Employee Volunteer Program (EVP) 101:

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• Employee Volunteer Program (EVP) 101
• Policies and Procedures
• Sponsored by

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• Presented by
• Maurice Baker
• Manager, Community Relations

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Policies Procedures

• Why have a formal policy?
• It is a statement of intent that
• Documents the business benefits
• Commits the organization
• Drives a sustainable volunteer program
• Protects the organization and its employees

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Policies Procedures

• What should be in the policy?
• Mission statement/program objectives
• Eligibility for Volunteering
• Included and excluded activities
• Recruitment process
• References to other documents for procedures

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Policies Procedures

• Mission statement/program objectives policy
  examples
• Company A
• In addition to its commitment to carrying out
  business in an ethical manner, Company A strives
  to use its resources to support a range of
  nonprofit endeavors, with a particular focus on
  healthcare and social welfare. Company As aim
  is to work within its local community to create
  sustainable and long-term value. By contributing
  to the community in which its employees live and
  work, we believe the firm will
• contribute to a healthier and more sustainable
  community for all,
• enhance its reputation and standing in the
  community,
• provide opportunities to support and develop its
  employees, and
• lead by example.

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Policies Procedures

• Mission statement/program objectives policy
  examples
• Company B
• Company B believes that individuals have the
  ability and responsibility to bring positive
  change to the communities in which they live and
  work. Doing well in the marketplace affords us
  an opportunity to do good in the community.
• Our employees our greatest resource
  serve as ambassadors for the Companys value of
  generosity of spirit, as they commit skills,
  passion and time as active and engaged employees
  and citizens. To support and encourage their
  commitment, Company B initiated the Volunteer
  Force a benefit that provides paid time off for
  employees to impact their community through
  service during regularly scheduled work hours.
  Employees are encouraged but not obligated to
  perform community service under this policy.

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Policies Procedures

• Mission statement/program objectives policy
  examples
• Company B (continued)
• The Volunteer Force seeks to achieve the
  following
• A stronger ethic of citizen service in our
  employees
• Measurable and sustainable impact in communities
  where we live and work
• A strengthened internal community
• Opportunity to develop transferable leadership
  skills needed in the workplace
• Strengthened relationships with valued
  stakeholders (from friends family to community
  business partners)

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Policies Procedures

• Eligibility for Volunteering policy examples
• Employees working for Company A and all its
  subsidiaries. (Union employees must follow
  current bargaining agreement)
• Employee Volunteer is defined as an individual
  who freely chooses to contribute previously
  scheduled work hours to a public or private
  non-profit service partner to add unique value to
  some aspect of its operation or to measurably
  contribute to its organizational objectives.
• Full-Time Employees, regularly scheduled to work
  30 or more hours per week, receive 52 hours of
  Volunteer Force Time per calendar year
• Field Service Employees, regularly scheduled to
  work more than 30 hours per week, receive 24
  hours of Volunteer Force Time per calendar year.
• All employees must have a performance rating of
  Successfully Meets or above to participate in
  this employee benefit.

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Policies Procedures

• Included activities policy examples
• Examples of typical volunteer activity at Company
  B would be
• Education-related (tutoring and mentoring at
  local schools or after-school programs)
• Environmental (actively engage with the
  ecosystem, work to increase environmental
  sustainability)
• Community (blood drive, relay for life, food
  bank, disaster relief, working with
  elderly/disabled/homeless populations, carpentry,
  landscaping, painting, etc.)
• Non-Profit Board Stewardship (employees are
  encouraged to actively serve on non-profit
  boards)
• Company A will allocate and spend its charitable
  budget by making strategic and targeted
  investments in
• nonprofit organizations making significant impact
  on healthcare and social welfare,
• critical leading nonprofit organizations in our
  community, and
• nonprofit organizations which are important to
  its industry and its employees professional and
  leadership development.
• Supported projects must meet the objectives set
  forth in the policy statement, support the
  Companys ethical and social values, and provide
  opportunities for the Company and its people to
  add unique value. In determining eligibility for
  funding, all of the following criteria are
  considered
• must be a nonprofit 501(c)(3) tax-exempt
  organization,
• must demonstrate direct employee involvement or
  interest,
• must meet important community and business needs,
  and
• must show sound management and financial
  capability.

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Policies Procedures

• Excluded activities policy examples
• The program will not provide funding for
• U.S. non-profit s not eligible for support under
  federal IRS code,
• fraternal and veterans groups,
• trips or tours,
• individuals,
• political organizations and campaigns,
• sectarian organizations whose services are
  limited to one religious group,
• organizations whose practices are not in keeping
  with the Companys equal opportunity policy, nor
• organizations whose practices are not in keeping
  with the Companys ethical and social values.
• Unless it can be shown that the proposed service
  will benefit the larger community regardless of
  affiliation, Volunteer Force Time Does Not Cover
  the Following
• Fraternal, political or lobbying organizations
  (i.e. Fund-raisers)
• Civic Memberships (Chamber of commerce,
  homebuilder association, etc.)
• Sectarian or religious programs
• Academic research
• Conferences and Exhibits
• Agencies that do not support the Companys codes
  of conduct

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Policies Procedures

• Recruitment process policy examples
• Annually, the Company initiates and executes a
  number of events that meet Volunteer Force
  guidelines and that present opportunities to lead
  and volunteer in the community. To ensure
  appropriate coverage for a department, it may not
  be possible to allow every interested employee to
  participate in a particular service event.
• - Employees are encouraged to participate in
  events that are relevant to their personal
  interests and business objectives
  Company-sponsored service events include, but are
  not limited to
• Blood Drives, Meals on Wheels, Road to Recovery
• Department Service Days
• Sign-Up Forms and/or Online Registration Systems
  will be used for Company-sponsored events. As
  these events are Company-sponsored, they should
  have full support from supervisors. However,
  advance notice needs be given and permission
  granted from your immediate supervisor prior to
  service, in order to ensure there will be no
  adverse affect on daily operations. It is
  essential that all employees volunteering at
  these activities officially sign in during the
  registration process at each such company
  sponsored service event.

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Policies Procedures

• Procedural Considerations
• What department is responsible for the program?
• Who will administer the program, a committee or a
  team?
• How will volunteer activities be identified and
  approved?
• Will volunteers have release time to
  participate?
• How will you recruit for volunteers?
• Will you track volunteer hours and how?
• Will you have a recognition program for
  volunteers?
• Are there training requirements?
• Are there safety or other risk areas that should
  be addressed with legal or through insurance?
• How will expenses be handled?
• How will the program be measured?
• How will the policies and procedures be reviewed
  and revised?

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Policies Procedures

• Questions?

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Thank You!

• Maurice Baker
• Manager, Community Relations
• Georgia Natural Gas
• 817 W. Peachtree Street, Atlanta, GA 30308
• 404-685-4000
• maurice.baker_at_southstarenergy.com