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HomeMy WebLinkAboutAgenda - 03-01-2005-7cxL U NEW AN:5k\/ERS --rO 00D U 7.1 IS PLAq tv - q,A )Urces ralow - - - a I I j urpoles rs� 144 Y �4 Weir, "It starts in little simple ways ... You begin to do things like your mother ... Keep it under 100 hours and 1000 miles!" Chris Nutter Friends of DSS Fifteenth Annual Human Services Issues Forum VOLUNTEERS - New Answers to the Same Old Questions: "How Do You Get `em? Keep `em? And Rev `em up ?" Final Proceedings Presented to the Orange County Board of County Commissioners March 1, 2005 By the Orange County Human Services Advisory Commission Orange County Board of Commissioners Human Services Advisory Commission Robin Barnhill Lucia Casabo Tracy Cepeda* Louise Echols Marla Ferrington Rita Gonzales- Jackson* Stephen Haebig* Christina Harlan Barry Jacobs Phyllis Mack Horton Patty Maynard Hill Kenneth Touw Linda Tuday Pat Vandiviere Janice Wassel Tom York *Served during 2004 Forum Moses Carey, Chair Barry Jacobs, Vice -Chair Valerie P. Foushee Alice Gordon Stephen Halkiotis Staff Corintha Barber Gwen Harvey Sharron Hinton Forum 2004 Planning Committee Corintha Barber Louise Echols Marla Fearrnngton Stephen Haebig Gwen Harvey Vicky Hill Sharron Hinton Phyllis Mack Horton Jerry Passmore Kathy Porter Linda Tuday Pat Vandiviere Special Assistance Carol Vollmer, Graphic Recorder Maria Hitt, Facilitator On September 8, 2004, the Orange County Human Services Advisory Commission convened it's Fifteenth Annual Forum — "Volunteers: New Answers to the Same Old Questions: "How do you Get'em? Keep'em? Rev'em up? ". About 100 attendees, representing private non - profits, public agencies, and civic and advocacy organizations participated in a highly interactive six -hour Forum. Through an "Oprah -like" interview style presentation by three distinct panels, led by Commission members Linda Tuday, Phyllis Mack Horton, and Louise Echols, attendees learned about "Volunteerism Today" — how volunteerism is changing to reflect the times and population; the makings of "Agency Magicians" — the coordinators whose responsibilities are to recruit and ready volunteers for service; and the good works of "Volunteer Angels" — the individuals who give of their time and spirit to further the mission of human service agencies. A highlight of the Forum was the inclusion of a professional Graphic Recorder, Carol Vollmer, who worked throughout the day with colored pens on butcher block paper to capture the flair and flavor of the lively discussion. Graphic Recording, as defined by Grove Consultants, "is a visual way of capturing information that taps both our right and left brains and engages our emotions as well as our intellect. It helps individuals'see' what they mean. Carol has used this technique with many brainstorming, visioning, strategic- planning, retreat and focus group settings to add value to their meetings. It serves to create a group memory; offer the "big picture" view; identify links- gaps -or- omissions that can be explored further; stimulate thinking; organize information; and externalize or depersonalize input so data can be better developed over time. This document, or "Final Proceedings ", presents the products of that task from Forum 2004 and provides a quick overview of what happened at the Forum by reflecting the highpoints of the three panel discussions and the "Shout Out ", a summing up as facilitated by Maria Hitt of Orange County Healthy Carolinians. A special acknowledgement goes to Pat Vandiviere, veteran HSAC member and Co- Chair, who served as host and moderator for Forum 2004. Pat's cheery disposition and infectious charm helped keep the presenters and participants "pumped" throughout the day. Again, with deep gratitude to all the participants and presenters, the Human Services Advisory Commission submits these Final Proceedings in this unique format with hopes that you not only "see what we mean" but feel the spark of encouragement to put key concepts into practice! VOLUNTEERISM TODAY Moderator: Linda Tuday, HSAC Co -Chair Presenters: Beth Sorensen, Volunteer Center of Durham Linda Mullis, Corporation for National Service Will Lindsay, NC Commission on Volunteerism & Community Service Linda facilitated a lively session that drew upon the expertise of those involved in volunteerism from the local, state, and national perspective. The presenters' comments on the trends, patterns, and ideas emerging within today's pool of volunteer talent are illustrated by Carol Vollmer, Graphic Recorder, on the next page. 1 f ()r 41cq�laa J, More Aps v,; L D IC) 19 40 1-04 6,0• AIC Col-re'vis 11olord-e-ev 4, A, -T IAA F We c 0-1 r Alzxa�s "t QO,77'MrS to -rq /t,fO7-f VATloil) ?f-- I 'A c w FV TLT A/ AGENCY MAGICIANS i Moderator: Phyllis Mack Horton, HSAC Member Presenters: Mary Honeycutt, UNC Hospice Connie Mullinix, The Women's Center Rachel Faulkner, Orange County Animal Shelter Susan Levy, Habitat for Humanity Susan Clifford, Orange County Department of Health Phyllis led a discussion among organizational staff with principal responsibilities for identifying, coordinating, developing, and managing the time and talents of volunteers. The next page is the depiction by Carol Vollmer, Graphic Recorder, of the presenters' cheerful and creative dialog. 