The Agreement…
The Position and the Duties
- The volunteer is being employed as a camp volunteer under the role defined during their invitation.
- The job description for the role is shown below this agreement
- The volunteer shall perform the duties set out in the job description below contained within this agreement. These duties may be modified and updated by Christian Youth Camps Waihola Inc from time to time following agreement with the volunteer. The volunteer also agrees to perform all other reasonable duties and comply with reasonable instructions issued by the Christian Youth Camps Waihola Inc.
- The volunteer shall report to the Camp Director or to any other management representative of the Christian Youth Camps Waihola Inc.
Person Specifications
Ideally a camp volunteer will:
- Have an interest and capacity to enjoy working with school age children.
- Be able to conduct themselves in a mature manner and be able to deal with children sensitively and with understanding.
- Have experience working with children.
- Have demonstrated the ability to work as part of a team.
- Have the ability to be creative, spontaneous and ready to participate in all camp aspects at a moments notice
Nature and Term of the Agreement
- This Volunteer Service Agreement is an individual agreement entered into under the Employment Relations Act 2000.
- The parties to this agreement agree that the nature of the relationship is a casual “as required” volunteer relationship.
- This agreement is deemed notice to the volunteer that they will be requested to perform duties and the volunteer agrees available for work for the duration the camp as defined in the period above.
- The duration of this casual agreement is as follows:
- The Employer and the Employee are entering into the casual agreement for a fixed period.
- This period shall be defined as above under the agreement period.
- A probation period will apply for the duration of camp to assess and confirm suitability for the position.
- Christian Youth Camps Waihola Inc will provide guidance, feedback and any necessary support to the volunteer. Both parties will promptly discuss any difficulties that arise.
- Any termination must comply with the termination clause in this agreement. This probation period does not limit the legal rights and obligations of the Christian Youth Camps Waihola Inc or the volunteer, and both parties must deal with each other in good faith.
Obligations of the Relationship
- Christian Youth Camps Waihola Inc shall:
- Act as a good employer in all dealings with the volunteer;
- Deal with the volunteer and any representative of the volunteer in good faith in all aspects the relationship;
- Take all practicable steps to provide the volunteer with a safe and healthy work environment.
- The volunteer shall:
- Comply with all reasonable and lawful instructions provided to them by Christian Youth Camps Waihola Inc;
- Perform their duties with all reasonable skill and diligence;
- Conduct their duties in the best interests of Christian Youth Camps Waihola Inc;
- Deal with the Christian Youth Camps Waihola Inc in good faith in all aspects ;
- Comply with all policies and procedures (including the Code of Conduct shown below) implemented by the Christian Youth Camps Waihola Inc
- Take all practicable steps to perform the job in a way that is safe and healthy for themselves and their fellow workers.
Code of Conduct
A camp volunteer at Christian Youth Camps Waihola Inc :
- will always endeavour to model and emulate Jesus Christ in all they do both at camp and outside of camp
- ensure that they follow rules given to them both verbally and posted
- will not talk crudely, use swear words or blaspheme the Lord’s name
- will not lose their temper at campers, staff or any visitors
- will not use any form of abuse (physical, emotional, sexual) against anyone else
- will not do anything that could endanger the health and wellbeing of themselves or anyone else
- will not be found in the opposite sex’s cabin or bathroom areas without good cause
- will not do anything that could endanger the health and wellbeing of themselves or anyone else
- will not do anything towards any camper or other staff member that is in any way inappropriate.
- will not be in possession of drugs or alcohol at camp
- will not bring immoral or occult materials of any type to camp
- will not be in an undisclosed relationship with a camper
- will not be involved in anything that is seen to be damaging or opposed to the camp’s vision and spiritual objectives
The Place of Work
- The parties agree that the volunteer shall perform their duties at the following locations:
- Christian Youth Camps Waihola Inc,
70 – 79 Finlayson Road,
Waihola
South Otago - Any other reasonable location outlined before the camp depending on the type of the camp the volunteer is volunteering at
- Christian Youth Camps Waihola Inc,
Hours of Work
- The parties agree that the volunteer will be available for the entirety of the period specified above and must remain on site except where activities of the camp require them to move off-site.
- The parties agree that the volunteer shall be entitled to a meal break three times daily and will eat with the campers when the campers eat.
- The parties agree that as a residential camp that provision for sleeping will be made however dependant on role this maybe in a location requiring supervision of accommodated campers along with other volunteers.
Wages/Salary/Allowances
- The volunteer is employed on a purely volunteer basis and no remuneration is available except for reimbursement of purchases made by the volunteer for Christian Youth Camps Waihola Inc and only after explicit prior agreement of both parties.
Holidays and Leave Entitlements
- Where the camp dates (as defined specified above) requires work to be undertaken on a public holiday, no remuneration will occur as employee is employed on a volunteer no pay basis.
Sick Leave
- The volunteer shall be required to leave the camp if sick or isolate away from the rest of camp if unable to travel home.
- No renumeration will occur as employee is employed on a volunteer no pay basis.
Health and Safety
- Both Christian Youth Camps Waihola Inc and the volunteer shall comply with their obligations under the Health and Safety at Work Act 2015.
- This includes Christian Youth Camps Waihola Inc taking all practicable steps to provide the volunteer with a healthy and safe working environment.
- The volunteer shall comply with all directions and instructions from Christian Youth Camps Waihola Inc regarding health and safety and shall also take all reasonable steps to ensure that in their duties they do not undermine their own health and safety or the health and safety of any other person.
