Policies & Procedures

FISKERTON PARISH COUNCIL

Fiskerton Newsletter Volunteer Policy and Procedures

Adopted on 13th August 2026

Introduction

This document sets out the policy and procedures relating to the engagement and management of volunteers involved in the Fiskerton Newsletter, including volunteers who deliver printed newsletters and the editor who prepares and coordinates content. The Parish Council recognises that volunteering can benefit the council, the community and the volunteers themselves.

Policy

1. The Parish Council maintains a list of newsletter volunteers, including the editor and delivery volunteers, with relevant contact details such as name and address, telephone number and/or email. Volunteers are asked to notify the Parish Council of any changes to those details. If volunteers no longer wish to volunteer, they should contact the Clerk/Chair to have their details removed from the Volunteer List. The details included in the Volunteer List are presented at Annex A.
2. Volunteers must be competent to carry out their role. Newsletter deliverers should be able to deliver newsletters safely on foot or by other suitable means. The editor should have the skills needed to compile, review and coordinate newsletter content in accordance with Parish Council requirements.
3. If required, appropriate training or briefing will be provided before volunteers undertake their role. The minimum level of briefing should be sufficient to help maintain the health and safety of volunteers and anyone who might be affected by the activity, as far as reasonably practicable.
4. Volunteers should be informed about their role, delivery arrangements, routes or areas, deadlines, health and safety precautions, supervision arrangements and emergency contact arrangements before commencing volunteer activity. The Chair is the main day-to-day contact for coordinating newsletter production, volunteer communication and delivery rounds. The Parish Clerk remains the main contact for formal volunteer records, data protection matters, policy queries and Parish Council administration.
5. All volunteer activity authorised by the Parish Council should take account of the Health and Safety at Work etc. Act 1974, relevant guidance, and the Parish Council’s duty of care to volunteers and members of the public.
6. Volunteers working at the request of and under the control of the Parish Council will be covered by the Parish Council’s relevant insurance arrangements, subject to the terms of those policies.
7. Volunteers should only carry out tasks allocated to them. Newsletter deliverers should not enter private property beyond what is reasonably necessary to deliver the newsletter, should not enter homes, and should not take unnecessary risks with dogs, gates, steps, uneven surfaces, roads, adverse weather or poor visibility.
8. Before undertaking a delivery round, volunteers should consider obvious hazards on the route, including traffic, pavements, steps, dogs, loose surfaces, weather conditions and carrying loads. Any significant concern should be reported to the Chair as the main day-to-day coordination contact, or to the Parish Clerk where the concern relates to records, data protection, insurance, policy or formal Parish Council administration.
9. There should be a method of communication for emergency purposes. Volunteers undertaking delivery rounds alone should consider telling someone where they are going and when they expect to return.
10. Volunteers must have due regard to the fact that they are carrying out authorised work on behalf of the Parish Council and are representing the Council in their interactions with residents and the public.
11. The editor should ensure newsletter content is handled responsibly, with appropriate regard to accuracy, confidentiality, data protection, copyright, tone and any publication requirements set by the Fiskerton Parish Council Editorial Policy.
12. If a volunteer raises a complaint that cannot be resolved at the time, a complaint should be progressed in accordance with Fiskerton Parish Council’s Complaints Procedure.
13. A copy of this policy must be given to volunteers the first time they undertake newsletter volunteer activity on behalf of the Parish Council. The policy will be re-issued to volunteers if any material changes are made.

Procedures

14. A risk assessment will be undertaken for newsletter delivery activity and reviewed when routes, arrangements or risks change. The Parish Clerk should hold a copy. Volunteers do not need to complete or return the risk assessment but must be made aware of the key control measures and may request a copy.
15. Volunteers must receive a role-appropriate induction using the Fiskerton Newsletter Volunteer Briefing and Confirmation Sheet, covering delivery arrangements, safe working, reporting concerns, data handling and any editor-specific responsibilities. They must sign the sheet to confirm they understand their role, the relevant risks and the instructions provided, and should notify the Chair or Parish Clerk of any condition or circumstance that may affect safe participation.
16. The Chair and Parish Clerk should keep suitable records of newsletter volunteer activity, including current volunteer details, delivery areas and any reported incidents or concerns. Completed briefing and confirmation sheets should be forwarded to, or retained by, the Parish Clerk as appropriate.

ANNEX A

FISKERTON PARISH COUNCIL

Newsletter Volunteer Contact Details and Data Permission Form

The Fiskerton Newsletter Volunteer List is maintained by the Parish Clerk. Your information will be kept safe and confidential and used only for newsletter volunteer administration, production, editing, delivery, health and safety, insurance and related Parish Council purposes.

Please tell the Chair or Parish Clerk about any illness, ailment or circumstance that could affect your ability to carry out newsletter duties safely. If you no longer wish to volunteer, contact the Parish Clerk at clerk@fiskerton-lincs.org.uk or 07707 807894 so your details can be removed.

Data permission

Fiskerton Parish Council is the data controller. The Council may hold your name, address, email address, telephone number, newsletter role, delivery area and any other information needed to administer newsletter production and delivery. Your details may be shared with the Chair, Parish Clerk and other newsletter volunteers where necessary. Group emails should be blind copied where appropriate unless volunteers have agreed otherwise.

Your personal data will not be shared with third parties except where required by law, insurance, health and safety requirements, or with your consent. Your data will be kept while you volunteer and for as long afterwards as reasonably necessary for Parish Council administration, insurance, health and safety or legal purposes. This form should be read alongside the Council’s Data Protection Policy and privacy notices.

Declaration

By signing below, I agree to my details being held by Fiskerton Parish Council and shared within the Fiskerton Newsletter volunteer group where necessary for newsletter production and delivery.

Please complete and return to the Chair or Parish Clerk: clerk@fiskerton-lincs.org.uk / 07707 807894.

ANNEX B

FISKERTON PARISH COUNCIL

Fiskerton Newsletter Volunteer Briefing and Confirmation Sheet

Purpose of this briefing

This briefing explains the role, key contacts, health and safety precautions, data protection expectations and reporting arrangements, and also records the volunteer’s confirmation.

Key briefing points

• Only carry out the role or delivery area allocated to you.
• Plan delivery in daylight where possible and avoid severe weather, icy conditions or poor visibility.
• Use safe walking routes, take care on roads, pavements, steps, uneven surfaces, loose gravel, wet leaves and poorly lit areas.
• Do not enter residents’ homes and do not go further onto private property than is reasonably necessary to deliver the newsletter.
• Do not put yourself at risk from dogs, damaged gates, difficult letterboxes, unsafe steps or aggressive behaviour. If in doubt, do not deliver and report the concern.
• Carry newsletter bundles in manageable quantities and avoid twisting, overreaching or carrying loads that are too heavy.
• If delivering alone, consider telling someone where you are going and when you expect to return, and carry a charged mobile phone where possible.
• Report accidents, near misses, hazards, aggressive behaviour, undeliverable addresses and data protection concerns to the Chair or Parish Clerk as appropriate.
• Handle any volunteer or resident personal data carefully and only use it for newsletter purposes.
• Notify the Chair or Parish Clerk of any medical condition, illness, ailment or other circumstance that may affect safe participation.

Volunteer confirmation

I confirm that I have received this briefing, understand the role allocated to me, recognise the relevant risks, and agree to follow the safety, reporting and data protection arrangements described above. This document is not intended to form a contract; it supports the safety and effectiveness of volunteer activities.

Volunteer signature:

Name:

Date:

Please complete and return to the Chair or Parish Clerk: clerk@fiskerton-lincs.org.uk / 07707 807894.