Volunteering ACT

Vice President Mr. Kosta Stavreas

Treasurer Mr. Tim Bourke

Acting Secretary Mrs. Laura Turnbull OAM

Co-opted Mr. Tim Turner

Public Officer Ms. Helen Disney

Secretary Mrs. Ruth Pratt

Member Greg Castle

Member Niree Creed

Member Evelyn Loh

Member Peter Longmuir

Member Brendan Lynch

Member Roberta McRae

Member Peter Malone

Member Margaret Reid

Member Clinton White

Founded in 1986, the organisation seeks to promote and facilitate appropriate volunteer effort to meet current and

emerging community needs.

This Draft strategic plan incorporates services to be provided to:

• The Commonwealth and ACT Governments
• Volunteer Australia and its network, and to
• other key stakeholders

VACT is the leader in the field of Volunteering by engaging the community, governments, the business sector and the union movement, we will sustain, resource, recognise and promote volunteer effort, which is accessible to all, to enhance the social and economic well being in our region.

Volunteering ACT is the peak body for volunteer effort in the ACT, working to advance volunteering in the ACT and its region. Its represents the diverse views and needs of the volunteer movement while promoting and facilitating the activity of volunteering as one of enduring social, cultural and economic value to the community.

Volunteering ACT is committed to meeting the needs and exceeding the expectations of all its clients and stakeholders, and operates according to the following principles: integrity, reliability and commitment in all its work practices.

• relationships with people, both within and outside the organisation, are characterised by respect, acceptance, patience and trust.

• services and practices are democratic, inclusive and accessible for all people in its home community.

• imaginative leadership, which is informed by an awareness of the environment of volunteer effort, enabling it to focus on future endeavors.

• a commitment to continual improvement of its services so that it maintains the highest standards of practice possible.

• provide sound policy advice on matters relating to volunteering to government, to organisations and to the wider community.

• provide a territory focus for the promotion and recognition of volunteering and its principles
• establish cooperative relationships with key territory, state and national stakeholder organisations to further volunteering in the ACT and region
• encourage and facilitate best practice in volunteer management in its stakeholders.
• promote the national standards for the involvement of volunteers in all forms of not-for-profit organisations and initiatives
• advocate for the proper recognition and support of volunteer effort in the ACT and region
• provide an accessible information and referral service for volunteers and managers of volunteer programs in line with Volunteering Australia's standards
• facilitate the building of volunteer capacity in the ACT and region
• represent the views and opinions of stakeholders and organisations working with volunteers and volunteers themselves.
• Maintain a high quality, reliable and accessible education and training service for the provision of accredited and non accredited training and education, on matters related to volunteers and volunteer management
• closely consult with member organisations and other key stakeholders to further the mission of Volunteering ACT
• provide opportunities for volunteer involvement through such initiatives as the Voluntary Work Initiative and GoVolunteer
• undertake, at a territory level, any action believed by it to be in the best interest of volunteering in the ACT and region
• produce a regular newsletter, which encourages discussion, debate, and research on contemporary issues of importance to volunteering in the ACT and region
• conduct, promote or facilitate research on aspects of volunteering.
• work with and through the Volunteering Australia Network to ensure a consistent, nation-wide approach to policy development, research and standards of Volunteer Management.

Volunteering ACT exists to raise the profile of volunteering in the ACT and the region and to ensure that the contribution volunteering makes to civil society is recognised and accounted for.

Leadership in the volunteering profession

Recognition and valuing of volunteer effort

Promotion of volunteering

Protection and workplace safety

Capacity Building in the Community

Development and Resourcing

Partnerships and Networking

Meeting opened at: 5.45pm Closed at: 6.50pm

1. Welcome

• Grant Lalor welcomed everyone on behalf of the President, Ian Rentsch. He thanked the Board members, in particular Jo Hall who is retiring from the Board after 9 years with VACT. He also thanked Corrs Chambers Westgarth and the Canberra Labor Club for their support, and the National Press Club for the use of their venue.

1. Apologies

• See above.

1. Minutes of Previous Meeting

Motion

That the Minutes of the previous Annual General Meeting are accepted.

Moved: Arthur Wilks Seconded: Peter Wicks

2. Business Arising

• None

1. Appointment of Returning Officer

Jo Hall nominated Ian De Landelles for Returning Officer. All agreed.

