The Poudre Wilderness Volunteers Organizational Handbook* is an excellent source for information about running a successful Friends organization.
The full version of the Handbook is published here, you can browse by section below.
NOMINATION, FAMILIARIZATION and 5
OFFICERS OF THE BOARD OF DIRECTORS 7
ANNUAL PLANNING & EVENTS CALENDARS ON THE PWV WEBSITE 12
TRAIL USE & USER ASSESSMENT 47
PUBLICATONS - CONTENT COORDINATION 59
FIELD GUIDE AND POCKET PATROL GUIDE 63
PWV FIELD & TRAIL GUIDE (for sale to the public) - NEW EDITIONS 69
YEAR-END EVENT & ANNUAL MEETING 85
PWV FIELD & TRAIL GUIDE SALES 103
TRAINING 105
SUPPLEMENTAL TRAINING 105
KICK-OFF NIGHT 107
LEAVE NO TRACE TRAINER TRAINING COURSE 114
MENTORING PROGRAM 121
BACKCOUNTRY EMERGENCY AID 133
SPRING TRAINING 135
SPRING TRAINING ñ JACKS GULCH CAMPGROUND 135
SPRING TRAINING (Cub Scout Camp) 150
ENDOWMENT FUND 169
POLICIES 170
PROCEDURES 172
DRAFT GOALS & OBJECTIVES 173
FUNDRAISING 173
SAFETY 173
EDUCATE & TRAIN MEMBERS 175
IMPROVE PATROL COMPETENCE AND TRAIL COVERAGE 177
RECRUIT, EQUIP, & FIELD VOLUNTEERS 178
EDUCATE THE PUBLIC - while on patrol 179
EDUCATE THE PUBLIC ñ public outreach 179
REVIEW, EVALUATE, & IMPROVE PWVíS ACTIVTIES AND PROGRAMS 180
TRAIL CREW 180
WEED CREW 180
OTHER 181
ADDITIONAL DOCUMENTS:
PWV_Committee-Activity_Funding_Request_Form_2012_for_NWSA.xls
section_3_Inventory_-_example_inventories-4SEPT2011.xls
section_3_Weed_Crew_2011_weed_pull_schedule_Google_Docsfor_NWSA.xls
INTRODUCTION
(M Parmer: October 2011; DRAFT)
PURPOSE
The Organizational Handbook is designed to describe the responsibilities of the Offices, Committee Chairs and Event Leaders for Poudre Wilderness Volunteers. It is the responsibility of the Secretary to update the manual as needed.
CALENDAR OF EVENTS
October: Send an email to all Officers, Committee Chairs and Coordinators requesting their
Input for changes to the Handbook.
November : Modify the Handbook as necessary.
Remind/Inform all Board members and new committee chairs about the Organizational Handbook and where it can be found on the PWV website – Encourage them to read/re-read the Handbook
Throughout the Year: Update the on-line edition as necessary.
PROCEDURES It is the intent to maintain this Organizational Handbook on the PWV website.
EVALUATION AND REPORTING
The Executive Committee and/or the Board of Directors will periodically review and evaluate the contents of the Organization Handbook and solicit input from members in order to ensure that it is up-to-date and useful to the Organization.
GOVERNING ROLES & AUTHORITIES
(J Shaklee: October 2011; DRAFT)
Board of Directors
The affairs of this Corporation [PWV] shall be managed by a Board of nine (9) to twenty (20) Directors, who shall be members of the Corporation [PWV]. One Directorship (non-voting) is reserved for the official representative of the U.S. Forest Service – PWV Bylaws: Article IV, Section 1
Meetings of the Board of Directors are typically held on the third Thursday of each month (except May) at the USFS Building beginning at 6:30 PM and are open to Advisory Board Members, all PWV members, and the general public.
Advisory Board
Advisory Board members will provide guidance, direction and support to the Corporation [PWV]. – PWV Bylaws: Article IV, Section 4
Executive Committee
The day-to-day management of the Corporation [PWV], including coordination of all working committee activities, shall be overseen by an Executive Committee. – PWV Bylaws: Article IV, Section 7
Other Committees
The Board may establish committees and subcommittees from time to time and may assign appropriate duties and authorities to them. The Board of Directors will appoint all Committee Chairs. – PWV Bylaws: Article IV, Section 8
Action Taken Without a Meeting
The Board may take any action in exceptional circumstances that do not permit the convening of the Board, by obtaining the written approval, including by email, of a majority of the voting Members of the Executive Committee. Any action so approved shall have the same effect as though taken at a meeting of the Directors. – PWV Bylaws: Article IV, Section 9
Powers, Duties, and Responsibilities of the Board of Directors
Duties of the Board of Directors (PWV Bylaws: Article VII, Section 2):
A. Cause to be kept a complete record of all its acts and corporate affairs open at all times for inspection by the members.
B. Supervise all officers, agents, and employees of this Corporation, and see that their duties are properly performed.
C. Supervise all programs of the Corporation.
Responsibilities of the Board of Directors (PWV Bylaws: Article VII, Section 3)
A. The Board of Directors is legally responsible (and liable) for the financial practices and decisions of the Corporation.
B. The Board of Directors is legally responsible to protect, maintain, and uphold the tax-exempt status of the Corporation
Normal Elections of Board Members and Officers, and Appointments of Committee Chairs
A. Typically, elections are conducted and appointments are made by the Board at the October Board Meeting (unless needed at other times)
B. Newly elected Board members, officers, and appointed committee chairs typically take office at the Annual Meeting of all PWV members held in the autumn of each year.
(J Shaklee: October 2011; DRAFT)
The Board of Directors consists of 9 to 19 PWV members and the USFS representative, and functions to oversee and direct large-scale and long-term aspects of PWV, including its vision, goals and objectives; the size and nature of its membership; its policies and procedures; strategic and operational planning; and fundraising and financial management.
Directors are expected to prepare for, attend, and actively participate in all regular and special meetings of the Board and the Annual Meeting and Year-End Event. All Board members (including all officers) except the USFS representative have Board voting rights. Board members are legally responsible—and liable—for the financial practices and decisions of the organization, and are legally responsible to protect, maintain and uphold its tax-exempt status. Directors are also asked to serve as chairs/leaders or members of one or more PWV committees/programs throughout their tenure. New Directors are elected to staggered, 3-year terms by the current Board, at its October meeting.
Desirable Skills and Experience: Active participation in trail patrols and other activities; a strong commitment to making PWV better; a commitment to attending and participating in all Board meetings; specialized skills and experience pertinent to the functions and operations of the Board; e.g., personnel management/supervision; teamwork; project management; fundraising; bookkeeping/accounting; online survey creation and management; website design, operations and management; database, spreadsheet and/or word processing; layout and publication.