3 i19 /Z C'u, I lo- 'i-lno> 1.7 .)?)A � t �4-VAP �,dr, O-v Vol clivir 4-7 co()14f dD Y) ki edi CNtS G—Epj TIE 6i; Ic, ke5 o-5 Cowo L) f � <)Vjt\ J fO One One Grour A 7-0 1 (� I - / I'] Oirk t[o ff P-S \,- r Vert 21 �j of 0 ea 6 a r e 4,10 T R- //I- St 5cvy - I 'Rol *VC61-leers vv(Dtqf I-P Be I'.-\ -1- V-Pi OW - Q 01, Iola T af Volofdl-eer cz�— reclZd o Vol o4vel- POors/ p6is;e- CIDntil"01 A ri f Pro V ' (). b 2- (D 7. f cervices - r) e2d PC( PA112 0114AWDS VOLUNTEER ANGELS Panel III Moderator: Louise Echols, HSAC Member Presenters: Sherri Toler Murrell, Inter -Faith Council Leo Allison, Orange Congregations in Mission Dr. Yolanda Fortenberry, Blue Ribbon Mentors Chris Nutter, Friends of the Department of Social Services Charles Paddock, Department on Aging, RSVP Louise engaged the presenters in a conversation about why they became volunteers and what kept them coming back. Carol Vollmer, Graphic Recorder, captured their verve and vitality on the next page. 5 ( 1s 1 10 -He, Y roA5k,e J, volunheev tae. S'oe�t� €CAS roues //I oufif Ur fbo hrs 6'Y1061' (OOC>rnti�5 mo,� iG-�, ,J 1,)A-od Stll �f N /olu I _ r;. I 6"l�ki�a Yet, �Ml/CIl ✓�� CnJr7�✓1 /�ii�£ bvDV1��, 5c�ool t 60r % —>/!1' P0.,,.=�/J t1 y Ear, W m.1 (_, E/o,cour-aI_er,,,ewr / �PPIr G h� j'\V '» ' r / ✓ "8G''? L�'FAa -v Sri S"Ge,rwp rt6Sa si�tor clyvfJ l�in�t✓ti�a i�ojJ���,�vs St2,lls L` FT VOLAJTC -FRS . (1.0 NAP C-P7� it 1�V h /t/�— ,�,iJ' —'r ✓t�sii -dc�s 6� ° E S.erJrOIZ. beIV //fg� ce 5�s�t rr// ti �• f 7 LQ2P Volti�1 i�4r I GGcI Ile )Pled - 0 AF-F- j 2 -_ � D�S N /olu I _ r;. I 6"l�ki�a Yet, �Ml/CIl ✓�� CnJr7�✓1 /�ii�£ bvDV1��, 5c�ool t 60r % —>/!1' P0.,,.=�/J t1 y Ear, W m.1 (_, E/o,cour-aI_er,,,ewr / �PPIr G h� j'\V '» ' r / ✓ "8G''? L�'FAa -v Sri S"Ge,rwp rt6Sa si�tor clyvfJ l�in�t✓ti�a i�ojJ���,�vs St2,lls L` FT VOLAJTC -FRS . (1.0 NAP C-P7� it 1�V h /t/�— ,�,iJ' —'r ✓t�sii -dc�s 6� ° E S.erJrOIZ. beIV //fg� ce 5�s�t rr// ti �• f 7 LQ2P Volti�1 i�4r I GGcI Ile )Pled - 0 AF-F- "Volunteering is self - serving. You learn as you go. It's an obligation ... like a job. But more gratifying ". Charles Paddock RSVP /Senior Net The day ended with a "SHOUT OUT" or a "summing up" of the thoughts, ideas, plans, and dreams of the participants and presenters from the morning panels on through the lunchtime table topics. The following include the graphic record of the "SHOUT OUT" response to the three questions of the day regarding Volunteers: "How do you Get 'em? Keep 'em? And Rev'em up ?" Each graphic record is followed by a "laundry list" of ideas that were generated during lunchtime table topics. The Human Services Advisory Commission hopes that the pictorials and the narrative can serve as a "catalyst" or "tool kit" for agency and departmental personnel to use back in the office to stimulate higher and better use of volunteers throughout Orange County. E jt &51nows tL /?,0 C- cJAO 5:411adell /V 6 -rle� 2 Vz'hAt WC upmw-mf c-r I k). lb It> vovd hrR 0 110f) vt,vex Ads Ideas Generated at Lunch VOLUNTEERS: "GET `EMI" • Target populations that would appreciate your mission • Presentations /demos at local organizations /groups — go where they are • Athletic teams • "Volunteer Rally" - a volunteer organization fair where volunteer organizations set up a booth and recruit volunteers. This way you may get a variety of people with various talents. • "Church newsletter" - several retired people in the church who are willing to work and have the time and talent. • "Charity Run/Walk" - Sponsor a 5K walk for volunteerism to provide exposure for the organization. • Set up a training program for former clients to have volunteer opportunities within the agency. • Volunteer information day. Agencies showing up at a sort of small trade show. Each agency could have a booth with information about what they do. Possibly a high school or college campus rally. Give something away. • Open House (Fun Day) give them something for signing up. Invite the churches, schools