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RESPONSE TO PAUL S. HOLBO, Member of Eugene Budget Committee <br /> RE: Question submitted to the Service Improvement Profile Team, September 15, 1996 <br /> "Do you have or can you compile an inventory of issues /problems with large numbers of <br /> volunteers ?" <br /> 1. ESTABLISHING A VOLUNTEER STRUCTURE <br /> The Eugene Celebration has an established structure to volunteers: weekend volunteers, key <br /> volunteers and steering committee members. There are more than 1,000 weekend volunteers, <br /> nearly 100 key volunteers and 21 steering committee members. Weekend volunteers work <br /> primarily on the weekend of the event or in the weeks immediately prior to the Celebration. <br /> Their tasks relate to a specific duty such as packing pins for pre -sale or recycling. Shifts for <br /> weekend volunteers vary from two to four hours. Most weekend volunteers work more than <br /> one shift. <br /> Key volunteers participate in one of the many committees that plan a specific Celebration event <br /> or activity, such as the parade or the volunteer management team. These volunteers meet <br /> throughout the year as needed. <br /> Steering Committee members are responsible for the overall design, planning and <br /> implementation of the event. This group is a department advisory committee appointed by the <br /> Executive Manger of the Library, Recreation and Cultural Services Division. They serve three <br /> year terms and donate a minimum of 150 hours a year. <br /> The Celebration staff and steering committee recruit key volunteers for event committees and <br /> new steering committee members from the weekend volunteer pool. Weekend volunteers have <br /> gained a working understanding about the Celebration through their volunteer time. <br /> 2. NEED TO INCREASE THE VOLUNTEER POOL <br /> The sale of Eugene Celebration pins, the largest single source of Celebration revenue and the <br /> Iynchpin to the Transient Room Tax replacement strategy, has greatly increased the need for <br /> weekend volunteers. Four years ago, when the pin was an optional purchase, the Eugene <br /> Celebration was able to operate with a pool of approximately 250 weekend.volunteers. <br /> Mandatory pin purchase has increased the need for volunteers to nearly 1,000. The <br /> Celebration recruits new volunteers on a constant basis. Current volunteers are encouraged to <br /> recruit new volunteers from among their friends and co- workers. <br /> 3. COMMUNICATION TO WEEKEND VOLUNTEERS <br /> When polled, weekend volunteers wanted good job descriptions, adequate on -site supervision, <br /> and timely notice of the jobs and times they were assigned. The Eugene Celebration staff and <br /> the volunteer management committee have developed a procedure for scheduling volunteers <br /> and providing them with timely notice and information. <br /> • 1 II -27 <br />