NOMINATION, FAMILIARIZATION and
ELECTION TO THE BOARD OF DIRECTORS
(J Shaklee: October 2011; DRAFT)
NOMINATIONS TO THE BOARD AND FOR OFFICERS
Identifying, nominating, and electing committed and qualified members to lead PWV is a key process for maintaining the vigor, quality, and effectiveness of the Organization. Because the by-laws allow for a Board of from 9 to 20 members, the sitting Board has the authority and responsibility to set the number of Board members (which will determine whether or not any vacancies exist). Nominations to fill the open positions to the Board may be made by any director, at any meeting of the Board, when there is a vacancy. Similarly, active members may nominate themselves or other active members. In addition, the Executive Committee may serve to nominate active PWV members to the Board and as Officers or establish a Nominating Committee to accomplish the same purpose.
In 2011, the Executive Committee asked the Chair-Elect to form a Nominating Committee to develop a slate of candidates for Board Membership and Board Officers. That Committee consisted of: Chair-Elect (who served as Chair of the Committee), selected outgoing officer (Treasurer), one additional current Board member and two Advisory Board members. It is important that the nominating process be initiated early enough to allow adequate time to identify and contact potential candidates well in advance of the October Board meeting at which the annual election is held. In 2011, prior to the first Nominating Committee meeting, each Committee member reviewed the required qualifications of candidates as stated in the PWV Bylaws and the PWV Organization Handbook, reviewed lists of qualified candidates and then individually prepared a list of potential candidates for each position. At the first meeting of the Committee, the group compared their lists, discussed each potential candidate, and prepared a single prioritized list of candidates for each position. After the first Committee meeting, select members of the Committee contacted candidates for each position in the order on the prioritized list until a potential candidate agreed to be on the candidate slate. Once candidates were confirmed for each of the open positions, the Committee held a second meeting that included the Officer candidates. The purpose of the second meeting was for the Committee to meet the Officer candidates and to review with them their responsibilities as Officers to assure that they and the Committee are comfortable with them serving in their candidate positions. Subsequent to the second Committee meeting and prior to the election date, a final slate of candidates was submitted to the Board of Directors.
FAMILIARIZATION Written descriptions of duties and expectations for Directors and Officers shall be communicated to the membership at least two months prior to the October elections, along with a call for nominations and volunteers.
All volunteers, nominees and members considering serving on the Board are strongly encouraged to attend one or more Board meetings prior to the elections to familiarize themselves with the Board and its operations, and to make themselves known to current Board members. Additionally, all candidates for the Board or for Officer positions are asked to submit a brief written statement: 1) Outlining their relevant knowledge, experience and interests; 2) describing their history of involvement in PWV activities and programs, and 3) indicating why they want to be on the Board. The statement should be sent to the Secretary by October 1; and circulated to all current Directors prior to the October Board meeting. Additionally, candidates are encouraged to attend the October Board meeting and make brief comments regarding their candidacy prior to the elections.
ELECTION OF DIRECTORS Election to the Board is by a secret, written ballot. At such election, the Board members may cast one vote on each vacancy. The person receiving the most votes for each vacancy is elected. In case of a tie, open discussion by the Directors, followed by subsequent secret ballots, shall determine the outcome.
BOARD CALENDAR
June – August: The Nominating Committee (or the Executive Committee, or the Board as a group) evaluates the current and future personnel needs of the Board and its committees and reviews the performance, experience, and qualifications of PWV members in light of the Board’s needs. It then begins the process of identifying and contacting potential new Board members and officers (and consults with current committee chairs regarding potential new committee chairs or vice-chairs) and encourages selected members to consider serving on the Board (or as committee chairs/vice chairs) and invites them to attend one or more Board meetings to learn about the Board’s functions and operations.
August: Email notification is made to the entire membership regarding the duties and expectations for Board Directors and Officers, along with a call for nominations and volunteers, and a suggestion that interested parties attend one or more Board meetings to familiarize themselves with the Board and its operations and to make themselves known to the current Board members.
August-September: Typically, the Executive Committee (or a nominating committee established by the Executive Committee) develops a formal slate of recommended director and officer candidates (and new committee chairs/vice chairs) by reviewing the membership roster and contacting selected members about their potential interest.
October 1: Nominees and candidates for director and officer positions are asked to submit a brief written statement: 1) Outlining their relevant knowledge, experience and interests; 2) describing their history of involvement in PWV activities and programs, and 3) indicating why they want to be on the Board or serve as an officer to the Secretary. Prior to the October Board meeting, Board members review the bios and consider the merits of each candidate in light of the needs of the Board (and its committees).
October Board Meeting: Election of Directors and Officers is held. Since Officers on the Board of Directors need to be members of the Board of Directors, voting for New Board of Directors precedes voting for Officers to cover the situation where a newly elected Board of Directors member may be nominated to be an Officer. Appointment of committee chairs/vice chairs typically occurs at the October or the November Board meeting (or when necessary).
OFFICERS OF THE BOARD OF DIRECTORS
(J Shaklee: October 2011; DRAFT)
Each year, the Board of Directors is led by a different chairperson. The leadership of the Board involves a series of 3-year cycles whereby a future leader is elected to serve one year as Chair-Elect, followed by one year as Chair, followed by one year as Most Recent Past Chair. The 3-year leadership cycles are intended to provide both regular turnover while allowing for learning/training and benefiting from experience and recent historical perspective.
All officers of the Board and the Advisory Board Member to the Executive Committee serve as voting members on the Executive Committee. The USFS representative is a non-voting member of the Executive Committee.
CHAIR The Chair shall serve a 1-year term, preside at all meetings of the Board, and assure that decisions of the Board are carried out. Desirable Skills and Experience: Successful completion of term as Chair Elect and familiarity with all PWV aspects and programs.
CHAIR-ELECT This position is the first step in a three-year commitment: 1st year = Chair-Elect; 2nd year = Chair, and 3rd year = Most Recent Past Chair. The two primary duties of the Chair-Elect are to assist the Chair and to act in place of the chair when needed. The Chair-Elect is elected to a 1-year term by the Board at its October meeting. To be considered for the Chair-Elect position, a PWV member must have previously served on the Board for at least one year prior to his/her election to this position. The Chair-Elect is strongly encouraged to participate in as many programs and activities as possible during this year to maximize his/her familiarity with, and understanding, of PWV’s diverse operations and needs. Desirable Skills and Experience: History of active and enthusiastic participation in trail patrols and other PWV activities and programs. Leadership qualities and a strong desire to work with the Board, the USFS representative, and other PWVs.
Most Recent PAST CHAIR The major duty of this position is to counsel and advise the Chair (and Chair- Elect) regarding past issues and decisions of the Board. (This position also serves as a voting member of the Endowment Fund Committee.) Desirable Skills and Experience: Successful performance as Chair.
SECRETARY The Secretary is elected to a 1-year term but may be re-elected. By a two-thirds majority vote of the Board, the position of the Secretary may be exempted from the 3-year term limit as Board member (PWV Bylaws: Article VIII, Section 3). The Secretary records votes and keeps the minutes of all meetings and proceedings of the Board, notes of the Executive Committee meetings, and members’ Annual Meeting. The Secretary (or the Chair) serves notice of meetings of the Board and of members; keeps appropriate current records showing the PWV members, together with their contact information; updates and manages the Organizational Handbook of Procedures and Policies; and performs other duties required by the Board. Desirable Skills and Experience: Attention to detail, strong note-taking skills, and proficiency using a word processing program.
