Volunteer Guidelines

I) WHO ARE WE?

Local Threads is a community-driven collective started in September 2023. Our initiatives are dedicated to resisting individualism and addressing urban loneliness through building local communities to play, rest, eat, discuss, and chill in the ever-hustling suburbs of Mumbai.

We aim to build meaningful connections through shared experiences in safe spaces. We hope to create social traditions that prioritise sharing, supporting collective growth where we also co-create memories of warmth and solidarity.

II) WHAT WE DO?

We structure our community events around the following Core themes:

Recreation

Group readings, picnics in parks, movie screenings, play readings, music listening, and city walks. We hope these spaces offer us much-required rest and relaxation in this productivity culture.

Arts and Creation

Facilitating dialogue through various art forms, dance, music, writing, and photography, encouraging artistic expression.

Environment and Sustainability

Holding discussions surrounding climate change, nature informational trails, swap meet-ups, zero waste lifestyles, and exploring more sustainable alternatives.

Personal and Social Awareness

Organising discussions on topics like inclusive practices, emotional expression, mental health, gender sensitization, and urban loneliness.

III) OUR ORGANISATIONAL STRUCTURE

At Local Threads, we follow a non-hierarchical approach, rotating responsibilities so everyone can choose roles based on their interests and availability. To uphold our community values and guidelines, we have a Core Team in place.

Core Team: They are responsible for establishing and revising guidelines, ensuring quality control of events and workflows, managing partnerships, addressing grievances, managing volunteers, and shaping the community’s long-term vision. They also perform all functions of a volunteer.

Volunteer Team: They actively participate in planning and executing our initiatives, provide feedback on events, guidelines, and processes, and contribute ideas for future projects.

We equally value the contributions of all members. After a period of dedicated involvement, volunteers have the opportunity to transition into the Core Team, fostering growth within our organisation while preserving our non-hierarchical ethos. Likewise, Core members can take a step back and choose to continue as volunteers.

Please note:

At present, Local Threads operates on a volunteer basis without monetary compensation. We recognize the value of every contributor’s time and effort, and acknowledge that unpaid labour can be a form of economic inequity and exploitation.

Our long-term vision is to evolve into a self-sustaining community that can eventually provide fair compensation for volunteers’ dedicated work. In the meantime, any expenses incurred for Threads events—such as the purchase of materials, snacks and beverages, travel for venue scouting, or other operational costs—will be reimbursed.

IV) BECOMING A VOLUNTEER

We welcome volunteers who would like to join our initiative to build a community where people from all backgrounds can coexist in a safe and conducive environment.

1. Eligibility Criteria

• Candidates must be willing and able to dedicate 2-4 hours per week.
• Candidates must be willing to volunteer for a minimum period of 3 months.
• Candidates must be at least 16 years old.
• Candidates must be active on WhatsApp for internal communication and planning.
• Candidates’ actions must align with the goals and guidelines of the community.
• Priority will be given to individuals who have previously attended Local Threads events.

2. Application Process

• Candidates have to apply via the volunteer registration form.
• Eligible applicants will be invited to an interview with a Core Team to discuss roles, responsibilities, and community vision.
• Following a review by the Core Team, applicants will be formally notified of their application status.

3. Onboarding of New Volunteers

• New volunteers will be added to the WhatsApp group called ‘Threads Volunteers’. This group is part of the Local Threads WhatsApp Community where all other groups regarding planning for the events are present.
• Volunteers will participate in an introductory meeting where they meet the team, understand our event planning methodology, and gain access to essential resources.
• Questions are welcome in our groups or through direct communication with a team member. For a smooth transition, during each event, a Core member will provide personalised guidance during the initial events to address any challenges.

4. Rights of Volunteers

While we aim to build a safe community externally, the true reflection of our values is seen in how we treat our team and cultivate a supportive and professional environment. We’ve outlined certain member rights during their time with us, though this is not an exhaustive list and shall evolve over time.

Right to Well-Being: Volunteers have the right to take breaks and time off to prioritise their mental and physical health, maintaining a balance between personal life and volunteer commitments, with the expectation that they communicate this to the team in advance to allow us to make necessary adjustments.

Flexible Involvement: Volunteers have the right to flexible involvement, including the ability to scale back their participation or shift roles depending on availability or interest, bandwidth, without negative repercussions.

Right to Voice Opinions and Criticism: Volunteers have the right to express their ideas, feedback, criticisms and concerns openly, with the assurance that their input will be valued and actions will be taken accordingly.

Right to Safe Working Conditions: Threads is a professional space and all people involved have the right to be treated with respect, fairness, dignity and have a safe environment to work in that is free from discrimination, harassment, bullying, micro-management or authoritative control.

Grievance Redressal: Volunteers have the right to access the grievance redressal system if they face any issues or conflicts that need to be addressed.

Expense Reimbursement: Volunteers will be compensated for any expenses incurred on behalf of Threads, including materials, travel, hospitality and event-related costs.

