Ninewells Community

Garden

Volunteer Handbook

CONTENTS

WELCOME 3

WHO WE ARE 3

Introduction 3

Our aims 4

Board of Trustees and Staff 4

KEEPING IN TOUCH 4

VOLUNTEERING WITH US 5

PROCESS 6

ORIENTATION 7

POLICIES AND PROCEDURES 8

Role profile 8

Expenses 8

Health and Safety 8

Insurance and Accidents 9

Confidentiality and Data Protection 9

Equal Opportunities 9

Adult and Child Protection 9

Concerns or grievances 10

APPENDIX 1: HEALTH & SAFETY IN THE GARDEN 11

First Aid 11

Weather 11

Hygiene/infectious agents 11

Stings and allergies 11

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Tools and chemicals 11

Gardening Tool Safety 12

WELCOME

On behalf of the Trustees of Ninewells Community Garden, welcome to our Volunteers’ Handbook. We hope you will find the following information useful.

Without the support of volunteers the Ninewells Community Garden would not be able to function, so we very much value your time, effort, enthusiasm and skills whether it is working at the garden or helping out with administrative tasks. We hope the benefit is mutual by way of our volunteers being able to learn new skills, while enjoying physical exercise pleasant surroundings and good company. Working together as a team and sharing our garden experiences we feel is very important and this is something we wish to develop amongst our volunteers. The purpose of the handbook is to give practical guidance to our volunteers, about the structure and aims of the garden and how volunteers can make best of the facilities we offer. There is also advice on health and safety which we take very seriously. Please take some time to read through the contents, so you are familiar with our volunteer policies, which are there for your comfort and to enhance your enjoyment of working as a volunteer.

Finally a very big thank you for your support in developing and maintaining the Ninewells Community Garden and we hope this will continue for many years to come.

Derek Ritchie Chair

WHO WE ARE

Introduction

Ninewells Community Garden is located within the Arboretum Woodland at Ninewells Hospital. The vision for this garden is to create an outdoor environment to benefit patients, visitors, staff and the local community. The garden, and its wider woodland Arboretum provide a pleasant green space for patients’ rehabilitation, walking or relaxing, as well as a space for the wider community to meet, exercise, picnic and play.

The mission of Ninewells Community Garden is to promote physical activity and good health through community gardening in an environment where horticulture supports wellbeing; and can also support therapy and rehabilitation. Within this mission, we

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strive to provide an inclusive environment where our volunteers can share and learn more about the benefits of gardening.

Our aims

Encourage participation by a wide range of people of all ages and abilities in garden-related activities that are creative, sociable, educational, healthy and/or enjoyable.

To provide a comfortable environment that provides opportunities for quiet reflection.

Encourage awareness and appreciation of sound environmental principles and practices that protect and promote biological diversity and the retention of wildlife.

To provide a safe, accessible, and inclusive environment for gardening activities which encourage unity, identity, community spirit and partnerships.

To offer opportunities for education, training and work experience in garden related information and activities for people of all abilities and also to provide a forum for the sharing of knowledge and skills.

To promote awareness of the benefits of gardening, growing food, and related outdoor activities.

To help promote equal opportunities without discrimination of gender, disability, ethnic origin, sexual orientation, political, religious and other beliefs.

Be economically sustainable in the long term.

We receive income from a variety of sources, including grants from charitable trusts and donations.

Board of Trustees and Staff

The NCG charity is managed by its trustees who share a passion for gardening, and believe in the therapeutic benefits to promote physical and mental wellbeing. The trustees meet monthly and manage the strategic requirements of the charity.

The full-time garden facilitator is on site 3 days a week to support use of our garden and is responsible for:

Ensuring the smooth day-to-day running of the project Providing supervised gardening sessions, as well as creative enjoyable

activities that are targeted at disadvantaged groups Promoting the use of the garden by volunteers and visitors Maintaining administrative control of the project through appropriate policies,

monitoring, communication and funding applications.

KEEPING IN TOUCH

All volunteers are provided a point of contact, which will generally be the garden facilitator. They will provide resources and support to you; deal with any queries you may have and handle the administrative details such as travel expenses, protective clothing etc. The facilitator can be contacted at the address and email on page 4.

All volunteers will receive email updates, please make sure that your contact details are up to date. For volunteers not on email, we will call or text: please let us know

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which you prefer. Information will also be posted in the garden room, notice board and via social media; our Facebook page is www.facebook.com/ninewellsgarden

In the event of a session being cancelled, we will contact you by your preferred method of communication as soon as possible. If you cannot attend a session, please let us know at your earliest convenience.