TREASURER The Treasurer is elected to a 1-year term (with an expected 3-year commitment to the position as long as their 3-year term on the Board has not expired) by the Board, at its October meeting. By a two-thirds majority vote of the Board, the term of the Treasurer as Board member may be extended to allow completion of the term as Treasurer (PWV Bylaws: Article VIII, Section 3). The Treasurer follows sound accounting principles to produce reliable financial information; receives and deposits in appropriate bank accounts all moneys of the organization; disburses such funds as directed by resolution of the Board; signs all checks; and keeps proper books of accounts. The Treasurer prepares an annual budget and a statement of income and expenses to be presented to the Board at the appropriate regular meetings and to be open for inspection by the membership. When directed by the Board, the Treasurer shall cause an audit of the books to be made by a public accountant. The Treasurer also manages the books of the PWV Endowment Fund and serves as a voting member on the Endowment Fund Committee. The outgoing Treasurer is expected to train, assist and advise the incoming Treasurer at the beginning of the first year in this position. [see “Treasurer” below in Section 3 for a more detailed presentation of duties and activities.] Desirable Skills and Experience: Detail oriented, experience collecting money and recording financial transactions (bookkeeping); knowledge and experience developing and managing budgets, experience preparing financial reports; and proficiency using spreadsheets and/or financial managerial software (esp. Intuit QuickBooks).
BOARD MEMBER-AT-LARGE TO THE EXECUTIVE COMMITTEE The primary duties of the Member-at-Large are to communicate between the Board members and the Executive Committee (esp. bringing ideas, suggestions, concerns and issues of Board members to the attention of the Executive Committee) and to communicate between the PWV membership and the Board and Executive Committee. Desirable Skills and Experience: Good communication/advocacy skills; experience and familiarity with a diversity of PWV activities and programs.
ADVISORY BOARD MEMBER TO THE EXECUTIVE COMMITTEE The primary role and duty of the Advisory Board Member to the Executive Committee is to provide historical perspective and related advice to the Committee. This optional 1-year term position can be filled when requested and nominated by the current Chair and approved by a majority vote of the Executive Committee. The Advisory Board Member to the Executive Committee is a voting member of the Executive Committee but not a voting member of the Board of Directors. Desirable Skills and Experience: Extensive knowledge of the history, scope, operations and members of PWV.
EXECUTIVE COMMITTEE The Executive Committee consists of the Officers of the Board listed above, the Member-at-Large to the Executive Committee, the Advisory Board Member to the Executive Committee, and the USFS representative. The primary purpose of this Committee is to manage the day-to-day affairs of the organization and coordinate all working committee activities.
ELECTION OF OFFICERS OF THE BOARD OF DIRECTORS Only current members of the Board can serve as Officers. The election of all Officers (except for the Member-at-Large) occurs by secret ballot at the October meeting of the Board, after the election of directors. The ballot lists all candidates for each vacant officer position. Directors may vote for one candidate for each officer position, and the candidate receiving the most votes for each officer position is elected to that position. In case of a tie, open discussion by the Directors, followed by subsequent secret ballots, shall determine the outcome. The new Board elects a Member-at-Large to serve on the Executive Committee at its November Board meeting.
(J Shaklee: October 2011; DRAFT)
The Board of Directors benefits from advice and assistance from the Advisory Board.
The Advisory Board is made up of former Board members who remain interested in PWV’s ongoing operations and activities and who contribute historical perspective and experience-based insights to issues facing the Board and PWV. Advisory Board members are nominated by the Board and elected to the Advisory Board for 3-yr terms (and they may subsequently be re-elected to serve additional consecutive 3-year terms).
Most current Advisory Board members are former Board members who have indicated a desire to continue to serve PWV in an advisory capacity. Additionally, they may be esteemed persons with expertise relevant to the mission of PWV, representatives of major donors to PWV, or other leading members of the community.
Advisory Board members are invited to all Board meetings as non-voting participants.
Advisory Board Members – 2011
Allen, Fred
Bell, Chuck
Cantrell, Dave
Lilley, Frank
Manuel, Bob
Mosehauer, Betsy
Mosehauer, Mike
Rieux, Jacques
Snyder, Mark
Thielen, Ken
Van Ackern, Cheri
VanDeMark, Garin
Wallace, George
Wiles, Lori
Wumkes, Kristy
(J Shaklee: October 2011; DRAFT)
ADMINISTRATION – Facilitator: Chair
Hospitality. . . . . . . . . . Jan Creager
Patrol Scheduling & Reporting Website . . USFS
Annual Calendar on PWV Website . Karl Riters
Office Crew. . . . . . . . . Margaret Shaklee
Patrol Scheduling. . . . . . Bob Hansen
Uniforms. . . . . . . . . . Kathy James
OPERATIONS – Facilitator: Chair-Elect
Adopt-A-Highway . . . . . . Kristine Williams
Adopt-A-Trail . . . . . . . . Garin VanDeMark
Kids in Nature . . . . . . . . Barb Benjamin
Stock Patrol . . . . . . . . . Kathy Michaels & Kathy Wester
Trail Crew . . . . . . . . . Bob Manuel
Trailhead Hosting & Trail Use Assessment position vacant
Weed Crew . . . . . . . . . Jim Shaklee
Winter Patrols . . . . . . . Laura Van Arsdale
PUBLICATIONS – Facilitator: Secretary
Content Coordination . . . . . . position vacant
Field Guide (& PPG) . . . . . Jim Shaklee
PWV Field & Trail Guide (new editions) position vacant
Poudre Trails Newsletter . . . Jan Creager
PWV Website . . . . . . . Scott Ackerman
FINANCE – Facilitator: Treasurer
Budget . . . . . . . . . . . Margaret Shaklee
Endowment Fund . . . . . Jerry Hanley
Fundraising . . . . . . . . Fred Allen, Mike Shaddy
Grants [committee doesn’t currently exist]. . . . . . position vacant
Inventory . . . . . . . . . Don Creager
Public Field & Trail Guide Sales . . Jacques Rieux
COMMUNICATIONS/RELATIONS – Facilitator: Member-at-Large
Awards . . . . . . . . . . position vacant
Surveys & Questionnaires . . . Margaret Shaklee
Members In-Reach (Affiliation Gatherings). . . . Bob Hansen
Year-End Event & Annual Meeting Jim Shaklee, Karl Riters, Frank Schwende
CSU Homecoming Parade Janet Cook
Public Outreach . . . . . Jerry Hanley
Recruiting & Interviews . . . . . . Ken Thielen
TRAINING – Facilitator: Most Recent Past Chair
Kick-off Night . . . . . . Laura Van Arsdale
Mentoring Program . . . . . . . David & Rosellen Lobree
Spring Training (2011) . . . . . Jan Creager, Kathy James, Don Creager
Supplemental Training . Karl Riters
LNT Trainer Training . . . . . Garin VanDeMark
Backcountry Emergency Aid Team…position vacant
ANNUAL PLANNING & EVENTS CALENDARS ON THE PWV WEBSITE
(K Riters: October 2011; DRAFT)
PURPOSES
Two dynamic calendars are maintained on the PWV Website to inform members of important planned and scheduled events throughout the calendar year:
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Planning Calendar identifies events that are planned by month which are yet to be scheduled
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Events Calendar identifies events that are that are scheduled with specific dates and other pertinent information. As planned events are scheduled, they are removed from the Planning Calendar and added to the Events Calendar.