etc. Pass out flyers. Advertise that K -Love gives free information on the radio. Have food available. • Go door to door at a retirement community with treats and information about volunteer opportunities. • Staff a table at a local festival to inform and recruit. • ,Just ask our clients to give back to the community. Include them in the decision- making committees for the organization. Involve former clients in recruiting efforts and organize client volunteer groups. • Newsletter! • Walk the streets of my neighborhood and ASK. • Go to the senior citizen center on "Dominoes Day ". • When advertising at outreach events have drawings for prizes —or- say 1st ten people to commit will get certain in -kind donations. [to] • Postcard — sized handouts /bookmarks to leave in restaurants, at events, etc. • Fun volunteer fairs that give prospective volunteers an inside look at your organization. • Computer web sites — matching parties with skills and interest. Make volunteer jobs /duties concrete, doable to entice volunteers. Be able to articulate what the organization does and needs -in terms of volunteers. Train volunteers to market your organization. • Have volunteers to recruit at least one friend. • Sign people up to volunteer. Organize a volunteer auction and have volunteers to bring items (raise $$) to auction. Ask people from different congregations to become involved. Involve business owners. • Wear organization paraphernalia to the mall or other highly populated areas. • Volunteer open house. Have current volunteers to organize efforts to recruit new volunteers. Invite other volunteer organizations to become involved. • Networking; personal contacts; word of mouth. Human - interest stories in newspapers and newsletters. Using web sites. • Ask family members, co- workers and church members. • Invite a friend or co- worker to a big event such as open house or ribbon cutting. Make a client a spokes person. • Recruit volunteers for a one -time job - then hope they will stay. • Satisfied volunteers and current volunteers to recruit. Students! Students! Public service announcements. • Utilize college community service centers. • Networking, advertise, and internet. • Online ads /listing on websites that are related to your area, e.g., The animal shelter placed an ad on local pet sites; Habitat for Humanity has a listing on local athletic /exercise /outdoors/ sites, etc. • Target recruitment efforts by interest and pool of volunteers targeted. Keep track of past volunteers who were interested. DTH advertising. • Read through the white pages and find professionals in your neighborhood, then contact them about volunteer and donor opportunities in your organization. • Ad in Daily Tar Heel and other universities. Public Access T.V. Channel; New Community Newsletters — articles; CH Service League — agency comes in to describe what is needed; Brochure for newcomers; CH News Service Organization; Volunteer Organization. • Keep names of people interested for a while even after it isn't the "right" time for them to volunteer. 11 • Utilize campus websites to advertise for volunteer needs. YMCA, area churches, library, etc. • Sororities and fraternities on college campuses. • Identify the resources that you can tap into to get volunteers' understanding of all the conduits for volunteering at UNC (20,000 employees). • Important to have strong student liaisons between the organization and schools to help recruit and carry out some of the details. • Businesses! • Offer internship to work opportunity. Volunteers to recruit other volunteers. • Marketing coordinator — must be dedicated and willing to put in the time needed to do the job right. In addition, they should be interviewed for the job as one would for paid staff 12 Dv�a rc>u� /o LA v� y,(. ?,--j volu/A-4 efr , iiPalr'iP��` -CCG f7 rVl(MUn 1C err v efi�t1� : t L Ali -C s T G�VPC ) 4 VC/0 I� 9 �cle✓S'�����L Vo(vni�eP� G Ideas Generated at Lunch VOLUNTEERS: "KEEP `EM!" • Allow volunteers to move around in the organization. Treat them the same as donors. • Find out why they want to volunteer — job skills, school project, etc. What sparked their interest in your agency? Use that to better your organization. • Encourage and develop leadership in volunteers. • Involve individual volunteers in designing the volunteer jobs. • Ask for volunteer input/ideas and really put those ideas to work, • Offer opportunities for them to contribute their ideas for change /improvements. Challenge them by giving other tasks. • Informal /formal recognition; communication; StaffNolunteer Relations, • Invite to staff functions; have a company