Volunteer Committee Meeting 02-07-2008

Thursday, February 7, 2008 - 1:30pm - 3:00pm
Status of Minutes: 

1.    The minutes were approved by all attending members.
2.    Volunteer Handbook Revisions:
a.    At length discussion about the volunteer policy handbook.  Part by part the questions and revisions were reviewed and corrected.  The most revised version was emailed out on 2/14/08 for revisions.  Mary Anne is leaving town in late March for 6-8 weeks and would like all revisions completed by that time.
b.    The insurance chart was discussed and first draft is being constructed by Chris.  This chart will break down what coverage each volunteer has for each region.
c.    The cover letter explaining the Volunteer Service Agreement needs to be revised with the newest information.  Bullet points should be added about the insurance policy and it should be short and to the point.
3.    Background Checks:
a.    Katy presented the research on what types of background checks are available for non-profits.  As a committee, we should be aware of what is available to manage the risks for our volunteers and the organization.  In future policy development (youth, leadership, safety) this is something to consider.  Please review the documents and consider the best way for the Trail Conference to screen potential volunteers who will work with vulnerable scenarios.
4.    Data Base:
a.    Katy explained the status of the database and volunteer recruitment.  New policies and procedures and a step-by-step clean up of the data base is being completed.  Currently, all interest is recorded in a new volunteer interest screen and new screening processes are being defined. 
5.    Youth Policy
a.    Youth policy will be similar to the ATC youth policy.  This will be our next major discussion.  A decision was made to not work with youth at the BM camp until we have a clear policy.
6.    Next meeting: March 13th @ 1:00 pm