2. Presentation on the "Framework on Volunteering" by Ms. E Morgan

• After the presentation, Grant Lalor thanked Ms. Morgan for her work so far and ensured the continued support from VACT and the Board for the Framework.

1. Report from Returning Officer

• Number of nominations received were equal to he number of positions, therefore elections were not required.
• President - Grant Lalor
• Vice President - Kosta Stavreas
• Secretary - Ruth Pratt
• Treasurer - Tim Bourke
• Ordinary Members
• Laura Turnbull - 2yr term
• Norvan Vogt - 2yr term
• Arthur Wilks - 1yr term
• Ian Rentsch - 1yr term

• Grant Lalor thanked the VACT staff for all their hard work and dedication. He noted that VACT still needs to prove itself to ensure its survival, financial and otherwise. He stated that the new Board will work towards the betterment of VACT and its members. He thanked the previous Board, all the members and the Government.

1. Reports

• The President's report was tabled in behalf on Ian Rentsch.

• The CEO's report was tabled.

• Jo Hall spoke briefly to the Treasurer's report. She also spoke about her retirement from the Board and her belief in best practice financial management.

1. Election

• None required.

1. Appointment of Auditor

Motion

That VACT gathers quotes and seeks offers of pro bono from a new auditor.

Moved: Ian De Landelles Seconded: Jo Hall

Motion accepted.

2. Appointment of Public Officer

Motion

That Helen Disney be reappointed as Public Officer.

Moved: Laura Turnbull Seconded: Peter Wicks

Motion accepted.

3. Other Business

• The CEO thanked all VACT staff and encouraged all members to read the reports in the Annual Report. She thanked Rupert Macgregor and Peter Wicks for their contribution to VACT, even though they have moved on to other projects. She also thanked Brendan Lynch and Bill Harris for their support. The CEO thanked the previous Board for their work and welcomed the new Board noting that she is looking forward to working with them.

Meeting closed, 6.50pm.

This past year has been both a difficult and rewarding one for Volunteering ACT. The difficulties have been two fold - the tragedy and aftermath of January 18 and funding.

Much has been and continues to be said about the community spirit of the residents of this Territory. January 18 allowed each and every one of us to either accept community help or to help on behalf of the community. Volunteering in all its facets both patently visible and unremarkably in the background helped overcome this calamity and enriched the generous spirit of community. Our Organisation was instrumental in fostering and facilitating this very visible face of the volunteer movement. On behalf of the Board I thank all those who contributed to this community growth in any way.

Funding appears to be an ongoing problem. The immediate past president in his report last year stated:

"Secondly, Volunteering ACT has experienced problems concerning

This expressed optimism did not become reality. The ACT Government in its 2003/4 budgetary allocations granted us the sum of $50,000 per annum. This amount whilst necessary for the continued operation of the Volunteering ACT is 50% of that received from Government for each of the previous 5 years. We have been able to continue our service to the community and our stakeholders only through the generosity of others and the dedication and generosity of our staff, both paid and volunteers

Volunteering is, unfortunately, seen as just that. A service required by many that is run entirely by volunteers at no cost to anyone. It is not in the public eye to a great extent and does not generate sponsorship and other support as, for example, sporting teams.

We acknowledge our benefactors without whom our continued existence would not be possible. Apart from contracts with the ACT, NSW and Federal Governments and Volunteering Australia we continue to receive a donation from the Labor Club of Belconnen which funds our excellent modern accommodation in its Community Chambers. For this we are grateful and express our appreciation. Other corporate sponsorship of specific projects has been the NRMA's continued funding of Volunteer of the Year Awards; the SPICE program is funded through the support of ACTTAB and the Student to Industry program, SIP, through the Enterprise & Career Education Foundation funded by the Department of Education Science and Training; and Department of Employment and Workplace Relations in assisting with the implementation of the priorities from the "Agenda". The Social Committee from the Commonwealth Department of the same Department has most generously donated a share of the profits from its Trivia Night to assist in the continued provision of our services to our stakeholders and community generally. Guaranteed funding is vital for the continuation of our projects and we thank these bodies and our other benefactors for their continued support. We also thank Corrs Westgarth Chambers for their spirit of community and corporate volunteering in continuing their valuable role as our "pro bono" solicitors.

