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Project Leader Responsibilities and Duties

Introduction

The NMVFO has organized years of successful projects in the New Mexico outdoors. Some of this success is due to the organization’s infrastructure, but most of it is directly attributable to the hundreds of volunteers who have led them. It doesn’t take extraordinary skills to be a project leader, just some training and most of all, the willingness to work with agency personnel and with other volunteers to facilitate the work that needs doing. The materials presented here are certainly not all-inclusive, but hopefully highlight the essentials that are needed to lead a project.

This training will assume that the Projects Committee has completed its tasks of receiving all the project proposals submitted by the various agencies, sorted through them, contacted agencies when clarification or more information was needed, and finally, determined a tentative project schedule for the entire year. You’ve selected one or more projects that you’ve decided you’d like to lead. If you wanted to change the project date(s), you’ve worked with the Projects Committee and agency(ies) to do so, and the final schedule is satisfactory to all.

Getting Started

Contact the agency representative and confirm that the project dates are firm; coordinate this with the Projects Committee.

Discuss the nature of the work to be done. What, specifically, is/are required? Is general trail maintenance to be performed? If a new trail or reroute is involved, will it have been marked? How long is the trail? Do waterbars, check dams, retaining walls, and/or rolling dips need to be installed? Is general treadwork and/or lopping required? Is deadfall to be sawed and removed? For maintenance or construction of structures, ascertain that the agency will provide all materials, such as sandpaper, paint, paint thinner, and paint brushes, lumber, nails, nuts’n’bolts, cement, sand and gravel, etc. Confirm that the agency will have completed all necessary environmental assessments prior to the project. Perform an on-site walk-through if at all possible.

Discuss the indirect logistics of the project. How long and how arduous is the hike to the worksite(s)? Is carpooling to the worksite necessary? How long is the drive? What kind of vehicles can the agency provide? What is the condition of the road to the camping site? Can RVs be accommodated? If there is a gate with a lock what are the hours the gate be locked? What are the camping facilities? Will we have a reserved campsite? Can an after-dinner fireside program be provided? What will the agency provide? Potable water? Toilets? Shelter? Tables? Cooking equipment? Firewood? Showers? Naturally, the more the agency provides, the easier it is for you and everyone else!

Discuss funding arrangements with the agency. The NMVFO prefers that the agency reimburse the NMVFO its expenses through a per diem arrangement (e.g., $12 - $15 per day per volunteer), or through a fixed stipend (e.g., $300 for the project), or other means. As an absolute minimum, the agency should either provide the main project meal (usually the Saturday night dinner), or pay for the cost of the meal…and we need to minimize these meal-only projects. For your information, our overhead (office rent, insurance, storage space rent, office supplies and equipment, tools and tool maintenance, newsletters and flyers, etc.) is approximately twice project-direct expenses!

Now you have enough information to proceed with the next steps.

Finding Folks to Help on the Project

You need the following folks to help you on the project:

• (Optional) Co-leader. This is strongly recommended for projects anticipated to have high attendance. You can share tasks with your co-leader, and this greatly reduces the work load and stress level! Ask someone yourself, or ask the Projects Committee for assistance.

• Cook. Ask someone yourself, or ask the Projects Committee for assistance. In any case, ensure the cook has or is familiar with Project Cook guidelines. Establish with the cook what meals will be prepared and what kind of cooking facilities will be available. As info becomes available, tell the cook how many people are expected and what kind of special dietary needs have to be accommodated. Respect the sign-up cutoff date!

• Crew Leaders. You first need to get a fairly firm sign-up list to select crew leaders. If special skills (e.g., carpentry, bridge building, retaining wall work, etc.) are needed, you may want to do some special recruiting early on.

• Photographer. Ensure the photographer is aware of preferred project photos. (E.g., landscape, and not portrait format, identifiable faces, before and after scenes, etc.)

Before the Project

• Prepare the detailed project description for the flyer that will announce your project. Make sure your write-up is included in the flyer that gives potential volunteers at least a full week after the flyer is posted on the website or mailed. Write a 150 – 250 word description, including: where it is, what kind of work needs to be done, how good/bad the road to the campsite is, RV accommodations (if any), camping facilities, how to get there, elevation (if very high), special features (swimming, fishing, excursions,…) and detailed directions on how to get there.

• Communicate with each volunteer during the week preceding the project. Confirm that they are coming, and ask that they please inform you if they change their mind. Ask if they have all the equipment that they need, including snacks and food for all non-provided meals. Ask if they have any special dietary restrictions. Pass on to each volunteer updated project info, such as weather forecasts, road conditions to the campsite, and any substantial changes that may affect the advertised camping/working conditions.