For all enquiries, please contact the garden facilitator:

facilitator@ninewellsgarden.org.uk0754 074 60757 Tom MacDonald AvenueDundee, DD2 1NH

VOLUNTEERING WITH US

As a volunteer-led project, volunteers are integral to the ethos, development and maintenance of the therapeutic garden. Volunteers can be involved with daily gardening tasks; delivering workshops and activities; designing new areas of garden development; planning and running events and welcoming visitors to the garden. We are always keen to build on volunteer’s interests, skills and experience and therefore encourage suggestions and ideas – if there is something you would like to be involved in, let us know!

Volunteers of all walks of life are welcome to participate in this project. We do not expect new volunteers to be an expert, or even to have any previous gardening experience. We welcome an array of skills such as administration, marketing, events, design, DIY, landscaping etc.

We offer a number of flexible options for volunteering. You may choose to become a core member of Ninewells Community Garden. A core volunteer will be a regular attendee to the garden (we ask roughly 3 hours per week, for a minimum of 6 months) and will also be a member of the Ninewells Community Garden charity. Core volunteers support the garden, attend volunteer meetings when possible, and attend the Annual General Meeting (AGM). We ask core members to provide us with two references.

Alternatively, you can become a casual volunteer – someone who will help in the garden from time to time, but without the regular commitment. A casual volunteer may request to become a core volunteer at any time (we will ask for 2 references).

We also work with a range of partner organizations who may choose to participate in a number of ways: by visiting the garden with service users (on a regular or occasional basis) to carry out gardening activities; or by referring clients to us as volunteers

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PROCESS

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ORIENTATION

The community garden is a space for everyone to enjoy. Most areas are tended communally, but please note that the raised beds and small metre-squared vegetable plots are cared for by individuals and groups and therefore should be left alone. If unsure, please ask.

The garden room contains drinking water, tea/coffee and biscuits as well as hand wipes and sanitizing gel. There are also files & books with useful gardening information to support volunteers. If there is anything you’d like to see which appears not available, please let us know so that we can locate appropriate resources; equally, please suggest any materials that you’ve found useful. For a list of up-to-date gardening tasks, please see the whiteboard (please add ideas and suggestions). Do feel free to spend time in the garden room: reading, watching the birds or warming yourself by the fire.

The tool shed is where you will find most of our garden tools including knee pads, twine etc. Please let the facilitator know if any tools are broken or if you can’t find something.

The large hut contains the power tools, DIY equipment, mosaic supplies, seeds, and netting / fleece etc. There is a sign in sheet inside the door – please sign in if the facilitator is not present.

Pots and seed trays are stored in the Polytunnel. There is a supply of wood chips and composts behind the tunnel and some composting bins and cold frame.

Please note that we do not have toilets in the garden at present (due 2017). The nearest toilets are: 1. Within the nurse’s accommodation (from the bottom garden gate turn left and walk approx 5 minutes until you see an overhead walkway – enter the door underneath and the toilets are at the bottom of the stairs) and 2. Behind the mobile theatres (from the top gate turn left and head towards the end of the mobile theatres on your left. Go behind these theatres, enter the door, turn left then first right - the toilet is on your right).

We do not currently have running water or electricity in the garden. Watering plants is done with the water in the large white containers (IBC’s) - not for drinking! Drinking water can be found in the garden room and is refilled either at the Out to Lunch Café in the nurse’s accommodation (the large flasks can be filled with hot water at the café until 1.30pm).

There are rubbish bins in the garden room and polytunnel as well as a bucket for food waste, which is fed to our wormery. Plant material can be composted in the large bins in the bottom corner of garden or behind the polytunnel – please note which bin is currently in use.

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POLICIES AND PROCEDURES

Ninewells Community Garden understands the importance of providing information on our policies and procedures. These are to ensure everyone understands their role as a volunteer, how to volunteer safely, access resources and get the best experience from volunteering with us.

Role profile

All volunteer positions have a role descriptor, which describes the details of the role’s responsibilities and requirements and to ensure you are clear about the activities you are undertaking. If you have not seen a copy of your role profile, or would like to discuss the role further, please speak to the garden facilitator.

Expenses

Ninewells Community Garden recognises that the reimbursement of expenses incurred in traveling to and from the place of volunteering or in the course of volunteering is important from an equal opportunities point of view. This is necessary to ensure that all individuals have access to voluntary opportunities.