Perhaps one of the most exciting and far reaching programs in which we participated this year was the Summit to advance the implementation of the initiatives contained in the "Agenda for Volunteering for the ACT Community 2003 to 2007". We provide the secretariat support to the cross sector working group advancing these initiatives. We have continued to assist the relevant authorities to endeavour to resolve public liability matters and have assisted over 300 not for profit organisations with risk management. This has been a time consuming and difficult task. We have assisted numerous organisations to review their volunteer management policies and strategies.

Training is an area that is generally publicly unheralded yet continues to grow beyond our capacity. Given the diversity of the makeup of organisations seeking help it is difficult to

provide training on a strictly commercial cost recovery basis. We currently have approximately 60 Organisations, for example, on a waiting list to participate in a Volunteer Management Workshop.

Another significant initiative during the year for Volunteering ACT was the establishment of a Council of Advice under the Chair of Bill Harris. This body consists of ten eminent invited persons who give sound advice to the Board of Governance on a range of important issues. We are fortunate to have people of the calibre of our Council of Advice to assist our organisation to continue to provide our effective services as a peak body to our stakeholders. I commend them for their work thus far.

The workload of the organisation has increased significantly and for Volunteering ACT to be effective, responsive and efficient this workload must be professionally managed and carried out. This has been admirably done through the dedication and zeal of both our paid and unpaid workers. It is through them that we achieve public recognition and achieve our goals. On behalf of the Board I thank them and commend them for their efforts. I also thank the Board members both individually and as a whole for the professional and dedicated way they have applied themselves for the advancement of Volunteering ACT to the benefit of the community. I welcome the incoming Board of Governance.

Grant Lalor

President.

In its 10^th year as a funded organisation and 14^th year as an incorporated body Volunteering ACT continues its fine record as a leader in the volunteering profession in the ACT and SE region of NSW.

Notwithstanding the difficulties we are experiencing arising from the ACT Government's budget 2003 to 2004, which unfortunately resulted in a 50% decrease in its funding of the peak role, training and referral services, Volunteering ACT has consistently performed well in the past 12 months in promoting and resourcing volunteers and organisations who work with volunteers.

There has been a marked increase in the contribution required of VACT in terms of consultation this year and staff have been very busy consulting with the ACT and Federal Governments, the Peaks forum, Volunteering Australia and our Volunteering Australia network e.g. four paid staff attended a valuable 2-day Networking Conference in Melbourne this year with the network of Volunteering Australia.

Consultations with the ACT Government have been in areas such as

• the draft Social Plan,
• the Economic White Paper,
• the Spatial Plan,
• the draft Recreational Strategy,
• Options and Opportunities for Non Urban ACT,
• post bushfire reviews, and
• ACT budget consultations.

VACT sits on the Joint Community Government Reference Group; and has contributed many hours to monitoring the progress of the implementation of the recommendations of the Poverty Taskforce, the COMPACT, the draft Social Plan, workforce issues such as the SaCS Award, the review of the Community Sector Funding Policy and public liability insurance.

Volunteering ACT is pleased to continue to be involved in the COMPACT through the Implementation Group. A Dispute Resolution Process has been developed and will be presented at a forum on the COMPACT hopefully in February 2004. Substantial work is still ahead in terms of the drafting codes of good practice, which will underpin the document.

VACT worked closely with ACT Treasury to bring to the sector 30 workshops at our premises to assist not for profit organisations to carry out a risk assessment and put in place risk assessment plans. It distributed Volunteering Australia's "Running the Risk" publication to all participants and member organisation and introduced participants to the basic tools for managing volunteers. Urban Services received assistance from VACT in managing insurance issues in relation to volunteers engaged on the "Adopt a Road" program

Numerous other organisations, both Government and non Government, received support on a day to day basis to assist them with various issues as minor as the taxation law in relation to out of pocket costs for volunteers and a procedure for payment, through to marketing, recruitment of volunteers, drafting policy and the management of volunteers.