Right to Step Away: Volunteers have the right to pause or step away from their commitments as a volunteer without judgement, recognizing that personal circumstances and interests may change over time.

Recognition & Experience: Volunteers are entitled to a letter of experience or recommendation, acknowledging their contributions and commitment to the organisation provided you fulfil the minimum requisites as outlined in the eligibility criteria.

V) VOLUNTEER RESPONSIBILITIES

The following guidelines apply to Core members, volunteers or any person working in any capacity with Local Threads. By joining the Threads team, you are expected to read, understand, and adhere to the policies, rules, and regulations outlined here, along with all supporting guidelines.

5. Read, Understand and Follow all Threads Guidelines

To create and sustain a safe and conducive environment we have set in some guidelines which shall keep evolving as we grow as a community.

6. Communication channels

• Each event will have a dedicated WhatsApp group created within our WhatsApp Community.
• Volunteers can choose to join these groups if they are willing to participate in the planning and execution of the particular event.
• Event planning sessions take place online via Google Meet or WhatsApp group calls, scheduled based on the group’s convenience at the time of the meeting.

7. Event Planning Responsibilities

We host two types of events: Open Events (public) and Internal Events (Core and Volunteers). An event is held every 3 weeks with every third event being an internal event.

Volunteers are expected to participate in the execution of at least 2 open events in a period of 4 months.

(4 months ie. ~17 weeks will have approx. 5 events: 4 open events and 1 internal event).

Internal events are crucial for capacity building, reviewing our processes, and building connections within the team. These events will not have execution but participation is mandatory.

The following table contains the different roles that help in execution of each event. Both Core members and volunteers rotate roles for each event.

*Unlike the other roles, the treasurer is assigned to a Core member and switched after a duration of 3 months.

• Timelines for tasks will be established collaboratively during event planning meetings.
• On the day of the event, the volunteers are expected to be present at least 15 mins before the event starts.
• Volunteers should be well versed with the guidelines of the community and ensure the participants and facilitators are following the same.

8. Code of Conduct

Threads balances professionalism with community spirit. Below are a few guidelines but we encourage you to exercise good judgement depending on the situation, keeping in mind both our professional nature and community values.

• Volunteers are expected to communicate respectfully with their teammates, avoiding any display of authority, harassment, or bullying. Everyone should have the opportunity to share their opinions, challenges, and feedback openly while working with Threads.
• Volunteers must clearly communicate their availability and interests to facilitate efficient task allocation and planning.
• All volunteers should acknowledge group messages within 24 hours.
• Absence in the online meetings requires at least 2 hours advance notice.
• If a volunteer faces a deadline challenge, they should seek help from the event planning group. The goal is to complete tasks, and volunteers can delegate or collaborate to ensure progress.
• For in-person events or meetings, volunteers must provide at least 48 hours notice of absence, barring unforeseen circumstances.
• Volunteers are expected to maintain confidentiality of all data, account information, photos, videos and contacts obtained during the events.
• If a volunteer is unable to be active for over a month, please inform the Core group so the team can plan accordingly.

9. Feedback

• We encourage constructive feedback to our methods of work, plans, processes, guidelines, ethics and team members.
• Regular retrospective meetings will be conducted after events to evaluate planning, execution, successes, shortcomings, areas for enhancement and explore avenues for community and personal growth.
• For concerns unsuitable to bring up in group discussions, volunteers can utilise our dedicated grievance redressal system.
• Link to Grievance Redressal Form

VI) VOLUNTEER REVIEW AND TRANSITION PROCEDURES

10. Volunteer Assessment (Core & Volunteers)

• A performance evaluation will be conducted after initial 3 months of volunteering.
• Continuation of volunteer status will be determined based on performance and the person’s expressed interest.
• In cases of 3 months of inactivity (without prior notification) or inadequate work standards, a Core Team member will initiate a reassessment meeting with the volunteer.
• This meeting will address expectations, responsibilities, and the person’s desire to maintain their role.

11. Joining the Core Team

• Volunteers with at least six months of active participation are eligible to join the Core Team.
• An assessment meeting will outline Core member responsibilities, after which the volunteer can decide to pursue the role.
• The final decision will be based on feedback and consensus from Core members.

12. Breach of Volunteer Guidelines

• Threads shall seek accountability from members found in breach of our guidelines or code of conduct.
• Appropriate actions will be taken in accordance with the severity of the violation.
• The Core committee reserves the right to terminate volunteer status. If a Core member is under scrutiny, the remaining Core members will take the appropriate action.

13. Leaving Local Threads

• Volunteers must give 3 weeks notice via email to the Core Team before stepping down.
• Email ID: threads-core@googlegroups.com
• An exit meeting will be held to discuss their reasons and feedback of working in Threads.
• After departure, volunteers must maintain confidentiality of sensitive information obtained like but not limited to photos, videos, contacts, Threads documentation.
• Volunteers are welcome to stay involved by attending events as participants!

Thank you for taking the time to read through our volunteer guidelines. We are excited to have you on board and look forward to you being part of our journey in creating safe spaces within our local communities!