Cultivating Your Volunteer Garden

1. Cultivating Your Volunteer Garden How to Grow Your Event Volunteers Into Tomorrow’s Leaders

2. Who Are We? • Worked with over 81 nonprofit and government agencies; • Certified Trainer in the Best Practices of Volunteer Management; • Presented on the volunteer generator model; • Nonprofit Management, Johns Hopkins University; and • AmeriCorps Alumna.

3. Baltimore Main Streets • Central coordinating agency for Baltimore’s nine Main Street neighborhoods; • Baltimore Development Corporation; • Third largest urban program; and • Three full-time staff.

4. Results • 385 façade improvements; • Over $2.9 million in private investment; • $5 million in public improvement projects with another $2.9 million in planning stages; • 264 net new businesses; • 780 net new full-time jobs; and • Over 49,000 volunteer service hours valued at $884,127 to Baltimore.

5. Baltimore Main Streets Major Initiatives

6. Miracle on Main Street • Over 800 retailers; • 75 million media impressions; • Car, cruise, airplane tickets, and neighborhood gift baskets; • Supermarket Sweep; • Public-private partnerships; and • Neighborhood events.

7. Baltimore Main Streets • Trash Initiative; • E. Monument Street Canopy Removal; • The Sphinx Club; • Pigtown Property Acquisition; • Pennsylvania Avenue Facades; and • Federal Hill Comfort Station.

8. Session Goals At least one volunteer management resource; Best practices of volunteer management; Increased comfort level with disciplining volunteers; Ideas for volunteer recruitment; and Have fun!

9. Group Discussion What are your challenges related to volunteers?

10. Trends in Volunteerism Employee Volunteerism Virtual Volunteerism Cross National Volunteerism VolunTourism

11. Episodic Volunteerism “We are here for a good time, not a long time” Federal Hill Street Beat Festival

12. The Facts • One-third to one-half of volunteers; • Unwillingness to make year-round commitment; • 79% cited short-term assignments as most important incentive; and • “One barrier was constant among nonvolunteers in all age, income, and employment status groups: unwillingness to make year-round commitment.” Sources: 2000 National Survey of Giving, Volunteering, and Participating, J.C. Penny Company, and Steve McCurley

13. The Shift Episodic volunteering is an individualized approach to volunteering built around: • Availability; • Interests; • Skills; • Motivations; and • Commitment. Annual Pigtown Festival

14. Encouraging Additional Commitment Organize Attractor Events and Positions Scout for the More Engaged Nurture Additional Involvement Volunteer Promotions Foundation Materials Jack Chaffin, Federal Hill Main Street Volunteer

15. The 30-Minute Volunteer • Significant volunteer contribution - Customer service approach • Respect concern for time - Break it down • Access - Technology - Work from home Federal Hill Volunteers

16. The 30-Minute Volunteer

17. Attractor Events • Use large number of one day volunteers; • Photogenic for press coverage; • Mission related; and • Clear goal or end point. Fell’s Point Privateer Day

18. Scout For the More Engaged • Scouts are current volunteer leaders who: • Lead small volunteer teams • Meet and greet new volunteers • Scouts look for volunteers who are: • Having fun • Leading or organizing others • Indicate a personal interest in the cause

19. Nurture Additional Involvement • Nurture interested volunteers by asking them to: • Evaluate the event • Help plan the next event • Take a leadership role at the next event • Frame “ask” as a continuation of work already done

20. Volunteer Recognition and “Ask”

21. Now that you got em’, keep em’! • Give the volunteer a title; • Let them in on some “inside” information; and • Invite the volunteer to join a Committee. Highlandtown Main Street Façade Renovation

22. Now that you got em’, keep em’! • Be clear and honest about committee member commitments; • Set clear “term limits” for committee members; and • Use exiting members to orient replacements.

23. Now that you got em’, keep em’! • No boring meetings • Set a start and end time and stick to it; • Assign everybody a role; • Provide food; and • Stand up.

24. Volunteer Promotions • Create chart or ladder based on involvement; • Set specific criteria for advancement; • Have specific recognition for each level; and • Encourage both vertical and horizontal advancement.

25. Foundation Materials • The seeds for your garden • The Basics - Application/waiver; - Position description; - Recognition process; - Sign-in sheet; and - Volunteer tracking method.

26. Sample Volunteer Application

27. Group Discussion • Break into five groups based on the Four Points and fund raising • Each group will select one member to: - Record; - Report; and - Example. • Use real-world volunteer position/need and break it down into smaller, 30-minute tasks

28. Pitfalls • Too much, too soon; • Busy work; • Too many hats; and • Burn out.

29. Firing a Volunteer Why? • Poor work • Not showing up • Impeding work of others • Breaking rules

30. Firing a Volunteer • Develop a system • Clear position descriptions • Create polices for: • Probation; • Suspension; and • Termination. • Ensure everyone is treated equally • Performance coaching

31. Performance Coaching • One on One meeting; • Discuss the problem and solutions; • Develop plan of action; • Offer assistance, training or coaching; and • Keep record of the meeting.

32. The Investigation Provides proof in case of litigation • Have volunteers sign in and out every time and keep sign sheets; • Create file to store all documentation; and • Get statements from staff, clients or other volunteers, if needed.

33. The Firing Meeting • Never one-on-one; • Be specific and clear; • Do not negotiate; • Allow volunteer to vent; and • Follow up with a letter.

34. Retiring a Volunteer • Longtime, hard working volunteer that has given years of quality service and earned the respect of staff and other volunteers. • Instead of firing, “Plaque” the volunteer • Create an award • Present in public • Retire

35. Questions & Answers

36. Contact Information Donna Langley 410-779-3841 dlangley@baltimoredevelopment.com Nick Rudolph 410-779-3834 nrudolph@baltimoredevelopment.com

37. Please Visit www.BaltimoreMainStreets.com