The Town has approved the following approach. Our being allowed to have SAT Days on Town property depends on adhering to these work and safety procedures.
Overview:
"Save a Tree" Days target short term opportunities to get a team of experienced bittersweet battlers into a site during a known weather window (typically during winter, early spring and late fall when target sites are clear of foliage).
Overview:
"Save a Tree" Days target short term opportunities to get a team of experienced bittersweet battlers into a site during a known weather window (typically during winter, early spring and late fall when target sites are clear of foliage).
The general public is not widely invited but new volunteers are welcome if they are interested in being vetted for inclusion in the Gold Level Team.
In most cases no special site access prep will be done by the Town so SAT Days are for "heavy hitter" experienced people (the Gold Level Team) only. Because the events are weather-dependent and usually occur in colder months they will typically be on short notice (see "Scheduling" below).
The goal of SAT Days is to have quick, simple events that require minimal effort to organize, while producing maximum hands-on eradication results.
Who Can Initiate An SAT Day: Only qualified SAT Day Event Coordinators can initiate and coordinate a Save A Tree Day. The qualification process involves one orientation day where a qualified Event Coordinator guides the new Event Coodinator through the process. CLICK HERE for more details.
How Are SAT Days Initiated: SAT Days are initiated by any qualified Event Coordinator who feels like there is a good weather window approaching, and their personal schedule allows them to coordinate a work day. Basically you step up and do it.
Qualified SAT Day Event Coordinators: D.R. (11/18/13); J.E. (3/30/14); A.P. (6/7/14). Any of these individuals can qualify a new Event Coordinator. Contact glastonburyinvasives@gmail.com if you want to discuss becoming an Event Coordinator. Due to the organizational and safety responsibilities involved, the EC vetting process is rather strict. Along with knowledge of invasives and control methods, EC's must be willing to run events that adhere with the safety and procedural commitments we have made to the Town.
Who May Participate:
Gold Level Team volunteers are invited to each SAT Day event, by email. Gold Level volunteers are experienced with proper oriental bittersweet eradication practices, are on the Gold Level Team (GLT) list, and have been vouched for by an Event Coordinator based on training and participation at their initial event.
This is important for safety reasons and because a strong vetting process was promised to the Town as a condition of having SAT Days.
A SAT Day coordinator may allow a non-Gold Level person to participate only after a thorough orientation and observation of their work techniques. If the volunteer is proficient the SAT Day EC should add them to the GLT list.
How Many People Are Needed?
A minimum of two on site at all times. A typical SAT Day event attendance target is 10 to 15 people but we have had very productive work days involving only 5 people. The SAT Day process is flexible enough to allow a small group of people to have their own SAT Day as long as they follow the agreed-to procedures.
Non-Gold Level Volunteers:
There may be exceptions where non-Gold Level volunteers are allowed at an SAT Day event. This would usually be if another organization joins the effort or a new volunteer has expressed interest. In these instances Work Teams should be formed for the non-Gold Level volunteers. A Team Leader should be identified, workers should have an orientation session, work in a specific area, and so on.
Scheduling:
It is VERY important to have a fairly accurate weather forecast before invitating the Gold Level Team. If several good days are forecast, shoot for the day in the middle of the good stretch. We want to avoid having to cancel at the last minute. We need to accept the balancing act between having a reliable weather forecast, and giving people enough advance notice. During the winter months most days are not suitable for an SAT Day so a solid near-term weather forecast trumps lots of advance notice leading to a probable cancellation. We try to shoot for weekend days but have to take the good days, whether weekend or weekday.
Three hours is the point at which volunteers are ready to stop. Because SAT Days allow people to arrive and leave at their convenience we should shoot for a 4 hour event window, 5 hours at most, keeping in mind the Event Coordinator or a co-coordinator has to be there the whole time. A 5 hour work window translates to well over 6 hours for the Event Coordinator (too much).
The time slot should be adjusted for day of week and season:
In most cases no special site access prep will be done by the Town so SAT Days are for "heavy hitter" experienced people (the Gold Level Team) only. Because the events are weather-dependent and usually occur in colder months they will typically be on short notice (see "Scheduling" below).
The goal of SAT Days is to have quick, simple events that require minimal effort to organize, while producing maximum hands-on eradication results.
Who Can Initiate An SAT Day: Only qualified SAT Day Event Coordinators can initiate and coordinate a Save A Tree Day. The qualification process involves one orientation day where a qualified Event Coordinator guides the new Event Coodinator through the process. CLICK HERE for more details.
How Are SAT Days Initiated: SAT Days are initiated by any qualified Event Coordinator who feels like there is a good weather window approaching, and their personal schedule allows them to coordinate a work day. Basically you step up and do it.
