LCV Leader checklist

Introduction

Here's a list of all the things to think about if you are leading a day task. If you are leading a residential then you will also need to think about food accommodation and travel arrangements.

In the week before the task

• Make contact with the client:

  • Agree what you will be doing, discuss the tools that will be required and ensure that any necessary materials will be available.
  • Agree where you will be working, when you will meet the client and where you will meet them.
  • Ask them to identify any particular hazards that you need to be aware of.
  • Get their contact details for the day (e.g. their mobile number or the site telephone number), in case you have a problem and need to call them before you arrive on site.
  • COVID-19: Agree the maximum number of volunteers allowed on the task and identify any issues with the work proposed due to the coronavirus outbreak. If mitigation of the risk is not possible, refuse to undertake the work. If volunteers are travelling to the site by themselves, identify any issues around parking, and agree a start time with the client.
• Think about how and where you will be doing the task and do a risk assessment.
• Your risk assessment should cover both the safety risks posed by the conservation task and any special measures required to mitigate risks of spreading coronavirus on this task. While most legal restrictions have been lifted, LCV still has an obligation to protect its volunteers, client and the general public. There is a COVID-19 risk assessment template which already covers most of the main risks. We no longer require this risk assessment to be written down, but on occasion clients may request it.

• Talk to your driver (if you are not driving the minibus):

  • Agree when you will meet before the task (usually at the Toolshed).
  • Make sure that at least one of you has a set of keys for the Toolshed.
  • Make sure that at least one of you knows the way to the work site.
  • Make sure that at least one of you has a mobile phone for emergencies.
• Talk to the transport secretary to find out who is coming, and if there are any special instructions about volunteers who want to be picked up en route or who will be meeting you at the work site. This is particularly important due to COVID-19 when many volunteers will be meeting you on-site and there will be special risks to mitigate
• If there are any special techniques which will be needed then make sure that the client will explain these or that there will be someone else on the task who can do this.

On the Sunday morning

• Before leaving your house make sure that you have remembered:

  • The list of who's coming.
  • Contact details for the client, in case you have a problem and need to call them before you arrive on site.
  • Your lunch.

• At the Toolshed:

  • Check that the tools you need are fit for use.
  • Surface contamination of COVID-19 is no longer considered to be a major means of transmission and our tools should be safe as they've been in the shed for a period. Neverthless wear a face covering and gloves before handling tools to reduce the risk further Load the tools into the minibus. Secure them with Velcro / cambuckle straps. Do not obstruct the bus's rear door.
  • Ensure you have sufficient disinfectant spray, hand sanitiser and paper towels for each group. Note that:
    • The most practical disinfectant for us to use is likely to be a spray containing 0.05-0.2% Benzalkonium Chloride. This is commonly sold in a trigger-spray bottle in supermarkets as "Antimicrobial Surface Cleanser" or similar. Summary evidence from UCL and EU CDC
    • If this isn't available, a solution of washing up liquid in a trigger spray bottle is better than nothing.
    • DO NOT use Jeyes Fluid!
    • Hand sanitisers should contain at least 70% alcohol
  • Note, on the task record form, details of all the tools that you have loaded into the minibus.
  • Fill up the water bottle
  • Make sure that your driver has checked over the minibus and recorded the results on the log sheet.
  • To minimise the risk of coronavirus transmission, put on a face covering before boarding the minibus, and sit well apart. Open the windows for ventilation (even if it is cold/raining), including the rear windows

• Meet the volunteers at the pickup point:

  • Volunteers should wear gloves before recording their volunteer information on the task sheet and filling in any new volunteer forms.
  • Explain to volunteers that they should inform us if they are confirmed to have COVID-19 after a task. Also explain that their contact detials will be passed to NHS Test and Protect if we are contacted as part of contact tracing.
  • Welcome any new volunteers warmly.
  • If there are any new or newish faces on board, introduce yourself, explain a little about the site and explain the reason we are working there. Give an idea of how long the journey will be.

  • Turn volunteers away politely if:

    • They have not booked.
    • They are exhibiting COVID-19 symptoms or admit to contact with a known or suspected case in the past 14 days (and should therefore be self isolating)
    • They have no face covering and intend to travel in the minibus. Due to government requirements for public transport we cannot permit volunteers in the minbus without a face covering.
    • They are underequipped and you cannot provide them sufficient basic kit and the nature of the task and / or weather conditions will cause them to be at risk.
    • They are Under 16 and unaccompanied (make sure they can get home).
    • They are drunk, drugged or otherwise incapable.
• Wait until you've got everyone or until 9:40. Don't wait any longer.

On Task - before starting work

• When you arrive:

  • Tell the minibus passengers that you have arrived and explain what is going to happen next.
  • Introduce yourself to the client, explaining that you are leading the task.
  • Try to identify any potential hazards on the site immediately.