Last year I was pleased to report the development of the "Agenda on Volunteering for the ACT Community 2003 to 2007" A strategic blueprint for volunteering. Thanks to a small, but very welcome grant, from the federal Department of Employment and Workplace Relations an Implementation Taskforce has been formed to forward the "Agenda" priorities chosen by delegates at the VACT Summit held during National Volunteer Week.

Our Referral Service continues to grow and develop under the guidance of the Customer Service Manager, Ian De Landelles. The number of referrals and placement of volunteers with organisations has increased by 20%; and the establishment of an Outreach Service one ½ day a week in Tuggeranong has filled a much needed gap. Unfortunately this funding was only for a 12 month period and without sourcing additional funds it will be forced to cease in December.

VACT has been approached by ACT Government Department of Disability, Housing and Community Services for advice and support regarding assisting persons with disability to engage in volunteer work in the mainstream community. We are exploring best practice models and are in discussion with People with Disabilities ACT re this matter.

This year has seen a pleasing increase in the number of members in the Sport and Recreational field. VACT has continued its work in partnership with the Olympic Volunteer program to encourage ACT volunteers who were involved in the 2000 Olympics to return to volunteering and has provided many opportunities for these volunteers in sport and recreation events.

It has been very satisfying to note the growing number of people who are "surfing" the web and finding positions on GoVolunteer website, the Volunteering Australia interactive site, or learning about us through our own website. We have been fortunate to have a volunteer Webmaster, Jayahn Saward, on our staff this year who has revamped our site and who keeps it up-to-date and fresh looking on a weekly basis.

Ian has made promoting VACT and volunteering generally a priority this year and you would have no doubt noticed the increased media attention that we have been able to attract. As I write we are about to launch a new look for VACT. Many of you would have noticed the fine work done by Green Words and Images in producing the "Agenda" document. Green Words have been working with us this year to develop an information pack and cover that more truly reflect volunteering in all its broad aspects through a range of images.

As usual the education and training arm of the organisation is extremely busy and thrives under the gentle guidance of Lorraine Higgins, the Education Manager. It is gratifying to note that more and more organisations are now realising the value of education in the volunteering profession for their volunteer managers and their volunteer staff. There is always a waiting list of managers both for the accredited and non accredited courses. Currently there are number of organisations on a waiting list for the Volunteer Management Workshop and VACT is unable to meet the demand for both volunteer and managers training courses. Unfortunately at present without subsidy VACT cannot offer the accredited courses for Managers.

As part of our relationship with Volunteering Australia Lorraine has sat on the Course Advisory Panel which has successfully developed certificate level courses to level 3 in "Active Volunteering" and we continue to work with our national peak through the National Volunteers Skill Centre, to make accredited training more accessible for all.

This year Lorraine has commenced an update of our library resources and she hopes that out of the current very successful round of managers "Learning Circles" she can produce a manager's resource tool kit.

She has also commenced preliminary work on governance training for both the mainstream organisations and people from culturally and linguistically diverse backgrounds, through "It's all Greek to Me".

VACT has accelerated its activity in relation to working with the corporate and business sector. It is attempting to bring to this sector additional opportunity to be involved in their community through employee and corporate volunteering programs. Currently it is working with over 10 corporates in a variety of ways and is about to conduct a small research project into attitudes on and the extent of this type of volunteering through the Canberra Business Council and Volunteering Australia.

VACT has also worked in partnership with ADFA this year to design a data base which will assist professions to donate their professional skills to not for profit organisations and co-ordinate employee and corporate volunteering programs.

We have continued to increase our range of partnerships with corporations and other organisations and strengthen existing partnerships. These include NAB, Westpac, NRMA, CASE, (Computer Assistance Support & Education), the licensed clubs including the Labor Club Group and the Southern Cross. VACT continues to enjoy the support of the Labor Club group through the provision of premises.

NRMA continue to sponsor the Volunteer of the Year Awards and after our most successful event ever this year we are hopeful that it will see its way clear to fund the 2004 Awards.

VACT once again promoted and assisted with the judging for the National Australia Bank Awards for Excellence in Volunteer Management, and at the time of writing we await the announcement of this year's 5 winners.

