Coastal Pet Rescue Volunteer Handbook

Administrative Actions

Conflict Resolution

We believe that the best way to handle any misunderstanding is to communicate honestly about it as soon as it happens. That is why we have an open door policy for bringing volunteer concerns to the attention of the people who can best do something about them. We stress that no member of the executive board is too busy to answer questions or discuss your concerns.

Although we believe that good communication among all volunteers will help prevent most concerns from arising, if you have a question or concern, here is what you should do:

  1. Tell your Volunteer Coordinator your concern. You and the Volunteer Coordinator are encouraged to talk things over and resolve difficulties amongst yourselves whenever you can. A frank talk is usually the easiest and most effective way to deal with the problem.
  2. If you do not find a solution to your concern or it is a subject that you prefer not to discuss with your volunteer coordinator, stop by and make an appointment with the President. The President will help you and your Volunteer Coordinator to gather the facts objectively and settle the matter. You should write down your issue and present your position to the President. The President will review all the facts, make a decision, and inform you of his/her decision in writing within thirty days, unless a complete investigation requires more extensive review.
  3. It is the intent of the Executive Board of Coastal Pet Rescue that the President be the final arbiter of volunteer issues and/or concerns. In the event, however, that a volunteer’s issue or concern involves the President that volunteer may present the issue of concern, either verbally or in writing, directly to any member of the Executive Board. The Executive Board will call a special meeting to discuss your issue within 30 days and the President shall recourse herself from said meeting. The Executive Board shall send a written notice of their decision within 45 days to the volunteer seeking the resolution.

Corrective Action Process

Coastal Pet Rescue reserves the right to terminate a volunteer’s connection with the organization at any time. However, the Volunteer Coordinator may provide verbal counseling and/or a written warning prior to termination, but is not required to do so.

Verbal Counseling
When a performance problem is first identified or inappropriate behavior is displayed, it should be brought to the attention of the volunteer as soon as possible. Informal discussion between the Volunteer Coordinator and the volunteer will often suffice as the corrective action needed for the infraction.

The Volunteer Coordinator should make and retain a written record of this conversation that summarizes the issues discussed and the date of the meeting.

Written Warning

If an informal discussion with the volunteer does not result in corrective action, the Volunteer Coordinator will prepare a written warning. This formal memorandum will highlight the prior counseling session and the subsequent infraction(s) leading to this warning.

This written warning should be addressed to the volunteer with copies to the executive board and should include all of the information required by the disciplinary process.

Termination

If the volunteer’s performance continues to deteriorate or corrective action is not adhered to, the Volunteer Coordinator should, after consultation with the president, prepare and deliver to the volunteer a memorandum summarizing all previous corrective actions and the specific problem(s) that warranted the termination action. Possible reasons may include:

  • Failure to adhere to volunteer manual guidelines
  • For conduct on duty which would be detrimental to the organization and/or the animals, including any breach of confidence
  • Conduct off duty which would adversely affect the organization
  • Reporting to an event under the influence of drugs or alcohol
  • Theft of property or funds
  • No call/No show for two events
  • Any abuse or mistreatment of animals
  • Releasing of confidential information
  • Gross misconduct or insubordination

The decision for termination shall be made after securing the facts from all concerned parties. This decision may be referred to the executive board if the volunteer feels there is a grievance.