CALENDAR OF EVENTS
Late October: Begin preparing the calendars using known events (from previous 12 months) with adjusted dates (for coming year) (i.e., Board meetings, Spring Training, Year-end Event, etc.). CONTACT the Winter Patrol Coordinator for the January kick-off night and patrol season dates. CONTACT the USFS Liaison to establish the dates for mailing of recruit applications and interviews. COORDINATE with the Recruiting chair to establish the date for the new recruit open house.
January: Contact the Trail Crew Coordinator for the date of the Wilderness Volunteer Workshop and the planned Trail Crew event dates. COORDINATE with the Weed Crew Coordinator for the date of the Weed Crew winter meeting. The dates for the individual weed pulls are on a separate calendar distributed by the Weed Crew Coordinator.
February: Coordinate with the Stock Patrol Chair for the dates of the Stock Patrol new members’ meeting. CONTACT the Trail Crew Coordinator for the dates of the USFS Trail Crew leader training. CONTACT the Kick-off Night Coordinator for the date of Kick-off Night.
March: Contact the Supplemental Training Coordinator for the dates of LNT training and any other scheduled training events.
April: Contact the Adopt-a-Trail Coordinator for dates of maintenance events for the North Fort Trail. CONTACT the Adopt-A-Highway Coordinator for dates of Highway 14 pickups.
May: Contact the Recruiting Chair for dates of New West Fest, the Sustainable Living Fair and CSU Homecoming Parade.
PROCEDURE
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The Calendars are typically maintained by the Chair-Elect. This provides the Chair-Elect an opportunity to become knowledgeable and involved to some degree with important activities of PWV.
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Obtain Administrator access to PWV Website and instruction for accessing the Website from the PWV Webmaster.
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Obtain training and instruction for maintaining the Planning Calendar and the Events Calendar from PWV Chair (who maintained the Calendars on the Web during the past year) and from Webmaster.
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It is vital that the Calendars be kept up to date on the Website if they are to be of value to the membership.
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As a starting point the Chair-Elect uses a spreadsheet of the past year’s Planning Calendar to help identify events that were important in the past year which may also need to be on next year’s calendars. This spreadsheet is available from the current Chair and should be used as a dynamic worksheet to organize and maintain the events throughout the following year.
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As the spreadsheet is updated for next year, the Planning Calendar can be established on the Website and as specific dates become known the Events can be added to the Events Calendar on the Website.
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Normal practice is to maintain the spreadsheet up-to-date to serve as a backup and record of planned and scheduled events as the year progresses.
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To provide some assurance that the calendars are maintained up-to-date, a follow-up email is sent three weeks prior to the following month to all event owners requesting them to confirm that their events are accurately shown in the Planning Calendar for the following month or are accurately scheduled in the Events Calendar for the following month. The following are examples of draft templates for these emails as used in 2011:
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Planning Calendar update:
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You have one or more Event(s) on the PWV Website Planning Calendar shown for Month: http://www.poudrewildernessvolunteers.org/news-and-information/planning-calendar.html
If you wish to have the Events scheduled and transferred to Events Calendar, please provide me with Date, Time, Location and any other information so I can update the Events Calendar for Month: "http:// Input link to Month"
If you do not want your events on the Events Calendar, let me know and I will remove them from the Planning Calendar as well.
(Name & phone number of Chair-Elect)
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Events Calendar Update:
Procedure
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Set email for PWV Account
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Find Replace “Month” with next month
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Access next month calendar on public website to get names of Contacts & Copy URL for that month
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Paste URL into email replacing “http://www” below, highlight URL and click on Hyperlink
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Input “To…” for email with Contacts for next month
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Copy Subject (below) to Subject line of this email
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Update my availability to do Event Calendar update for the rest of this month
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Change all font to black except for URL (keep URL blue)
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Delete Procedure and Subject from this Reminder Template
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Send email to Contacts for next month Events
Subject: PWV 2011 Calendar - Review Your Month Events
You are scheduled for one or more Month 2011 Events on the PWV Website Events Calendar. The following is the link to the Month Events Calendar: http://www Please review your Event(s) to verify that it is accurately posted for Month and advise me if you require any corrections, changes or additions. To promote use of the PWV Website by PWV members and make the Events Calendar a useful feature, obviously it has to be accurate and kept up to date.
I will be out of town (input dates) and may not be available to make changes during that period.
Thank you in advance for reviewing your Month 2011 Events,
(Name & phone number of Chair-Elect)
(J Creager: October 2011; DRAFT)
PURPOSES
1) To acknowledge serious illness or death of a Board?/PWV? member or their immediate family member.
2) The Board may need to define and agree on the definition of immediate family.
3) To send flowers to a member who has been seriously injured while on patrol.
CALENDAR OF EVENTS
As needed
PROCEDURES
At least a card should be sent; but flowers, a basket of fruit, or other may also be sent depending on circumstances.
Refer to the current budget for available funds Board approval is required if more funds are needed, or ask members to donate money to pay the excess.
EVALUATION AND REPORTING
Submit a brief summary report of activities and expenses to the Board at the end of the year.
(Margaret Shaklee: October 2011; DRAFT)
PURPOSE
The Office Crew was organized to:
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Facilitate the check-in/out process for USFS & PWV equipment used by members while on PWV patrols. Equipment includes USFS radios and SPOT units, PWV GPS units, some maps and first aid kits.
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Assist the USFS liaison in keeping records of items checked in/out
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Remind PWV members to file trail patrol reports in a timely manner
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Make copies of business and information cards for PWV members to use on patrol
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Perform other duties as needed
CALENDAR OF EVENTS
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April: Confirm the Office Crew members and alternates for patrol season.
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May: Meet with all Office Crew members and alternates before Spring Training to plan upcoming needs and to develop schedule for season
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July/August: Meet to reassess schedules and to adjust procedures for remainder of season
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May-October: Call PWVs to remind them to file trail outstanding patrol reports
PROCEDURES
Office Crew Members…
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Report to the USFS on assigned day and time. If unable to attend, email or call other Office Crew volunteers to determine if anyone can assist that day. This step is more important than in the past, because of the Hazardous Trail requirements.
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Check the PWV Equipment cabinet in the Visitor Center to pick up equipment that has been returned. (Key is with the Visitor Center Personnel, behind counter.)
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Report to the PWV volunteer cubicle.
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C
PRIORITY RADIO/SPOT CHECKOUT
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Trail in Hazard Tree Zone.