picnic, etc, • Maintain a constant volunteer community; e.g., ongoing trainings, special events, volunteer social events, etc, • Provide discounts with local businesses for volunteers, Provide group activities at no cost to volunteers, • Provide the opportunity for volunteers to use their skills and expertise in your agencies. • Have a "go to" person on staff for volunteers. Someone they can work with and rely on for help. • Keep the focus on the volunteers; measure results. • Tie results of volunteer efforts into individual motivations. • Give volunteers meaningful work that keeps them going and where they can see tangible results. • Continuous support of the volunteer. Ask them — after a case, how they feel. • Random phone calls to volunteers to show agency's appreciation for what they do. Ask agency to wish volunteer "happy birthday" on their birthday. • Personal contact is a must! • Give volunteers feedback. • Don't let a good person get away - follow up. Fast! Call them up and see what's happening. • Provide volunteer /staff communications on objectives /end results to be met. • Frequently ask for feedback from your volunteers about their volunteer work, • Encourage business and government to allow employees to volunteer during business hours and recognize their own employees who volunteer. 14 live - J2 , I Flip-c J'oo v Ieruo 7 Unle., I T L P6 1 �T I Piaup-6 Ore /-eco Pffc �o T�bLA I F , Oppo ,-Avin - - f -rr_l f I rL . I z Q, ru T, Chepfr Ideas Generated at Lunch VOLUNTEERS: "REV `EM UP!" • Host a celebration, rather than "just a dinner ", to recognize and appreciate volunteers, • Make a good volunteer a spokesperson for the agency, • Increase personal relationships. • Keep volunteers in the loop (by email, etc.) to keep them on track /informed. Make it as much fun as possible - have meetings with pizza and soft drinks. Put their names in the board minutes, thanking them for doing something (public record). "Art Moment" at the board meetings. • Retreats (continuing education for volunteers). • Since many people like the fellowship, have group outings outside of regular volunteer duties. Newsletters, acknowledgements and increase personal relationships. • Utilize volunteers with vested interests, e.g. service learning (Habitat Model), • Recognize volunteers at their church or job — if appropriate. Write letter of thanks to minister or send balloons to work to say "thanks'. • Show thanks thru dinners and Thank You cards, • Point out successes with newsletters or letters to the editor. • Monthly meetings with continuing education and fun. Annual recognition. Staff relationships — knowing volunteers names /lives. • Recognition, hold a special luncheon with awards given out by a high — level well- recognized and respected presenter. • Acknowledge volunteers in newsletters, brochures, on web sites, etc, Spread the word on how wonderful they are and they will get a lot of feedback from friends, peers. • Plan special outings for groups that are unrelated to overall volunteer activity — a fun "getaway" ex: a trip to the zoo or a visit to the museum • Invite a teen group out for an ice cream social or sponsor one. • Certificates given when someone goes beyond the call of duty. Staff sees something great the volunteer did but didn't get a chance to say something at the time, • Recognition /Awards - whether internal or external. • "Pats on the Back" — positive feedback 15 • Use volunteer incentives (donated items /services from partners /sponsors), esp. for youth volunteers. • Annual volunteer appreciation. Encourage volunteers to change roles to keep experience fresh. View volunteers as experts when working with particular clients. • Periodic celebration of accomplishments and make it rewarding. • Three kinds of volunteers. Tasks — tell them what to do; Creative — think of creative ideas; Combination — get things done. • Recruiter /volunteer is able to impart their investment and enthusiasm to the project. Enthusiasm breeds enthusiasm. • Invitations to national conferences /retreats (if part of a national organization). • Provide the opportunity to send your top volunteers to a national training or conference of interest. • Keep the work interesting. • Offer continuing education in what the volunteer does and offer the opportunity to change assignments. • Creative tours of our homes • Genuine outreach and contact = show appreciation. • Personal recognition. Weekly email? Include in special events and as a part of advocacy. Continuing education classes. Fundraising dinner night — invite volunteers. Require continuing education — tell them up front. • Quarterly newsletters to volunteers highlighting activities, projects. Gratitude to volunteers, etc. to keep all volunteers aware of needs. 