- The volunteer shall ensure they are familiar with Christian Youth Camps Waihola Inc’s health and safety policies, and any modifications to those policies that may be introduced from time to time.
- CYC Waihola Council of Management has the right to perform random drug and alcohol tests for those ministry staff that are performing safety sensitive tasks such as high risk activities. Drug testing will be performed by external agency if required.
Privacy Obligations
- Christian Youth Camps Waihola Inc and the volunteer shall comply with the obligations set out in the Privacy Act 1993. The volunteer must not breach the privacy of any customer, client or other staff member in the course of their duties at camp.
Camp Cancellations
- In the event that the camp does not take place, no remuneration or redundancy pay will occur as volunteer is employed on a volunteer no pay basis.
Termination of Position
- Christian Youth Camps Waihola Inc may terminate this agreement for cause, by providing seven days notice in writing to the volunteer. Likewise the volunteer is required to give seven days notice of resignation.
- Notwithstanding any other provision in this agreement, Christian Youth Camps Waihola Inc may terminate this agreement summarily and without notice for serious misconduct on the part of the volunteer. Serious misconduct includes, but is not limited to (refer to the Residential Camping Program Policy document for more information):
- theft;
- dishonesty;
- harassment of a work colleague or camper;
- serious or repeated failure to follow a reasonable instruction;
- deliberate destruction of any property belonging to the Employer;
- actions which seriously damage the Employer’s reputation.
- In the event Christian Youth Camps Waihola Inc wishes to investigate any alleged misconduct, it may, after discussing the proposal of suspension with the volunteer, and considering the volunteers’s views, suspend the volunteer whilst the investigation is carried out.
Abandonment of Position
- In the event the volunteer has been absent from work for one consecutive camp day without any notification to Christian Youth Camps Waihola Inc, and Christian Youth Camps Waihola Inc has made reasonable efforts to contact the volunteer, this agreement shall automatically terminate on the expiry of the first day without the need for notice of termination of employment.
Resolving Relationship Problems
- If any issues arise, those should be raised with Christian Youth Camps Waihola Inc as soon as possible so that they can be resolved. If the matter is not resolved either party can seek assistance from the Department of Labour’s mediation service. If the issues are not resolved at mediation, they may be referred to the Employment Relations Authority.
- If the issue is a personal grievance, the volunteer must present that grievance within 90 days of the event giving rise to the grievance, or after further time if allowed by Christian Youth Camps Waihola Inc or where the Employment Relations Authority grants an extension of time.
The following a job descriptions for specific roles a volunteer may be placed in:
- Camp Director
- Programme Director
- Speaker
- Cook
- Camp Parent / Day Helper
- Cabin Leader
- Junior Leader
- Leader in Training
Camp Director Job Description
- Periodically liaising with the Operations Manager and Ministry Camps Coordinator to update them and get relevant information regarding your camps details
- With help from the Camping Committee and Ministry Camps Coordinator , find cooks, speakers, cabin leaders and other relevant volunteer staff for the camp
- Ensure the smooth running of the camp program during the duration of camp
- Ensuring camper follow up occurs after camp finishes
- Submitting a written camp report at the end of camp to the Camping Committee
- To take on the responsibilities of a cabin leader when required at camp with the following duties:
- To be responsible for a cabin group of campers at camp and look out for their interests throughout the camp period
- To take cabin camper devotions each day within your specified cabin group or breakfast devotions as required.
Programme Director Job Description
- Programme Director will be responsible for the smooth day-to-day running of the camp program.
- To manage the responsibilities of a cabin leader when required by the camp director with the following duties:
- To be responsible for a cabin group of campers at camp and look out for their interests throughout the camp period
- To assist the Camp Director as required.
Cook Job Description
- To ensure the camp has healthy nutritious food provided for each meal and throughout the duration of camp
- To ensure any special diet requirements of campers are fulfilled
- To ensure the kitchen is operated in a safe and hygienic manner
Speaker Job Description
- To create inspired and creative Bible talks aimed at the camper’s level
- To take on the responsibilities of a cabin leader when required by the camp director with the following duties:To be responsible for a cabin group of campers at camp and look out for their interests throughout the camp period
- To assist the Camp Director and Camp Program Director as required.
- To take cabin camper devotions each day within your specified cabin group or breakfast devotions as required. your specified cabin group or breakfast devotions as required.
Camp Parent / Day Helper Job Description
- To be assist with and suppliment the camp program for the Camp Director and/or Camp Program Director when required.
- To assist the Camp Director and Camp Program Director as required.
- the Camp Parent are responsible to the Camp Director and the Operations Manager and Senior Coordinatior.
- the Camp Parent are responsible for helping Cooks, Speaker, Cabin Leaders and Junior Leaders when directed by the Camp Director.
Cabin Leader Job Description
- To be responsible for a cabin group of campers at camp and look out for their interests throughout the camp period
- To assist the Camp Director and Camp Program Director as required.
- To take cabin camper devotions each day within your specified cabin group or breakfast devotions as required.
Junior Leader Job Description
- To be responsible for a cabin group of campers at camp under the direction of the Cabin Leader and look out for their interests throughout the camp period
- To assist the Cabin Leader for your cabin.
- To assist the Camp Director and Camp Program Director as required.
- To take cabin camper devotions each day within your specified cabin group or breakfast devotions as required.
- To learn about and gain skill for future cabin leadership at future camps.
Leader in Training / Junior Helper Job Description
- To assist the Cabin Leader for your cabin if placed in a cabin group.
- To assist the Camp Director and Camp Program Director as required.
- To learn about and gain skills for future cabin leadership at future camps.