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Trail Crew
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Mentor Patrol
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KIN Hike
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Overnight trip
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High Public Use Trail
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Horseback Patrol
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Remote Trail
heck in returned equipment:
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Enter date returned and your initials on CHECK-IN/OUT form(s)
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File completed CHECK-IN/OUT form(s) in brown folder.
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Update Sign-out/Sign-in Tracking sheet for all radios and SPOT units.
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Re-charge batteries of radios and GPS units--chargers located in Kevin’s office.
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Put charged batteries in file cabinet drawer in Kevin’s office.
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Replace batteries in GPS units and put units away in top drawer in file cabinet.
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Make sure SPOT units are turned off and put away in top drawer in file cabinet.
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Check phone for messages and follow up on all messages from volunteers from previous day.
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Check-out Procedure for radios, SPOT units, GPS units and other equipment. Remember to issue equipment only to active PWV members.
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Complete the check-out reservation form and place it with the unit(s).
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Name & Contact info for person checking out equipment
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Date checked out and your initials
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Date due back and your initials
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Equipment # and description (Radio, SPOT, GPS, maps, first aid kits, etc.)
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Update Sign-out/Sign-in Tracking sheet for all radios and SPOT units.
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Call the PWV member (or Adopt-a-Trail person) regarding the status of their request.
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If equipment requested is not available, leave a message for the next Office Crew volunteer.
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Inform Arrowhead Visitor Center or Red Feather Lakes Work Center if any radios or SPOT units are to be checked out from their location. Tell them radio or SPOT unit X, Y, or Z, the date, and who is checking the radio/SPOT out.
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Arrowhead phone number is 9-881-2152.
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Red Feather Lakes Work Center phone number is 9-881-2937.
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Place the equipment with the form in the PWV Equipment Cabinet in the Visitor Center.
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Calls to members regarding patrols not reported:
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As the season progresses, a list of PWV volunteers who have not reported patrols will be posted in the office.
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Call individuals and ask if they did the patrol and remind them the report is due as soon as possible.
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Mark results on the call sheet or indicate if a message was left.
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Other office duties as assigned…
EVALUATION AND REPORTING
A report is not currently being done. The data collected by the Office Crew could be a possible source of data for the usage of radios and SPOT units (and other equipment) in a season, including the rate of use, the frequency of use by time, trail, user, item, and location; length of time equipment is checked out for; rate of late returns and requests shorter than the preferred 72 hours.
(B Hansen: October 2011; DRAFT)
PURPOSE
Scheduling provides new and returning members, if requested, their summer patrolling schedule.
CALENDAR OF EVENTS
March: A link to the on-line Patrol Scheduling Preferences Questionnaire is emailed to all new recruits and to returning members (especially potential mentors), with directions to complete the questionnaire within 2 weeks. [In the same email, new recruits and returning members also receive a PDF version of the Volunteer Agreement Form that must be filled out, printed, and returned to Kevin Cannon at the USFS (by U.S. Mail or in person).]
April: Volunteer Agreement forms are routed to the Forest Service Liaison.
Mentor Coordinator(s) recruit an adequate pool of experienced members willing to serve as mentors.
Survey Manager provides information regarding potential mentor patrol availability to the Patrol Scheduling Committee.
Late April/Early May: Committee schedules two mentor patrols and four other patrols (preferably with returning members as patrol partners) for all new hiking and backpacking recruit by Kick-off Night and, if time allows, schedules other patrols requested by returning members.
Periodically during the season: Send a broadcast letter to the membership, reminding members of the patrol alternative of Trailhead Hosting.
PROCEDURES
The following information should be considered during the scheduling process:
1) Number of patrols requested by a member. (Some people want more than 6 patrols.)
2) Requested patrol partners, if provided.
3) Attempt to schedule at least 2 mentor patrols for each new volunteer. Work with the mentors’ schedules and wishes. We try to have 2 new members per mentor patrol, but some mentors only want 1 new member on a patrol.
4) Match new member with a veteran for the rest of his/her patrols if you can.
5) Optimize trail coverage by attempting to cover all “high” (and “medium”) priority trails as much as possible, to get the biggest bang for our patrols.
6) Attempt to schedule using requested dates.
7) Use appropriate trails—length, exertion and timing. Remember, some trails open later.
8) Match hiking rate and mode--slow, fast, hiker, backpacker . . .
9) Match patrol partner desires, if necessary. Some people don’t want to patrol with opposite sex partners. (This is a bigger issue than I thought it would be.)
10) Members’ follow-up. Contact new members, if not heard from by the cut-off date, and get clarification as needed.
11) Contend with late arrivals. There are always a handful of people who are late with their information.
Given the difficulties experienced in 2011, perhaps PWV should reduce the complexity by modifying some or all of the following current scheduling options [JBS]:
schedule only a maximum of 6 patrols for each new member
don’t allow new members to request patrols with a specific member
require that mentors accept 2 (or more) new members on mentor patrols
eliminate the options of requesting specific hiking rates or difficulty of trail
eliminate the option to specify gender of hiking partner on day patrols
How this is done:
Give Volunteer Agreement forms to the USFS Liaison. The Stock Patrol handles the forms, but scheduler captures data from those who also patrol via hiking. ??--?? Keep a spreadsheet of forms.
Mentor scheduling information (driven by Mentor Coordinator) is also obtained during this time. Work with the mentor leader to ensure an adequate number of mentors are available. A rule of thumb is to have at least enough mentors to equal half the number of new members. Mentor Coordinator uses a process to ensure the mentors are acceptable and trained. (We have had a lot of hiking mentors recently, but there is usually a need for backpacking mentors.)
The most time consuming part is ensuring the new members have at least 2 mentor patrols. The first new member patrol is always with a mentor. After that, they might have a patrol with a veteran until a match between mentor and new member schedule coincides. The scheduling should begin with assigning 2 mentor patrols to each new recruit (highest priority); beginning with backpack mentor patrols then hiking mentor patrols. The second priority is to schedule the four remaining patrols for new recruits paired with veteran PWVs. The lowest priority is scheduling patrols for returning members wanting to patrol with other returning members.
To accomplish this, the information provided in the Patrol Scheduling Preferences Questionnaire database is transferred into a spreadsheet. First the members are sorted into new, mentor and other returning members with the mentors and new members first. New members and mentors are then paired according to date and hiking preferences including speed, difficulty and gender preferences. Care should be taken to avoid back-to-back dates for mentors.
After the new members are assigned both mentor hikes, the remaining hikes for new members and all hikes for returning members are scheduled taking hiking preferences into account. If there is not a match in the “dates” spreadsheet, the Scheduling Committee will pick someone from the open date spreadsheet to fill that date. Then, step and repeat.
What isn’t included in this is the time needed to call members to get clarification on information in their questionnaire. There are always changes that occur during and after the schedules have been completed. About 10% of members will have changes, often due to work or vacation schedules. (Does the Patrol Scheduling Committee accommodate these changes or let the members fix such “last minute” problems?)
Stock Patrol Scheduling: Please note that the Stock Patrol takes care of its own scheduling. At this time, since it is a much smaller group, mentor patrols are scheduled by the mentors. Scheduling the rest of the patrols is done by the individuals utilizing the website.