16 I_10*0001 :7� The Orange County Human Services Advisory Commission presents these proceedings of the Fifteenth Annual Human Services Issues Forum to the Board of County Commissioners with the following recommendations: • That the BOCC continue to routinely recognize and affirm volunteerism among all County residents and County employees (i.e., Luncheons, Special Gifts and Awards); and • That the BOCC continue to support and promote active volunteerism and philanthropy in support of County programs and services (i.e., Library, Animal Shelter, Emergency Preparedness, etc.); and • That the BOCC continue to challenge its departments and non - profit partners to use the ideas and insights collected in this report to creatively seek out new ways to engage area university students, active seniors, and others who may be underrepresented or underutilized in the volunteer movement throughout the County; and • That County departments and non - profit agencies use this compilation of ideas — in pictures and in words — to help spur volunteerism to new heights of productivity and passion within their operations. In conclusion, the Orange County Human Services Advisory Commission would like to thank the Board of County of Commissioners for its continued support and sponsorship of the annual Human Services Issues Forum. The consistent care and attention of the elected leadership have helped make the Forum a signature event in the community each fall. Heartfelt gratitude is also extended to the hundreds of volunteers who help keep Orange County spirited and alive with their good works! Respectfully Submitted, Linda Tuday & Pat Vandiviere Human Services Advisory Commission Co- Chairs "Never doubt that a small group of thoughtful, committed citizens can change the world; indeed it's the only thing that ever has." Margaret Mead Graphic Recording is a visual way of capturing information that taps both our right and left brains and engages our emotions as well as our intellect It helps individuals "see what they mean "... Grove consultants It is a fairly common practice for people to develop visual images of a very complex issue in order to gain a better understanding of it. People generally find images easier to comprehend than text or numbers. Pictures convey in a moment information that would otherwise require detailed verbal explanations. Through a graphic recording, people can 'see what you mean'. Graphic Recording can be used in- Brainstorming, visioning, strategic planning, annual retreats and focus groups. It is effective for project and product design planning, training /workshops, sales, mapping transitions with groups and teams, coaching, counseling, dispute- resolution settings, executive round- tables, strategic visioning /business planning. It is particularly useful when lots of ideas will be generated capturing the key concepts. Graphic Recording Adds Value to Meetings - *Creates a group memory in the form of a visual record using simple images, key words and phrases. Encourages long -term memory of important elements of issues discussed without cumbersome written documents. *Creates a "big picture" view. Participants are able to focus on the essential elements of an issue and see its evolution at a glance. The visual records give the team a constant feedback mechanism that silently but persistently provides continuous self - evaluation of the quality of the group process and the group product. *Identifies links that can be further explored. Gaps, issues, contradictions are presented in a low risk and non - threatening manner. *Stimulates thinking. People explain themselves by verbally creating a picture, using metaphors or telling stories. Building these visual images, making them explicit, is a powerful way to reinforce and enhance participants' creativity and breakthrough thinking. Taking a conversation and giving it a visual element offers an opportunity for everyone to respond. Helps focus on the essential elements of the issue while making the dialogue explicit and concrete *Organizes information. Visual language helps people remember information *Externalizes and depersonalizes input so data can be better analyzed and developed. Research has shown that when ideas are posted for all to view, people judge those ideas on their value rather than by the status of the contributor. Graphic records acknowledge all contributors. Carol Vollmer carol.vollmer @lrn.va.gov 141 Pinecrest Road (919) 680 -6841 x273 Durham, NC 27705 (919) 489 -8642 (evening)