working with groups 2

Welcome to Norfolk Botanical GardenWelcome to Norfolk Botanical Garden

155 acres of beauty

The mission of Norfolk Botanical Garden is to enrich life by promotingthe enjoyment ofplants and the environment through beautiful gardens and educational programs.

Working with Volunteer GroupsWorking with Volunteer Groups

Working with Volunteer Groups

Approach Recruit Schedule and Organize on a regular basis

Things Really Happen In This OrderThings Really Happen In This Order

OrganizeApproachRecruitSchedule

What Groups Do for the GardenWhat Groups Do for the Garden

At Norfolk Botanical Garden groups work with

Horticulture Weeding, mulching, planting,

moving Facilities Cleaning and setting up for events Maintenance Painting

Group from Bishop Sullivan Catholic High SchoolGroup from Bishop Sullivan Catholic High School


Membership Mailing Putting new member packets

together Weddings Putting wedding packets together Volunteer services Putting new volunteer packets

together


Education Sorting, organizing, inventorying

supplies

Planning is ImportantPlanning is Important

Prepare your project. The first two questions I always ask when a volunteer request comes in are:

“Who will supervise them?” and

“Where will they go to the restroom?”

Planning is ImportantPlanning is Important

If you need a more formal project proposal, ask the person who requested the volunteers to write it up. Work as a team to figure out the site where you will gather them together, the tools needed, etc.

Groups require on-site orientation and supervision. This can be done by staff or a regular volunteer who is familiar with your agency and can trouble shoot.

Recruitment

Where to Find GroupsWhere to Find Groups

Volunteer Hampton Roads SVAVA ODU Main Street NSU Volunteer Fair High schools – including vocational track

students Corporate volunteer fairs Amerigroup Capital Group Companies

Military GroupsMilitary Groups

Military groups: Combined Federal Campaign and United Way agencies can get on the Plan of the Day when you are looking for volunteers

The Garden is also on the plan of the day thanks to people in offices I don’t know; sometimes they see it in the newspaper

Chaplain’s Office on a ship organizes COMRELS (community relations)

AdministrationAdministration

We use two types of paper work to track volunteers:

A short individual informational form emailed to the group contact before the event that each person brings in that day

Group forms, especially for regular, large groups. Each person from the group signs in personally when they arrive.

Very Important! Very Important!

Always get an off site emergency contact !!!!

For a military group, it can be the Chaplain’s office, orSenior Command Officer

Make sure it is on your individual short form

Supervision

Volunteers have to be supervisedVolunteers have to be supervised

On site, by staff or an experienced volunteer who knows how to trouble shoot, and this can be augmented by the group itself

Military groups who come out regularly often have a person in charge of that group who will instruct others

For school groups and young volunteers we require at least 1 adult working alongside every 5 students

Can You Get Your Own Work Done?Can You Get Your Own Work Done?

It will seem as though you’re not getting your own work done, but 10 people x 3 hours = 30 hours of accomplishment

Help the staff see this by pointing out how long it would take them as one person to do everything

Honor staff preferences. Some won’t want groups, others love them. Make them comfortable as well.

It’s Not Always ParadiseIt’s Not Always Paradise

Don’t Be Afraid to Say NoDon’t Be Afraid to Say No

Don’t be afraid to limit the size of the group

Check your schedule: some groups have certain days they must come out, but if that’s the day of your big event, you might have to send them elsewhere

If it is a group that didn’t meet expectations, gave you trouble, and they still want to come back, you can say no.

EvaluationEvaluation

Were they good to work with? Did the project get done? Were there problems? Do you want them back?

Don’t be afraid to take chances

Love Your Groups and They Will Love You Back!

Onward!

ResourcesResources

VOLUNTEER Hampton Roads400 West Olney Road, Suite BNorfolk, VA 23507Phone: (757) 624-2400Fax: (757) 624-3618www.volunteerhr.org

Southeastern Virginia Association for Volunteer Administration

PO Box 8223 Norfolk VA 23503Yahoo Group: [email protected]: Shandran Thornburgh, Virginia Living Museum

ResourcesResources

ODU Main StreetTami Park FarinholtCoordinator Center for Service & Civic Engagement Office of Student Activities and LeadershipOld Dominion University1071 Webb CenterNorfolk, VA 23529757.683.3065 (office-direct) / 757.683.6948 (center)757.683.6088 (fax)[email protected]@odu.edu

ResourcesResources

Norfolk State University Volunteer FairAlinka A. PollockNorfolk State UniversityOffice of Student Activities & Leadership Student Activities Coordinator Office (757) 823-8200 Fax (757) [email protected]

The Capital Group Companies Jennifer Morgen, Secretary, HRO Contributions Committee757-670-4854 [email protected] 5300 Robin Hood Road NE540, Norfolk, VA 23513-2407

Come visit the Garden!

PresenterPresenter

Presented at the Hampton Roads Association of Environmental EducatorsConference September 15, 2011

Debra Burrell, Volunteer Services ManagerCertified in Volunteer AdministrationNorfolk Botanical Garden6700 Azalea Garden Rd, Norfolk VA 23518757-441-5830 ext. [email protected]