SCHEDULING COMMITTEE QUALIFICATIONS
-
Ability to manipulate spreadsheets (and databases)
-
Knowledge of all PWV trails including trail suitability for mentoring, trail-specific opening dates, hiking versus backpacking trails, trail difficulty, etc.
-
?
EVALUATION AND REPORTING
The patrol scheduling process and outcomes should be reviewed and assessed each year at the end of the summer patrolling season to identify successes and shortcomings. The results of this process should be reported to the Board and used as a basis for improving the process in future years.
(K James: October 2011; DRAFT)
PURPOSE To order and distribute new shirts, name badges, hats, coats and other uniform items the membership feels is appropriate.
CALENDAR OF EVENTS
March: Attend the interviews, usually held on 3rd and 4th Saturdays in March. Help each new recruit determine the size of uniform shirt they need. Volunteers will be given a flier indicating the uniform items that are available for purchase. Provide the Treasurer with a list of items ordered by new recruits. The Treasurer will send out invoices to the new recruits for shirts, badges, and hats.
May: Order the uniform items in time for delivery before Spring Training.
Spring Training: Assign a volunteer to count and distribute the uniform items to the volunteers.
PROCEDURES
It is important to have everyone in PWV dressed in the same uniform. The shirts are manufactured by Columbia. Our cost for the new shirt (and patches) is $35 (some larger sizes are more expensive, but we don’t have many of them). Each new recruit or member is charged $20.00 for their first shirt and full cost for additional shirts (refundable for a new recruit who drops out and returns their shirt in “as new” condition).
|
Item |
Vendor |
Phone |
Details |
Comments |
|
Shirts |
Shyda’s Shoe & Clothing Barn |
717-274-2551 |
Brand = Columbia |
Wholesale/retail distributor for Columbia, located in Lebanon, PA |
|
Name Badge |
Craft Trophy Co. |
970-482-1158 |
Each new recruit is charged $10.00 for a name badge (non-refundable). |
|
|
Hats |
Classic Designs Embroidery (Loveland, CO) |
970-667-4084 |
||
|
PWV Patches |
Patches are sewn to the uniform shirts and other uniform items (armbands, packbands, and safety vests) by a Uniform Committee volunteer. |
|||
|
USFS Volunteer Patches |
USFS |
970-295-6722 |
Contact PWV-USFS Liaison to order them. |
|
|
Other Items |
Various |
Order as needed (e.g., coats, stock blankets) |
EVALUATION AND REPORTING
Send an inventory of remaining items to the Treasurer in June.
Solicit comments and suggestions from the membership regarding quality and member satisfaction regarding uniform items.
(Kristine Williams: October 2011; DRAFT)
PURPOSE
To perform community service by removing litter from mile marker 69 to mile marker 73 along Highway 14 in the upper Poudre Canyon
The program is managed by the Colorado Department of Transportation’s Greeley office located at 1420 2nd Street, Greeley, CO 80631. Their phone number is 970-353-1232.
CALENDAR OF EVENTS
September: Every two years CDOT will send a letter of renewal to the coordinator for the
PWV Adopt-A-Highway commitment. Even though the CDOT agreements require 4 pick-ups a year their office understands that PWV only does 2 pick-ups during their hiking/riding season in order to avoid the inclement weather of high mountainous terrain.
April: Advise the Chair-elect to help schedule 2 days on the annual PWV calendar for litter patrols.
May: Call the Poudre Canyon CDOT office at (970-881-2128) to arrange a time to get orange
garbage bags. Required orange safety vests are provided by the AAH coordinator. The safety video presented before each litter patrol is provided by the CDOT office in Greeley or downloaded from their web site.
Prior to events: Send a PWV broadcast email to all members two weeks before a scheduled litter patrol to request volunteers.
5 days prior to events: Call the Poudre Canyon CDOT office at (970-881-2128) to inform employees of the patrol and to allow them time to schedule a truck to pick up filled garbage bags from the area
Week before events: Plan lunch and shop for needed food, water and drinks.
Directly after events: Call CDOT to inform them of the completed litter patrol and indicate the
number of orange bags left along the roadside for them to picked up.
Send a thank you email to all the volunteers who contributed their day.
PROCEDURES
Though this is a community service project, it also counts toward the PWV 6-patrol days a season commitment. Litter patrols are a great way to meet new volunteers and spend time with invited family and friends. Lunch is provided after the patrol and volunteers then return home knowing their time has made a big difference to an area improved by their efforts.
Organizational Duties: Stress carpooling and items (PWV uniform, sun block, rain gear, sturdy shoes) needed for the litter patrol.
With 10 volunteers and 2 vehicles, drivers and teams can pick up litter for 2 miles on 2 different loops.
Arrange a meeting place (where the CDOT Safety Video can be shown) for all volunteers and determine a lunch spot.
Show the required CDOT safety video and distribute the orange vests and garbage bags.
Give volunteers printed instructions describing the designated safe parking areas and the specific litter patrol boundaries.
When finished, meet in a scenic location for a great potluck or picnic or at a nearby restaurant to celebrate PWV’s good deed!
We do future generations a great favor by removing aluminum cans that can last 200-400 years; plastic containers and bags 20-30 years; cigarette butts 2-5 years, plastic 6-pack holders 450 years, and Styrofoam and glass bottles can take thousands or millions of years and might never completely break down. Our forests, rivers and wildlife will reap the benefit of our good deeds. Some statistics show the largest groups of people who litter are young teens; and they are encouraged to join us in hopes that we can set a good example for them.
EVALUATION AND REPORTING
At the conclusion of the PWV season, deliver a report to the PWV Board detailing the number of volunteers who participated in the patrols, the number of litter bags collected, and other pertinent information.
ADOPT-A-TRAIL (NORTH FORK TRAIL #929)
(G VanDeMark: October 2011; DRAFT)
PURPOSE
The following paragraphs have been taken from the USFS Memorandum of Understanding U.S. Department of Agriculture (Forest Service) and PWV. The document describes maintenance standards which both parties agree to meet and establishes the working relationship between the parties. Work under this document will be authorized through an annual agreement for sponsored volunteer services.
Volunteers “will perform light and heavy trail maintenance on the North Fork Trail for the Adopt-a-Trail program in the Canyon Lakes Ranger District. Trail work may include, but is not limited to cleaning and construction of drainage structures such as water bars, brushing, limbing and removal of downed trees on the trail.”
Copies of the most current Adopt-a-Trail documents are attached at the end of this document.
CALENDAR OF EVENTS
Dates We have chosen to select 4 monthly work sessions during the PWV hiking season to perform trail maintenance activities on the North Fork Trail. The dates are chosen after consulting with the PWV Trail Crew and so as not to conflict with its work weekends. For example, in 2011, the scheduled work days were: June 11 & 12, July 16 & 17, August 24 & 25 and September 10 & 11.