• Arrange with the Projects Committee for directions and access to the NMVFO storage room. (A-1 Self Storage, 4700 Osuna Rd. NE, Storage Unit # M22).

• Communicate with the project cook. Relate number of volunteers and any special dietary restrictions. Coordinate the transport of all cooking supplies and equipment.

• Make a list of equipment needed for the project: Tools (type and number), first aid kit, extra gloves, two-way radios with extra batteries, road signs (don’t run short!), banner,…

• Communicate with the project leader of a project that overlaps yours. Coordinate use of tools and cooking equipment.

The Day before the Project

• Check again with the project cook for any last minute coordination

• Pick up necessary tools, equipment, and supplies from the NMVFO storage shed.

• Install road signs as you drive into the campsite, and put up banner when you arrive.

• Check in with the agency (and/or campground host, if this is the arrangement). Discuss any last minute changes, if any.

• Establish the campground space. Ascertain that all camping facilities have been provided; check with the agency representative if not.

• Greet volunteers as they arrive. Make newcomers especially welcome by spending time with them…put yourself in their shoes…remember the first project you went on…make them feel like they’ve really been missing out not coming to our projects sooner. Suggest where some good tent sites are, what people are doing about dinner that night, if there’s going to be a campfire, when to report where the following morning, etc.

The Day(s) of the Project

Have everyone sign the Volunteer Release Form. Conduct a morning meeting with all hands present. Introduce the agency representative(s), newcomers, and project cook. Identify any personnel trained in giving emergency medical aid. Describe the work to be done and introduce the associated crew leaders. Conduct a safety briefing (see Safety Talk Checklist). Divide the volunteers into crews by asking them to choose tasks; try to ensure matches between individuals and tasks (energy levels and skills). Ensure that newcomers have buddies they can count on to show them the ropes. Arrange transport to the worksite(s) if required.

During the day,

• Visit each crew, at least once. Check on safety practices, morale, equipment, and water consumption. Make sure enough rest breaks are being taken. Be especially sensitive over volunteers who aren’t in good physical condition. Check and see if newcomers are working with experienced VFOers who are giving them help and instructions.

• Be conscious of changing weather conditions, especially lightning and rain. Should the former occur, ensure that volunteers are taken to a safe place.

• Keep in contact with base camp (usually the project cook) and with crew leaders via the two-way radios. Coordinate quitting time and estimate when volunteers will be back at camp.

• Make sure that crew leaders account for all their crewmembers at the end of the day; that no one is left behind at quitting time.

At the end of the work day,

• Inform all volunteers what time dinner will be ready. (Allow time for washing up.)

• Ask for a couple of volunteers to help clean up after dinner.

• Monitor alcohol consumption. Ask anyone to stop drinking if they are getting obviously and obnoxiously intoxicated. Do not permit intoxicated volunteers to drive away without first sobering up. Ask for help if you feel uncomfortable doing this or if the volunteer disregards your directions…the agency rep, an experienced VFOer, your crew leaders, a member of the Board, Projects Committee member, just about anyone will help you out in this regard.

• If everyone hasn’t been introduced by this time, complete introductions. Again, pay attention to newcomers and draw them in to conversations.

• Conduct the after-dinner fireside program, if previously arranged.

After the Project

Thank everyone – shake his or her hands. Arrange for helping the agency people if what they set up for us need to be put away. Be the last one to leave, unless volunteers are purposely staying over; make sure everyone’s car starts. Gather all the tools, equipment, and supplies…coordinate their transport back to the storage shed with the project cook.

Please put all tools, equipment, and supplies in their proper places when you return them to the storage shed. Leave the shed as clean or cleaner than you found it. Please, please clean and dry the coolers before you return them to the shed! Do not store any food in the shed.

Fill in Project Summary Sheet, and turn it in, together with the signed Volunteer Release Forms, to the NMVFO office. Use the Project Report form to inform the Projects Committee and/or the Board of your assessment of the project. Indicate problems that need addressing and possible action, ideas that should be passed on to other project leaders, or any other suggestions for improvement.

Fill out the Expense Reports, attach receipts, and take it or mail it to the NMVFO office (Attn: Treasurer). You will be reimbursed expeditiously.

Contact the photographer and arrange to have the photos shown at the next general meeting. Conduct a commentary on the project with the slides at the meeting. Exhale and relax – congratulate yourself for leading a successful project!