Information for Volunteers #

Welcome to Food Banks The Netherlands! We are glad you are willing to become
a volunteer for our organization. With this leaflet we will inform you in short
about the purpose, the method and the volunteer work at Food Banks The
Netherlands.
Organization
In the Netherlands more than one million people live below the poverty line. The food
banks help the poorest of them by temporarily providing them with food packages. The
Association of Dutch
Food banks, in short Food Banks The Netherlands (VBN) is the national umbrella
organization of food banks. There are 169 food banks connected to the association and
it has signed agreements with eight distribution centers. The General Members
Meeting (ALV) is the highest organ within the association. The ALV delegates duties to
the board of the VBN and from there to the teams and team members.
Objective and core values
Food Banks The Netherlands was founded in 2013 with the goal of supporting local
food banks (its members) in the execution of their core tasks. All food banks connected
to the Association of Dutch Food Banks share two main goals: providing direct food aid
to the poorest people and the prevention of good food going to waste. The connected
food banks as well as the association itself maintain the following core values as
guidance in their actions:
Core values Food Banks
• We only work with volunteers
• We provide food that others have donated
• We provide healthy food as much as possible
• We provide only free food
• We divide the food as fairly as possible
• We are neutral and independent (‘citizens for citizens’)
• We are transparent in our accountability

Volunteering at VBN #

The work at VBN is divided across ten policy areas. Each policy area has its own board
member and team of volunteers which is led by a team coordinator.
Within VBN volunteers are active in different functions. Volunteers with coordinating
tasks (board members and team coordinators) play an important one role in
management, recruitment and selection, guidance and appreciation of volunteers. They
are supported by the HRM-team of the VB-Service Center in Houten. The organization
of the VBN mostly consists of the following functions:
Board members, team coordinators and team members, staff of the VB-Service Center
in Houten (VBS-secretariat, Project team, Knowledge team and HRM team) and
coaches (e.g. for food safety).
Volunteers can commit themselves for a longer period of time but also on a project
basis or do incidental volunteer work for VBN.

Policy teams #

Food Banks The Netherlands
• Food acquisition
• ICT
• Logistics
• Food safety
• Customers & Volunteers
• (Executive) Secretariat
• Finance
• Communication
• Fundraising
• Service Center

Rights and obligations #

The VBN Volunteer Policy has been written down in the Volunteer Policy Manual,
which is available on request – with the HRM team – to all volunteers. The rights and
duties of volunteers are laid down in a volunteer agreement. Volunteers are expected
to support the objectives and core values of the association, willing to participate in
work meetings, notify the organization in a timely manner when unavailable and
represent the organization correctly to the outer world. VBN, in turn, offers volunteers
information and guidance, the option to use the office and meeting facilities at the VB
Service Center, travel expenses and volunteer insurance. In the execution of volunteer
work for VBN volunteers are expected to endorse the following core values:

Core values for Volunteering #

Respectful

VBN volunteers treat each other respectfully as well as all relations, members,
customers and volunteers who contact the association and / or with which the
association cooperates
Open Minded
Volunteers meet the world with an open visor and are open for diversity and mutual
differences, knowing that in cooperation between different people and organizations
beautiful new initiatives can be born.

Service Oriented
VBN volunteers have a service attitude and take pride in providing local food banks
and external relations with required information and support in a friendly and timely
manner.

Motivated
Volunteers have a strong personal motivation to do voluntary work for the association
and they contribute to further growth and development of Food Banks The
Netherlands.

Collegial
Food Bank Netherlands can only exist through a strong mutual collaboration and
coordination. Volunteers for VBN always work together and actively promote the
cohesion within VBN.

Volunteer Administration #

HRM maintains one electronic file on each volunteer, in which their resume and
possibly other confidential documents shared with the organization are saved. The
NAW information on volunteers are also included in the CRM System of Food Banks
The Netherlands. For protection of privacy access to both the digital file and the NAW
Volunteer data is restricted. Only the HRM team, the general Coordinator of the VB
Service Center and the relevant board member / team coordinator have full access.
Data from Volunteers are never shared with third parties. The exchange of contact
information between volunteers amongst themselves also happens only with explicit
permission of the volunteers involved.

Training #

o quickly get an understanding of the organization and their own role new volunteers
participate in a basic introduction program (see Appendix 3). Depending on their role

within the organization the basic introduction program will be complemented with a
role-specific introduction program.
Volunteers working at the VB Service Center in Houten receive a comprehensive
introduction. Volunteers who work for VBN from home or their own office receive their
introduction from their team coordinator (or board member). To get to know the
organization and other volunteers new ‘home workers’ are invited for a visit to the VB
Service Center and a visit to a local food bank and / or distribution center during their
introductory period

Consultation and Evaluation #

In the coordination of volunteers team coordinators and board members use various
forms of formal and informal consultation. In addition, team members come together a
couple of times per year for team meetings in Houten or in another location that is easy
to get to for all team members.
To discuss the working relationship, team coordinators (or board members) have
individual evaluations conversation once a year with the volunteers in their own team.
The first evaluation interview with new volunteers takes place three months after their
first working day. At this conversation an employee of the HRM team is also present.
The evaluation talks with team coordinators are being conducted by the board
members themselves.