PROCEDURES
Recruiting The membership is surveyed by email prior to Spring Training to recruit members who are interested in helping with this effort. We have intentionally avoided attempting to recruit volunteers who have not completed at least 1 year on the trail implementing the primary mission of PWV – routine trail patrolling (“. . . to field citizen volunteers to serve as wilderness rangers and hosts for the purpose of educating the public . . .”).
Notify Volunteers Once a list of volunteers has been obtained in early spring, the schedule of work weekends for the summer season is communicated to the interested volunteers by email, asking them to reserve as many of these work dates as possible.
Hike Trail/Make Work List The Adopt-a-Trail (A-A-T) leader(s) hike the trail in early Spring from the trailhead to the RMNP boundary and then update a list of the work (photos and notes) that needs to be done on the trail. We consult with the USFS Liaison and add to the list the work he feels needs to be completed. Then a plan is created detailing the work we hope to accomplish during the 4 weekend sessions.
Notify Participants About 2 weeks prior to the scheduled work weekends, a detailed email is sent to the interested volunteers, telling them what work we plan to do and asking them to advise us of what days they can work.
Tools needed
A few days prior to the work dates, gather up specific tools, hard hats, first aid kit(s), and other equipment needed for the work that is planned. Based on the number of separate work teams we have spread out along the trail, pick up necessary USFS radios. PWV has some tools — some of which were purchased with grant money — that are available from the PWV storage unit. A list of PWV tools is attached. Garin has been storing PWV tools in his garage during the summer months and returning them to PWV storage facility for the fall, winter and spring months. Additional USFS-owned tools are available from the USFS Ad Site tool room.
At the Trailhead/Safety/Work Day
Drive to the trailhead each work day with the tools needed for the work. Usual meeting time at the trailhead is 8:00 AM or so (adjusted for the distance some may need to drive). Gather and discuss the work planned, assign the tools to be carried to the work site, determine who has First Aid training and what is the plan of action in case of injury or accident, fill out the A-A-T paperwork for the USFS CLRD A-A-T Coordinator, and have a trailhead safety talk. The work day ends between 3:00 and 5:00 pm.
Work Area/Tool Cache
The work completed to date has been relatively close to the trailhead, but much more needs to be completed beyond the meadow, close to the RMNP boundary, a 3.5 to 4.5 mile hike. We are considering working weekends where we hike in and make camp, possibly at designated campsites sites 8 or 9, and work from there; and working an early weekend in summer and asking some stock folks to pack the tools in and creating a tool cache close to the RMNP boundary to eliminate the need to carry tools for each work session. We may ask the stock folks to be available the Friday preceding the work weekend, to pack in the volunteers’ camping gear, and the Monday after weekends so the weekend folks can hike carrying only day packs.
Prep Work
In planning each work session, it has been necessary to do preparation work at home and on the North Fork Trail in advance of the general A-A-T weekends. This planning work can then be related in the detailed e-mail sent prior to the weekend work.
EVALUATION AND REPORTING
After each work session, the PWV and USFS tools are inspected, cleaned, and any damaged tools repaired or replaced. The PWV tools are returned to Garin VanDeMark’s garage and USFS tools to the USFS Ad Site. A day or so after each work weekend, a PWV A-A-T report is completed on the A-A-T website, listing the volunteers who worked each day and the work accomplished.
NOTE: see following three Adopt-a-Trail attachments
USFS-PWV Agreement for Sponsored Voluntary Services 3/28/2010
USFS-PWV AAT Program Conditions 3/28/2010
Inventory List of PWV Adopt-a-Trail tools
USFS-PWV Agreement for Sponsored Voluntary Services 3/17/2011
PDF copy of agreement goes here
USFS-PWV AAT Program Conditions 3/28/2010
PWV copy of agreement goes here
Poudre Wilderness Volunteers – Adopt-a-Trail tool list1
(September, 2010 – gmv)
|
Tool |
Quantity |
|
pick mattock |
2 |
|
cutter mattock |
2 |
|
rock bar |
2 |
|
Austin |
2 |
|
broom |
3 |
|
shovel - square |
1 |
|
shovel – round-point |
2 |
|
McCloud |
2 |
|
combi-tool |
2 |
|
double-faced sledge hammer |
1 |
|
carpenter’s hammer (16 oz) |
1 |
|
14” wrecking bar |
1 |
|
safety glasses |
4 |
|
hard hats |
6 |
1 = note that the Trail Crew and the Weed Crew have additional tools and supplies that are available for use by the Adopt-a-Trail program (see below for a partial list):
|
Tool |
Trail Crew |
Weed Crew |
|
21” pruning saw |
4 |
|
|
¾ axe |
3 |
|
|
wedge |
6 |
|
|
hand pruner |
4 |
7 |
|
lopper |
2 |
|
|
shovel- round-point, long handled |
2 |
|
|
shovel- round-point, short handled |
4 |
|
|
machete |
2 |
|
|
heavy duty stapler |
2 |
|
|
rope |
100 ft |
|
|
external-frame, cache-hauler backpack |
1 |
1 |
|
hard hats |
5 |
|
|
safety glasses |
13 |
|
|
first aid kits |
3 |
1 |
|
safety vests |
15 |
|
|
walkie-talkies |
6 |
(B Benjamin: October 2011; DRAFT)
PURPOSE
The mission of the PWV Kids in Nature (KIN) program is to connect kids with Nature and foster environmental awareness, respect and land stewardship through fun, educational programs and direct experience. Our goals are to:
-
Connect kids with Nature via fun, hands-on experiences.
-
Educate kids about natural processes and wild animals and plants.
-
Encourage kids to respect natural areas and practice land stewardship.
-
Introduce kids to selected outdoor skills.
-
Instill a sense of wonder and appreciation for Nature in kids.
CALENDAR OF EVENTS
October – April: Recruit PWVs to participate in KIN program.
April-June: Contact agencies and schedule a series of hikes for the upcoming season.
Advise the Chair-Elect of the KIN dates for inclusion on the PWV calendar.
July-August: Conduct KIN hikes
PROCEDURES
PWV volunteers spend about a half day on the Young Gulch trail with a maximum of 8 children, ages 7 through 11, and their parents or their group leaders. We balance planned activities with “teachable moments” that occur as we hike.
Sources of kids: To date, most of the kids who participate in KIN hikes have come from Boys & Girls Club, Partners Mentoring Youth, and La Familia (beginning in 2011).
Prior to the KIN Hike:
Contact Individuals or Agency Liaisons and collect signed Permission forms:
-
Contact agency liaison or parents/guardians at least 4 weeks in advance of hike.
-
Schedule the KIN hike on the PWV Patrol Scheduling & Reporting Website, choose “KIN” under Trip Type.
-
For individuals, schedule pre-hike meeting date/time/place for at least 1.5 to 2 weeks prior to the hike.
-
For agencies, take the Organizational Liaison Information and Parent/Guardian Information sheets and Permission forms to the agency liaison at least 3 weeks prior to the hike.
-
Collect the necessary permission forms at least one week prior to the hike.
Contact Volunteers (e-mail or phone) at least 2 weeks in advance of hike:
-
Recruit and/or confirm a minimum of 4 PWV volunteers per each 8 kids.
