12 Illinois Parks and Recreation

A Schaumburg Park District volunteer teaches a young girl how to plant flowers of Spring Valley's Backyards for Nature Fair.

The 15,000 hours that volunteers at the Schaumburg Park District put in teaching classes, planting shrubs, assisting with events and raising park district foundation money saved the park district and community over $120,000 in fiscal year 2003. In fact, nearly all the part-time staff of over 50 at the district's Spring Valley Nature Sanctuary are volunteers. And annual events such as Schaumburg's Splash, Pedal, Dash Triathlon or the IPRA's Western Open Golf Tournament just wouldn't happen without donated people power. Large events like these, with over 2,000 participants, can require 50 to 100 volunteers at a time.

Volunteers are invaluable resources to park and recreation agencies. Clearly, it pays to put your agency in a position to more effectively tap into this group of people who are ready, willing and able to help. Your goal should be to recruit and retain more volunteers. And you can achieve that goal by formalizing your volunteer program across your entire operation.

First, you need to establish an organized volunteer management system. One person in each department should be responsible to keep track of volunteers. Contact information, interests, availability and an updated spreadsheet showing how many hours a person donates each month should be available for each volunteer.

This information can be used district wide so volunteers can be contacted if a program is short on help. Also, the tallied hours can be tracked for recognition purposes.

Your organization may have a handful of current volunteers but may need more to produce events and programs. If you are in need of volunteers, here are some low-cost recruiting tips:

1. Place a full-page volunteer application in the seasonal program brochure. The application should gather potential volunteers' contact information and should solicit their availability and the sorts of jobs they would like to perform for the district. Be sure the volunteer application contains the address, phone number and name of your agency's volunteer coordinator.

2. Distribute a pamphlet or flyer at recreation programs and facilities. Include information on the benefits of volunteering, a volunteer application, task descriptions and the programs or services for which people can volunteer.

3. Use your outdoor signs, your agency web site, your local cable station and press releases to your local newspaper to announce your needs.

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4. Hold a "Volunteer Information Night" with current volunteers recruiting newcomers. Testimonials are priceless and potent advertisements. (Make sure to provide food and drinks!) And, of course, having great volunteers recruit friends and family should be encouraged!

5. Distribute monthly newsletters to current volunteers to remind them to volunteer and to notify them of upcoming volunteer opportunities well in advance.

6. Contact your local volunteer center for a list of volunteers. Usually there is an annual fee, but it is worth the investment.

7. Tap into the schools. Some high schools require volunteer hours for graduation. High schools often have student clubs whose purpose is to provide volunteer work for the community. Get your agency on their volunteer organizations list.

8. Contact civic groups such as the Jaycees, Rotary, Lions, Elk, or Boy and Girl Scouts. Many of these groups require volunteer or community service. Contact each group's leader to get on their list of community service opportunities.

9. Check out faith-based opportunities. Religious organizations often have volunteer requirements for youth attending religious education classes. Inquire with their educational director.

The Schaumburg Park District reserves an entire page or each season's catalogue for a volunteer application. This informs the community of the need for volunteers.

An orientation and training program is an important part of the volunteer program. Give a manual or list of guidelines and responsibilities to each volunteer. A volunteer orientation night can provide information and allow newcomers to become acquainted with your agency and each other. Make sure to give volunteers information on specific duties, responsibilities and training in advance. This relieves their fear of the unknown.

Also, note the consequences for inappropriate actions by volunteers.

Since volunteers may act as agents of the agency, it is advantageous to put them under the agency's worker's compensation and general liability insurance policies. Volunteers can get injured on the job, just like paid employees. Worker's compensation insurance can cover injury claims by volunteers who might get hurt in the line of duty. Including volunteers under the general liability policy provides coverage in case the actions of a volunteer cause injury to others. Coverage premiums depend on how many volunteers work, how many hours and the risk level of the positions held. Compared to the potential payout involved in a lawsuit, covering volunteers under these policies is a relative bargain.

Remember, volunteers often work with children or handle money. That's why you need to screen each potential volunteer 18 years of age and older. (At age 17 the public record of criminal history begins.)

14 Illinois Parks and Recreation

An agency needs the authorization by the person to conduct a background check. You can work with a county, state office or with a private company to complete background checks. Background checks cost a nominal processing fee, but are well worth it.

This April, Schaumburg Park District honored its 2004 Outstanding Volunteer Award Winners. Volunteers Glenn Dunn and Peg Dunn celebrate their service along with Megan Melendez, special events/volunteer supervisor for the district.

You're likely to keep volunteers if they enjoy what they are doing and are recognized for their efforts. They want to know that their time and help is valued. There are many ways to show thanks and gratitude to volunteers.

1. Invite all volunteers to an annual volunteer recognition banquet in April (which is National Volunteer Month). This can be hosted at a community center or, even nicer, at a banquet facility. Provide appetizers and beverages. Have an awards ceremony to honor the top volunteers in each department. Award categories could be: volunteer of the year award, most enthusiastic volunteer and best group award (for schools, scouts,

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companies, etc). Give each volunteer a gift such as a t-shirt, sweatshirt or hat with the agency and volunteer program logo. Take a picture of all the volunteer attendees and provide a border for signatures. Frame the picture display at agency facilities throughout the year. Bring previous years' pictures to the banquet for people to see.

For More Information To find out more about organizing a successful volunteer program, check out these sources: The Volunteer Management Handbook edited by Tracy Daniel Connors. Availiable on the International Festivals and Evenets Association web site (www.ifea.com/shop). Volunteer Management: Mobilizing All the Resources of te Community by Steve McCurley and Rick Lynch. Leadership and Management of the Volunteer Programs: A Guide for Volunteer Administrators by James Fischer and Kathleen Cole.

2. Establish a point system for volunteers to earn points towards rewards. These rewards can be at little or no cost but must be valuable to the volunteer. Such rewards can be a daily use pass to the fitness center, a bucket of range balls, golf passes, free programs or a personal training session. Provide increasingly valuable rewards as additional points are earned. One central person in the agency should be responsible for obtaining all volunteer hours from each of the departments. Volunteers then can contact this person to redeem points for rewards. Rewards in a gift certificate form are easy to provide and redeem.

3. After each large event, provide a thank you lunch for volunteers. Host a holiday event in December as a thank you and a volunteer picnic in August.

4. After the April volunteer recognition banquet, prepare a press release informing the local paper, radio and television stations who the award winners were. Also, list volunteer names in a seasonal program brochure.

Most people volunteer because they enjoy giving their time and talent to the community. However, volunteers who feel appreciated are more apt to continue to volunteer and encourage others to volunteer. A volunteer point system program can assist in retaining volunteers as they are continually rewarded for their efforts.

You can't buy the love or the loyalty of a great group of volunteers, but taking the time to put together a formal volunteer program will direct a great group of helpers to come your way for free.

Laura Gallagher, CPRR is the community recreation center manager for the Schaumburg Park District.

16 - Illinois Parks and Recreation