Qualified SAT Day Event Coordinators: D.R. (11/18/13); J.E. (3/30/14); A.P. (6/7/14). Any of these individuals can qualify a new Event Coordinator. Contact glastonburyinvasives@gmail.com if you want to discuss becoming an Event Coordinator. Due to the organizational and safety responsibilities involved, the EC vetting process is rather strict. Along with knowledge of invasives and control methods, EC's must be willing to run events that adhere with the safety and procedural commitments we have made to the Town.
Who May Participate:
Gold Level Team volunteers are invited to each SAT Day event, by email. Gold Level volunteers are experienced with proper oriental bittersweet eradication practices, are on the Gold Level Team (GLT) list, and have been vouched for by an Event Coordinator based on training and participation at their initial event.
This is important for safety reasons and because a strong vetting process was promised to the Town as a condition of having SAT Days.
A SAT Day coordinator may allow a non-Gold Level person to participate only after a thorough orientation and observation of their work techniques. If the volunteer is proficient the SAT Day EC should add them to the GLT list.
How Many People Are Needed?
A minimum of two on site at all times. A typical SAT Day event attendance target is 10 to 15 people but we have had very productive work days involving only 5 people. The SAT Day process is flexible enough to allow a small group of people to have their own SAT Day as long as they follow the agreed-to procedures.
Non-Gold Level Volunteers:
There may be exceptions where non-Gold Level volunteers are allowed at an SAT Day event. This would usually be if another organization joins the effort or a new volunteer has expressed interest. In these instances Work Teams should be formed for the non-Gold Level volunteers. A Team Leader should be identified, workers should have an orientation session, work in a specific area, and so on.
Scheduling:
It is VERY important to have a fairly accurate weather forecast before invitating the Gold Level Team. If several good days are forecast, shoot for the day in the middle of the good stretch. We want to avoid having to cancel at the last minute. We need to accept the balancing act between having a reliable weather forecast, and giving people enough advance notice. During the winter months most days are not suitable for an SAT Day so a solid near-term weather forecast trumps lots of advance notice leading to a probable cancellation. We try to shoot for weekend days but have to take the good days, whether weekend or weekday.
Three hours is the point at which volunteers are ready to stop. Because SAT Days allow people to arrive and leave at their convenience we should shoot for a 4 hour event window, 5 hours at most, keeping in mind the Event Coordinator or a co-coordinator has to be there the whole time. A 5 hour work window translates to well over 6 hours for the Event Coordinator (too much).
The time slot should be adjusted for day of week and season:
- Winter: Start later in the morning to take advantage of the day's high temps and daylight (10 AM to 2 PM).
- Spring and Fall: Start at 9 or 9:30
- Afternoon Sessions: Attendance is significantly lower for afternoon sessions.
- Day of Week: Saturday seems to generate best attendance. Weekdays less. Start later a little later on Sundays (10 AM).
Scheduling Factors:
Because SAT Days are often during cold months the factors are more than just rain. They include cold, rain, wind, snow, sleet, and ground conditions. We WILL NOT have an SAT Day is there is snow on the ground, regardless of temperature. In general we want dry days with temps reaching at least 45, low wind speeds, and no snow cover.
Double Shifts:
We generally don't do 2 shifts on SAT Days because afternoon shifts are poorly attended. There may be times when 2 shifts make sense, especially on Partner Days if we expect a higher number of volunteers.
Double shift SAT Days should use TWO Event Coordinators (one morning, one afternoon). One EC doing both shifts is too much to take on. The ideal scenario for double shifts is when there are several known volunteers who can only attend in the afternoon, and an Event Coordinator is available for the secone shift.
Double shifts are not advisable during winter months due to short daylight hours and very cold temps early and late in the day.
Location Factors:
Reasonably flat sites that are easy to reach from a safe parking area are preferred, especially in cold weather.
Notification (Town):
Before initiating a SAT Day, the Event Coordinator must notify J.D. or A.P. via email or phone (if you are an EC you have their contact info) to make sure there are no conflicts with other planned events at the site. The town Tree Warden (G.F.) must be notified at least three working days in advance. If the site has a security lock we need to request or confirm the lock combination or whatever is needed to get in.
Gold Level Team Event Notification:
Once you have decided on an event date and location, notify J.E., who maintains the GLT e-mail list and will send a template-based event invitation to the invitees. This should be done close enough to the event date to be fairly sure the weather forecast will hold (usually 3 or 4 days before the event).
Specific Event Time Window (also see "Scheduling" above):
In cold weather the event should have a specific start and end time, and generally not last more than 4 hours. No work should be allowed before or after the time window. Participants can arrive and leave at any time within the window (there is no required arrival time).