We will reimburse travel to and from the garden, subject to the production of receipts as evidence of the expenditure. All expenses must be submitted on a Volunteer Expenses Claim Form to your point of contact, copy of which is included in the application pack. Please submit expenses within a month of undertaking the activity

Health and Safety

By law, everyone is responsible for looking after their own safety and that of their colleagues at all times; including volunteers. Please read or listen to and follow any health and safety guidance you are given and ask for clarification of anything that you are unsure about.

You must provide us with details of any medical conditions relevant to your role and provide emergency contact details as requested on the volunteer application form. If you observe anything that you think might be unsafe or you are involved in or see an accident or near miss you must report it to us.

When working in the garden, please look after yourself. Everyone works at their own pace and has their own limitations; if you need to rest please do so. Please dress appropriately for garden work: sturdy shoes or boots and warm / waterproof clothes as appropriate. We will provide all volunteers with gloves to wear and can supply regular volunteers with protective clothing (after 3 months volunteering); we also have protective clothing that can be borrowed. We keep a supply of suncream for sunny days and drinking water at all times, these can be found in the garden room.

We prefer that volunteers do not work alone in the garden, but appreciate that sometimes this is necessary. If you are working alone, please ensure you sign the sign in sheet in the large hut, so we can keep a record of volunteering hours.

For more information, please see Appendix 1.

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Insurance and Accidents

All volunteers are insured by Ninewells Community Garden for their volunteering, as long as they are undertaking activities agreed by us, have followed our policies and procedures and any instructions or guidance we have given. Personal equipment and belongings are not insured. In cases where a volunteer or event attendee has suffered injury due to explicitly ignoring safety advice given or through unreasonable behaviour, Ninewells Community Garden cannot accept liability.

Confidentiality and Data Protection

Ninewells Community Garden holds volunteer details and volunteering records to document the contribution made by volunteers, for insurance purposes, health and safety purposes and reporting purposes. We will not pass on your information to third parties. If your details change, it is important that you update us with your new details.

You must not disclose any information you are given in confidence to any person. If you have information of a confidential nature that you wish to pass on to us, you should speak directly to either the facilitator or one of the trustees, who will assess the sensitivity of the information and act accordingly.

You must not pass on the contact details of other volunteers without their prior consent. Please also note that the principle of confidentiality remains once you are no longer a volunteer with us and you should not disclose sensitive information obtained whilst a volunteer under any circumstance.

Equal Opportunities

We recognise that everyone has a contribution to make to our society and a right to equal opportunity. No job applicant or employee, member, volunteer or organisation/individual to which we provide services will be discriminated against by us on the grounds of:

• Gender (including sex, marriage, gender re-assignment);• Race (including ethnic origin, colour, nationality and national origin);• Disability;• Sexual orientation;• Religion or belief;• Age.

This policy applies to all staff, including senior managers and the board of trustees, paid staff, volunteers and sessional workers, students or anyone working on behalf of Ninewells Community Garden. A copy of our full policy is kept in the garden room, and can be viewed at any time or by request.

Adult and Child Protection

Ninewells Community Garden aims to protect all individuals (including staff, volunteers, children or members of the public) from any situation of abuse by promoting respect, rights, dignity and freedom of choice for all individuals.

We recognise that:

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The welfare of people is paramount All children, regardless of age, disability, gender, racial heritage, religious

belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse

Working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people's welfare.

Copies of our full Adult and Child Protection Policies are kept in the garden room, and can be viewed at any time or by request.

Concerns or grievances

We hope you will not encounter any issues while volunteering with us, but we appreciate they may arise. Ninewells Community Garden seeks to ensure that volunteers' views are heard, noted and acted upon promptly and aim for a positive and amicable solution. The garden facilitator is responsible for handling problems regarding volunteer complaints or conduct. Support will be provided by the organisation to the volunteer while it endeavours to resolve the problem in an informal manner.

If an amicable solution cannot be found, the complaint may be referred to the board of trustees for further consideration. In extreme cases, if the volunteer’s behaviour is deemed to be in conflict with the charity’s policies and procedures, the volunteer may be asked to leave and removed from the volunteering database.

Finally

We hope that you enjoy your experience of volunteering with Ninewells Community Garden. If you have any ideas or suggestions about how the project can be improved, please do let us know.

For more information, please contact:

facilitator@ninewellsgarden.org.uk0754 074 60757 Tom MacDonald AvenueDundee, DD2 1NH Or get in touch with us through our Facebook page

www.facebook.com/ninewellsgarden

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Appendix 1: Health & Safety in the Garden

First AidThere is a first aid kit in the garden room (on shelves) and in the large hut on the back shelf directly opposite the door. A+E is just a few minutes walk from the garden.

