility: volunteers are free to withdraw at any time, though we appreciate as much notice as possible. Once a task is accepted, the volunteer is responsible for completing it or arranging cover.

3 Volunteer Roles

P&DAA's volunteer roles include, in addition to the Leadership Team:

• Bailiff (approximately 30): patrols, ticket checks, member welfare, water-rule enforcement, reporting to the Head of Enforcement.
• Coach (delivered through School Of Fish Ltd, P&DAA's coaching subsidiary): qualified, DBS-checked, working with junior anglers.
• Match Organiser: running club matches — fixtures, pegging, draw, weigh-in, results.
• Volunteer (general): work parties, fishery maintenance, event support, admin, and other ad-hoc tasks.

4 Recruitment and Screening

Because some roles involve junior anglers, vulnerable adults, or trust positions, we apply screening proportionate to the role:

• Application: volunteers complete a registration with their skills, availability, and the role(s) they're interested in.
• Conversation: with the relevant Head of department.
• References: two references for any role with regular junior contact, fund-handling, or key-holding.
• DBS checks: Enhanced Disclosure and Barring Service checks are mandatory for coaches and for bailiffs whose duties involve regular contact with juniors. Non-negotiable.

5 Induction and Training

New volunteers are not expected to know everything immediately. P&DAA provides:

• Induction: overview of P&DAA, club rules, and these policies (Health & Safety, Safeguarding, Biosecurity).
• Role-specific training: by the relevant Head of department.
• Supervision: every new volunteer has a named supervisor (typically the relevant Head of department) until comfortable in role.

6 Volunteer Responsibilities

Volunteers must:

• Follow this and other P&DAA policies.
• Take reasonable care for their own safety and that of others.
• Wear appropriate footwear and eye protection where the role requires it.
• Treat members, other volunteers, and the public with courtesy.
• Report concerns or incidents to the relevant Head of department promptly.

Volunteers must not:

• Be left alone in sole charge of a group of juniors (unless they are qualified School Of Fish Ltd coaches with explicit permission).
• Transport juniors in their private vehicle except in a documented emergency, with parental consent and a second adult.
• Administer First Aid unless they hold a current certificate and are authorised to do so.
• Make commitments, contracts, or financial decisions on P&DAA's behalf without authorisation from the relevant Head of department or the Chairman.

7 Expenses

P&DAA does not want volunteering to cost members money out of pocket. To strictly maintain volunteer status (rather than employment status) we reimburse actual out-of-pocket expenses only. We do not pay flat rates, session fees, or pocket money.

• Process: claims must be submitted via the P&DAA Accounts platform with attached receipts within 30 days.
• Subsistence: reasonable lunch costs may be claimed where volunteering for a full day (over 4 hours), with a receipt.
• Mileage: reimbursable at HMRC's approved rate (45p/mile up to 10,000 miles in a tax year).
• Approval: claims are reviewed by the Head of Finance and approved (or rejected with reasons) within reasonable time.

8 Insurance

P&DAA holds public liability insurance through the Angling Trust club scheme, which covers volunteers in the course of P&DAA activities. Volunteers acting outside their assigned role, or acting recklessly or negligently, may not be covered. If in doubt about whether an activity is covered, ask the Chairman before proceeding.

9 Confidentiality and Data Protection

In the course of volunteering you may have access to confidential information — a junior's medical condition, a member's contact details, a disciplinary case in progress.

• Such information must not be shared with anyone outside P&DAA.
• Photographs of juniors must not be taken on personal devices (see the Safeguarding Policy).
• Any breach of confidentiality is treated as misconduct and may result in termination of the volunteer arrangement.

10 Resolving Problems

• If you have a concern: raise it informally with your supervisor or directly with the Chairman (support@fishinginpeterborough.co.uk).
• If P&DAA has a concern about you: the relevant Head of department will discuss it with you informally first.
• Ending the arrangement: if a resolution cannot be found, or in cases of serious misconduct (theft, safeguarding breach, gross negligence), P&DAA may end the volunteer arrangement immediately. The Complaints & Disciplinary Policy applies.

11 Equality, Diversity & Inclusion

P&DAA welcomes volunteers from all backgrounds. Discrimination, harassment, or bullying on the basis of any protected characteristic is not tolerated and will be treated as gross misconduct.