Appreciation #

Food Banks The Netherlands appreciates the commitment of her volunteers and shows
this in different ways. Board members and team coordinators spend time during team
meetings, board meetings and the ALV’s to pay attention to the successes that have
been achieved within the association. Each team has the possibility each year to
organize their own team outing or dinner. In addition, VBN organizes a meeting for all
VBN volunteers a few times per year.

Termination of collaboration #

The collaboration between a volunteer and Food Banks The Netherlands can be
terminated by both parties. A volunteer who wants to quit reports this to his or her team
coordinator (or the relevant board member) who in turn informs the HRM team in
Houten. Ideally the termination of the collaboration happens in mutual agreement and a
notice period of at least one month is used to ensure a good transition of tasks and
workload. Following the termination of the collaboration an exit meeting is held with the
responsible team coordinator (or board member) and a member of the HRM team.
Providing Information

Via the website, social media, email and the VBN network volunteers receive news and
information about Food Banks The Netherlands and the associated food banks. Part of
the information is publicly available via the website and the Facebook, Twitter and
Linkedin accounts of the association. In addition, volunteers also receive internal
information from the board and in the general meeting. The way in which volunteers
receive this information differs per function. Volunteers with a coordinating function
(board members and team coordinators) have direct access to the minutes of board
meetings and general member meetings through the VBN network. The minutes are
also sent to them by mail. Other volunteers receive the updates on subjects and
decisions of the board and the General Members Meeting that relevant for them via
digital means or through the regular team meetings.

Travel Reimbursements and Insurance #

Food Banks The Netherlands offers volunteers two specific material benefits: a
reimbursement of travel expenses and a volunteer insurance. Both benefits apply to all
volunteers of Food Banks The Netherlands who signed a volunteer agreement with the
organization. Furthermore both provisions also apply to volunteers from local food
banks who participate in the General Members Meeting or in temporary, project or
working groups as well as for project volunteers who are active for the VBN on an adhoc
or on a project basis. The rules for declaring travel and expenses are laid down in
the VBN Declaration Regulations. Upon signing the volunteer agreement volunteers
receive a declaration form (Excel document) which they can complete in full and submit
at the end of every calendar month via their board member or team coordinator.
VBN volunteers are insured via the volunteer insurance of the municipality Houten. The
insurance consists of Accidents and Personal Property Insurance plus a Liability
Insurance. More information about the content of this volunteer insurance can be found
on the website of the Houten municipality (www.houten.nl) or on the Association of
Dutch Municipalities website (www.vng.nl/vrijwilligersverzekering). For board members
a Managerial Liability Insurance has been taken out; information about this is available
from the secretary of the board.

Complaints and Disputes #

Complaints of volunteers and disputes between volunteers and/or between volunteers
and Food Banks The Netherlands are treated according to the Regulations for
Complaints, Disputes and Occupational Affairs as determined by the General Members
Meeting of Food Banks The Netherlands. These regulations only enter into force when
all other possibilities to reach an independent solution have been exhausted.
Complaints and disputes can be submitted in first instance to the team coordinator (or
board member). In second instance, or when the team coordinator or board member is
itself involved in the complaint or dispute, a confidential adviser can be involved and/or
the case can be escalated to the Commission of Wise Men.

Social Benefit and Volunteering #

For volunteers who receive social benefits their volunteer work should not prevent them
from holding paid work. The chances of finding paid work should also not be reduced.
Finally, no volunteer work should be done for which someone would normally be paid
(something that is never the case with VBN as everything is done by volunteers).
Volunteers who receive social benefits and become volunteers with VBN are required
to report this to their benefit agency.
The most current information about this topic can be found on www.rijksoverheid.nl
(search term vrijwilligerswerk), www.uwv.nl and www.vrijwilligerswerk.nl.
Tax and Voluntary Service
VBN only reimburses volunteers for actual costs that can be demonstrated. These
reimbursements for expenses incurred for voluntary work do not have a limit and are
not taxed. However, it is advisable to retain copies of submitted declarations in your
personal administration should the tax authorities make inquiries about them.

Practical information #

Website www.voedselbankennederland.nl etc. Annual Report,

Food Bank Vitamins
Press releases
Info bulletins
Contact details
Facebook Facebook.com/foodbankennederland
Twitter @VoedselbankenNL

Linkedin Voedselbanken Nederland (Nieuws)Groep Voedselbanken Nederland
MEEdeler By email to all boards of foodbanks Internal newsletter
Nieuwsflits By email to all boards of foodbanks Internal messaging service
VB Service Centrum Houten

The VB Service Center is housed in the building of Bridges Office Spaces
Address Meidoornkade 19, 3992 AG Houten
Opening hours Mon – Fri 10:00 – 16:00
Phone number 088-543 543 5
E-mail welkom@voedselbankennederland.nl
HRM Team Tel. 088-543 543 5
hrm@voedselbankennederland.nl