Safe tool useIf you are unsure of how to use a tool, please ask. Please brush soil from all tools after use. If using canes, please top with a cane-topper to avoid eye injuries. Do not leave tools lying flat on the ground where they can be stepped on or where someone can trip on them. See below for more detailed information.

WeatherSun: It is advisable to wear long-sleeved shirts, trousers, sunglasses and a wide-brimmed hat between 12 and 3pm, and to use sunscreen. Some plants are photo-toxic, meaning contact with them can induce skin reactions when exposed to sun e.g. hogweed and parsnip which we have growing in the garden – if in doubt, please ask.Cold: being outdoors during the UK winter may not suit everyone. Extra care is needed with regard to wet and icy paths etc. – for some individuals, outdoor gardening may be ill-advised during winter.

Hygiene/infectious agents One of the most effective ways to minimise these risks is through regular hand-washing – especially before eating or touching food. Please note that we do not have running water on-site - in this instance hands should be cleaned with baby wipes and sanitising gel. There are accessible hand-washing facilities throughout Ninewells. Tetanus: a soil-borne bacterial agent which can cause illness if allowed to enter the body by way of a cut or graze. Tetanus is also found in rusty metal e.g. fencing wire. Please ensure your tetanus vaccinations up to date and cover cuts and grazes with waterproof dressings while working with soil.

Stings and allergiesPlease be aware that there are a number of beehives near to the garden – please exercise caution if you are allergic to bee or wasp stings.

Tools and chemicalsHeavy lifting: gardening can involve many tasks that might cause strain injuries to the back or other areas of the body - lifting heavy pots or sacks of compost, digging, or stooping to plant into the soil. Good posture and technique includes bending the knees and keeping the back straight. Tools should also be of the correct height for the user – we have a variety of tools with different handles and of different weights – please ask if unsure. Mechanised tools can present extra hazards because of their speed, power and sharp moving parts. Please do not use the petrol mower or strimmer without permission and instruction.Garden chemicals: The garden uses a limited number of paints and fertilizers, which are stored in the large hut. Please ask for instruction before using.Natural substances should also be treated with care, as some liquid fertilizers e.g. rhubarb leaves, can be toxic.

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Gardening Tool Safety Prior to use, always inspect garden hand tools for defects or damage Always use the proper garden tool for the job. Wooden handles will break if

improperly used. For instance, do not use a shovel when you need a metal digging bar, or a shovel, rake or hoe when you need a pick.

If you don’t know how to use a tool, ask for training from the facilitator. If a tool breaks when you’re using it, stop using it immediately. Do not leave tools lying flat on the ground where they can be stepped on or

where someone can trip on them. Note some tools are safest when on the ground and not vertical. Use good judgement.

Wear personal protective gear appropriate for the gardening task and weather conditions.

Use eye protection when the garden tool produces flying, crumbling, chipping, sparking, or splintering debris.

Consume an adequate amount of water for gardening weather conditions. Please ask for water if thirsty.

When gardening in warm weather, take frequent breaks in the shade. Keep the cutting edges of garden tools sharp. When cutting, always cut away

from the body. Rotate gardening tasks frequently to reduce the potential for repetitive motion

injuries. Stand with your back straight when using long-handled tools such as hoes, rakes,

and shovels. It is important to use tools appropriate for your height. Take advice on this.

Protect your back when picking up heavy items by maintaining a straight back, bending your knees, firmly grasping the object, and slowly lifting with your legs.

Avoid using garden tools above your shoulder height. Always be aware of other who may be near you when working, especially when

using tools that swing or that may send debris flying. Rule of thumb is two tool lengths between you and the next person.

Do not horseplay with garden tools. Digging with your bare hands can result injuries such as cuts, punctures, or insect

bites. Use a hand trowel or other tool and gloves instead of using your bare hands.

When finished, clean garden the tools and put them away before returning them to the shed.

Useful Links www.trellisscotland.org.uk : Scotland’s charity for therapeutic gardening www.thrive.org.uk : another UK charity supporting health with gardening. Useful

tips and helpful links page to other resources www.carryongardening.org.uk : maintained by Thrive charity and contains useful

information about gardening with disabilities or difficulties such as with a weak grip, with one hand, seated or from a wheelchair, after a stroke and with heart disease, when you can’t bend easily, for blind or partially sighted people.

www.rhs.org.uk : the Royal Horticulture Society website with a whole host of information about gardening

www.farmgarden.org.uk : the Federation of City Farms & Community Gardens also full of relevant gardening tips

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