• Unpack the minibus:

  • Keep an eye on new volunteers, making sure that they know what is going on.
  • Make sure that the first aid kits are taken out and one given to each sub-group, along with cleaning supplies
• Try to get the client to give a brief talk about the site and its importance.

• Give the tool and safety talk. The length of the talk will depend on whether you can see any new faces who need more explanation and reassurance. Things to think about:

  • Social distancing requirements and hygiene. Tools should not be shared between volunteers unless disinfected.
  • What are you doing and how are you doing it?
  • How should each tool be used? How should it be carried? How should it be left when not in use. See the Tool Safety page.
  • Based on your pre-task consideration of the hazards, risks, and mitigation measures and anything new you have added since your arrival tell the volunteers about the hazards and risks on the site.
  • Point out the hazards;
  • Explain how big a risk they pose:
    • How likely is an accident?
    • How serious could it be?
  • Tell the volunteers what to do minimise the risks. For example:
    • What is difficult or dangerous about the work? How can risks of back damage, eye damage, burns, cuts etc be minimised?
    • What is difficult or dangerous about the work site? Steep slopes? Deep water? Slippery? Congested?
    • What environmental problems are there? Hot weather - sunburn, dehydration, heat stroke? Cold weather - hypothermia, icy ground? Rain - slippery ground, slippery tools, hypothermia?
    • Remember the rule of thumb for loppers and flesh on wood for all edge tools
  • Who are the first aiders? Is there a doctor in the house?
  • What time are you going to stop for a tea break or for lunch?

On Task - Getting Started

• Divide the volunteers into suitable work teams. Try to have mix of abilities, and make sure that new volunteers are being looked after by experienced volunteers.
• Make sure that each team knows exactly what it is doing and has a sensible and achievable goal.

• As soon as you have got everyone working busily away, you can start work yourself. However you must never get so involved in what you are doing that you stop checking that:

  • Everyone knows what they should be doing and is busy doing it
  • Everyone has all the tools and materials they need. If there are shortages, can you re-deploy volunteers so that the shortages are removed?
  • Everyone is happy and healthy
  • Nobody is doing anything dangerous, or beginning work on something that will become dangerous (e.g. digging a big hole in the middle of a busy footpath).
  • Check that all the tools are being used correctly and stored safely.
• Review your risk assessment regularly in the light of any changes in the task or the conditions or any issues raised by volunteers. If there are any new hazards and control measures then communicate these to the volunteers.
• Check continually with the client, if they are present, to make sure that they are happy with the way that the work is going. Be sensitive to subtle hints that suggest that they would rather not have the spoil from your hole dumped on those orchids. Be prepared to take corrective action, which may involve asking volunteers to redo work. The more often you check that your client is happy, the less likely it is that you will need to go back over work that you have already done.

On Task - breaks

• It's up to you to decide when to take breaks to fit the needs of the group and the task. As a general guide though, try not to have volunteers working for more than two hours without a break.

At the end of the task

• As home time approaches, make sure the volunteers know when you plan to leave and that they do not start any work that they will not be able to finish.
• When it is time to stop, make sure everyone knows that you have stopped work. Gather and clean all the tools and check that you have everything that you brought with you.

• Check the site to make sure

  • that you have left it tidy and that there is no half-finished work. If possible walk over it with the client to make sure that they are happy too;
  • that there are no tools or personal belongings lying forgotten;
  • that any fires lit are completely out (unless previously agreed with the client), and that the ashes are scattered so they don't encourage pyromaniacs;
  • that you have left no litter.
• Load all the tools and volunteers back into the minibus. Make sure that you haven't forgotten any tools or volunteers before you set off for home.
• Give the client a chance to thank the volunteers for their efforts.
• Give new volunteers a copy of the Mucker and highlight any upcoming tasks or social events which may interest them.
• Before you drop off the volunteers, thank them sincerely, particularly any new faces.

At the toolshed

• Fill in the post-task section of the task sheet.
• Unpack the tools from the minibus and put them in their proper places in the toolshed. Clean any that are dirty, and dry any that are wet. If the tools are to be used the next day, disinfect them
• Hang up at wet gloves.
• Sweep out the minibus, and remove any litter and lost property.
• Collect any rubbish from the toolshed and take it with you.
• Make sure the lights are off in both the toolshed and garage, and lock both securely. Don't forget the central lock on the toolshed.
• Thank your driver.

The week after the task

• If the client wasn't present on the day of the task then contact them to check that they are happy with the work.
• If any consumables (hand sanitiser, disinfectant, saw blades, firewood, matches etc) are running low, please tell the next task leader and Toolshed Manager.
• If necessary, contact the Co-ordinator and let them know of any problems that arose during the task, and how they might be avoided in future.