Designated Cutters (Optional):
We have many excellent volunteers who struggle with cutting larger vines. We don't want these valuable workers to feel overwhelmed or discouraged. They do a huge amount of good once the larger vines are out of the way. To assist with these vines Event Coordinators should try to designate "Cutters" who are available to help cut larger vines. This is not required and will not always be possible, but should be done when someone is willing to be The Cutter.
The Cutter(s) should wear a yellow vest (in SAT Day Kit) and the Event Coordinator should advise senior volunteers how to identify The Cutter, and to call The Cutter at any time. The Cutter should have the sharpest saw(s) available.
What EC's Should Bring:
The SAT Day EC is responsible for making sure necessary items are brought to the site. CLICK HERE for a checklist. The EC will need to gather up items from various people (whoever coordinated the previous event is likely to still have the first aid kit, etc.) or make sure the people with key items will be coming to the event and bringing those things with them (signs, canopy if needed, folding table, chair(s), etc.). It is also prudent to bring a cart or other means of bringing things from vehicle to site.
Volunteer Monitoring:
The coordinator needs to make sure volunteers do not use power tools or other unapproved tools, any pets are kept under control, no alcohol is consumed, etc. This information is provided in the Save A Tree Day site under What To Wear and What To Bring/Not Bring.
Arrive Early:
EC's should arrive about 1 hour early to deal with setup and to oversee early arrivals. Some work (inspecting and tagging the site) can be done the day before if needed.
Inspect and Tag The Work Area:
We have had some issues with people wandering away from the intended work site, then not signing out so we had to go searching for them. To avoid this hassle tag the work site borders with tape and ask people when they check in to work within the tagged area for safety reasons. After tagging the general work area inspect the area for any dangerous conditions (hanging branches, etc) and mark any areas to be avoided.
Sign In and Sign Out Sheet:
There must be a sign in and sign out sheet, and "check in instructions" that ask the volunteer to see the SAT Day EC(s) for a quick overview of the work we want to accomplish. The EC should plan to work near the sign in area and wear a safety vest if possible so volunteers can find them. The EC should also be present at the end of the event time window to make sure everybody is accounted for. This is especially important during cold weather. We don't want to leave an injured volunteer at a work site.
Waivers (NO EXCEPTIONS):
All participants must sign waivers when signing in. E-mail A.P. if you need the electronic file. Make and bring enough copies.
The Town has specifically reinforced the "no exceptions" mandate. This Event Coordinators are prohibited from making any exceptions and should advise those who request exceptions "no waiver, no work, no choice" (politely). This is important because individuals have requested exceptions or tried to avoid signing waivers at several events.
If someone refuses to sign but insists on working anyway ask a trusted person to witness your asking the person to please stop working at the event site, and your advising the person that they are not part of the event. Avoid any controntation beyond that. Make a note of the time and person's name on a blank waiver form and save it with the signed waivers. Then leave a message with the Tree Warden (G.F.) also providing the name and time the person was advised. G.F.'s work number is on the event checklist.
Two-Person Rule:
There must be at least two people on the site at all times, otherwise work must stop. Enforcing this is the EC's responsibility. It is also prudent to keep the group within reasonable proximity of each other.
General Oversight During Event:
The Event Coordinator will be working along with the volunteers, but should stop occasionally to walk through the work area and make sure things are proceeding as expected. It also helps for the coordinator to work in various site areas so they can check on the volunteers, especially newer volunteers.
The EC should also double-check the signed waivers to make sure everybody has signed.
Event Photos:
If possible take "before" and "after" photos of site, geotagged if possible but not required. Also take a few photos for potential publicity use. Local media editors prefer shots with people over pictures of dead vines. Photos may be published in black and white so try to get shots that will have sharp contrast and simple backgrounds that are not similar to the subject of the photo). This can be done by the EC or anybody with a camera who is willing. Group shots are excellent when possible.
End of Event:
- Walk the site and let anybody still working know the event is over.
- Check the sign out sheet and make sure everybody is accounted for.
- Make sure all loaner tools are accounted for.
- Clean up any trash, collect all signage, load up and get the heck outta there.
- Get any personal property back to owners (tables, chairs, etc.).
- Most important of all, DO NOT LEAVE THE CAKE OUT IN THE RAIN! OH NOOOO!
- Nice job!
- The SAT Day EC will take home event property (signs, first aid, waivers, loaner tools, canopy, etc.). Store everything safely for the next event.
- If the EC for the next SAT Day is at the event they can take everything home and save a hand-off.
- If the EC's vehicle cannot accomodate everything or they do not have space to store the equipment, they'll need to make arrangements with another team member to bring, take and store bulky items (for example, the canopy).