VACT continues to provide support for development of referral and resource centres in the Southern Region of NSW. It has particularly directed support to the Resource and Referral Centres at Goulburn and Queanbeyan; unfortunately the Queanbeyan Centre remains unfunded and experiences many difficulties in obtaining adequate premises and volunteer staff. VACT hosted a very successful Regional Network Meeting in March with over 20 people attending from the wider region. The meeting brought together people working towards volunteer resource centres, from the South Coast, Crookwell, Cooma, Tumut, Merimbula, Berridale, the Southern Highlands with Goulburn and Queanbeyan staff.

Last year VACT was successful in obtaining a small grant, through Schools as Communities, to conduct an innovative project, SPICE, Students involved in Community Enterprises, that brings together at risk students, businesses volunteering as mentors and VACT. After a very successful pilot it took nearly 6 months of difficult lobbying to finally obtain additional funds through ACTTAB, the Southern Cross Club and the Student to Industry program, SIP, through the Enterprise & Career Education Foundation funded by the Department of Education Science and Training. This funding will cease in December 2003 with no further funding in sight unfortunately.

As you all know VACT played a major role in the registration and coordination of the huge number of spontaneous volunteers who came forward at the time of the firestorm on and post January 18 this year and assisted the Recovery Centre with a number of issues relating to volunteer insurance and the donation of goods and time.

Since that time VACT has recognised need to manage this phenomenon in a more coordinated and resourced way. It has found that very little is known about this in Australia apart from some work undertaken through the NSW COVERRS network through the St George and Illawarra Referral and Resource Centres. VACT with St George and Illawarra presented a workshop on the subject at the recent national EMA, (Emergency Management Australia), Conference.

VACT is now writing an operational plan for the Community Recovery Plan Sub Plan for Emergencies for the management of spontaneous volunteers. One of the hugely beneficial aspects of this period is the way that service clubs have been involved and are now a great deal more connected to the rest of the sector. VACT was privileged to work with the Belconnen Rotary Club and Belconnen Community Service, in the weeks following the fires in conducting a clean up in the Belconnen area. VACT has since worked with the Recovery Centre in contacting all clubs in the ACT in preparation for the 2004 fire season.

I cannot leave discussion about this period without acknowledging the huge stress it placed on the whole sector and the need for healing. VACT's own staff, and those who came forward to help us at the time, including staff from our federal office of FaCS, are to be warmly congratulated and thanked for their supreme effort.

As usual no Annual Report can be complete without taking the opportunity to say other "thank yous". I would like to especially thank my staff of course, both paid and unpaid, for your ongoing support and hard work all year, my President, Mr. Grant Lalor, for his personal encouragement throughout this busy year and each member of the Board of Governance committed considerable time and effort, thank you.

It was a pleasure working with Bill Harris, Chair of the newly formed Council of Advice and each member of the Council. This is an exciting development for VACT and already the individual members and the Council itself have made significant contributions.

Thank you once again to Corrs Westgarth Chambers, for their assistance as our pro bono legal advisors.

This has been a tough period for us all and I have appreciated very much the extra yards everybody has put in, especially in attempting to manage on such reduced resources and also devote time to trying to raise funds. Thank you to the wonderful team of graduates from the Department of Employment and Workplace Relations for including us as a beneficiary of your Trivia Night.

As I write we are about to say good bye to a member of the paid staff who hasn't been with us very long. Merja Tuomi joined us as Administration Officer in March 2003; however her contribution, both in terms of her work and her participation in the day to day "life" of the office, has been enormous. We know you will put as much into your new venture up North and we wish you and your partner all the best.

There are many challenges ahead for VACT, for volunteers and for organisations who work with them due to the changing nature of volunteering and the growing pressure on services, particularly in the aged care area.

The six objectives of the "Agenda" form the basis of VACT's strategic directions for 2003 /2004. However VACT cannot and should not work in isolation to the organisations who work with volunteers, volunteers themselves, the business sector and Governments.

I trust that VACT will be able to restore its financial capacity to continue its considerable contribution to the ACT Community through obtaining funds from the various Departments that utilise volunteers, through their funded programs and direct service delivery.

I look forward to working with all the staff and the new Board of Governance in the year ahead. Thank you.

Mary Porter

CEO

* Past employee

 Acting

ACT Department of Disability Housing & Community Services - Training

Hellenic Club - Provision of venue

Migrant Resource Centre - "Its All Greek to Me" Focus Groups