-
Make sure there are at least two adults of each gender for a mixed-gender group of kids.
-
Determine car-pooling plan and arrange to meet at the trailhead 30 minutes before the kids.
-
If applicable, inform volunteers of date/time of pre-hike meeting and encourage attendance.
Gather equipment needed for hike:
-
Contact KIN chairperson to arrange to get a set of three KIN boxes: Give-Aways, Loaners, and Food (see below for contents).
-
Make sure the neck pouches are prepared for each kid including prepared name-tags (see the sample neck-pouch included in the Give-Aways Box.)
-
Reserve and pick up at least one USFS radio. and one SPOT unit ?)
Prepare to give Trailhead Safety Talk (See KIN Manual or materials in KIN boxes)
On the KIN Hike:
-
One-half hour before the kids are due, gather PWV Volunteers at the trailhead, assign initial responsibilities for handing out equipment, discuss KIN hike process including “teachable moments,” and assign leader, “caboose,” and activity facilitators for the hike.
-
Meet the kids and accompanying adults at the trailhead.
-
Pass out the neck pouches and PWV bandanas
-
Conduct the Trailhead Safety Talk. Keep it as brief as it can be and still cover essentials – kids this age are only going to attend for 5-7 minutes.
-
Hike for approximately one and a half hours taking frequent breaks to observe things along the trail, drink water, have a snack, and/or participate in an activity. We hike at the kids’ pace and only go as far as the kids’ stamina and interest allow.
-
At about 11:00-11:15 am, stop for lunch and an activity.
-
Turn around after lunch to return to the trailhead by about 12:30 pm
-
At the end of the hike, hand out T-shirts and make sure you have gathered all the loaner equipment and returned it to the Loaner Box.
EVALUATION AND REPORTING
After the KIN Hike:
-
File a patrol report on the KIN hike on the PWV Patrol Scheduling & Reporting website
-
Complete a KIN Hike Summary based on the template and send it to Kevin Cannon and the KIN chairperson.
Ask all of the adult participants in the KIN Hike (PWV volunteers, agency liaisons, and parents) to complete the on-line Adult Evaluation of the KIN hike Tell them that you will email the link to the evaluation.
KIN EQUIPMENT & SUPPLIES (KIN Boxes1 Contents)
|
Small Blue Box: Give Aways |
Large Blue Box: Loaners |
Ice Chest: Food Box |
|
__ Name tags __ Kids’ first-aid kits __ T-shirts __ Bandannas __ Scavenger hunt forms __ Whistle/compass __ Neck carrying case (including: Trail guide, Pencil, 6” rulers, Nametages, LNT cards) __ Trail Snacks |
__ Day packs for kids __ Saftey talk guide __ Binoculars __ Loupes __ Kids' ponchos __ Adult fist-aid kits __ Fold-up field guides __ Hand wipes __ Insect Repellent __ Sunscreen __ LNT “dance” descriptions __ Trail activites list __ Adult hike evalutations __ Clipboards w/ checklist __ Pre-hike meeting agenda |
__ Water __ Juice __ Post-hike treat __ Ice pack |
1 = Note that there are two sets of KIN boxes (to facilitate “back-to-back” hikes)
The most recent PWV Kids in Nature Annual Report can be found on the PWV website under About Us, Programs, Kids in Nature.
(N Flippin: October 2011; DRAFT)
PURPOSES
• Represent all PWV members patrolling with stock, identify and address issues and needs specific to stock patrolling and stock patrollers, and facilitate communication among members patrolling with stock, the Stock Committee, and the Board of Directors
• Promote the safe use of stock on the trail
• Promote Leave No Trace principles and practices for stock in the backcountry
• Promote and encourage effective methods of training and conditioning of stock for trail and distance riding
• Promote and encourage good horsemanship essential for trail riding and packing
• Promote and encourage caring for stock during and after trail rides and patrols
• Promote use of weed-free forage and proper pasture management
CALENDAR OF EVENTS
January/early February: Call Lory State Park and reserve the first Saturday in May for the Horse Evaluation for 9 a.m. - noon.
Early March: Enlist stock patrol volunteers to assist with interviews of new volunteers, especially those who intend to patrol with stock.
Schedule Mounted Contingent Workshop & Horse Training Day (optional event) for mid-April (at the CSU Equine Center or other appropriate venue) and Horse Evaluation (mandatory event for new recruits) for early May at a suitable location. Advise Chair-Elect of these training dates.
Horse Evaluation coordinator requests and organizes volunteers to assist at Horse Evaluation on first Saturday in May.
March: 3rd & 4th Saturdays (confirm with PWV Recruiting & USFS). Participate in interviews of prospective volunteers.
Have stock patrol applicants sign a special Volunteer Services Agreement form to allow them to participate in the training sessions. Participants must have up-to-date Coggins certificate for their stock.
Early April: Stock patrol meeting for new members (optional).
Mid-April: Stock Workshop & Horse Training Day for all stock patrol members (optional).
Create mentor patrol schedules for new recruits.
Early May: Horse Evaluation at Lory State Park or similar facility (mandatory for new stock patrol members, optional for returnees)
Kick-off Night (mandatory for all new PWV members).
May (Weekend before Memorial Day weekend): Spring Training (mandatory for all new PWV members).
August/September: Stock patrol weekend campout
PROCEDURES
Stock Workshop & Horse Training Day, Horse Evaluation, and Spring Training:
Safety
A) Preparation:
• Training and readiness of mount
• Equipment
• Pre-planning, i.e., maps, routes, I,C,E., contact information
• Conditioning, human and equine
• Emergency contact information, identifying @ trailhead
• Personal safety
B) Environmental:
• Fire
• Weather, storms
• Wildlife
LNT
A) Riding on durable surfaces
B) Weed-free forage and pastures
C) Restraint/containment
D) Camping
E) Packing
F) Manure
First aid
A) Human
B) Equine
C) Kit—what to take
D) Hydration needs
E) Triage, what to do first
F) Summoning assistance
G) Managing debilitating injury/illness (horse down)
Preparation
A) Training, i.e. hobbles, blind fold, separation anxiety
B) Aerobic conditioning, muscle tone, preventing tying up, colic, founder
C) Desensitizing: Backpacker, water crossing, bridges, dogs, llamas, wildlife,
cattle, bicycle, hiker, USFS radio, etc.
Horse training
A) Expose riders to hikers, backpackers, tent campers, bike riders, simulated water
crossing and llamas.
B) Demonstrate ability to back up horse on trail.
C) Discussion of stock-specific safety concerns
D) Other presentations.
Horse Evaluation
A) Expose riders to: mounting and dismounting, hikers, backpackers, tent campers, bike riders, simulated water/bridge crossing and llamas.
B) Pass/fail participants.
Horse Camp at Spring Training
A) How to approach a horse camp
B) Proper stock restraint/containment
C) Certified weed-free feed
EVALUATION AND REPORTING
The Committee should document its meetings and deliberations and share this information on a timely basis with all PWVs patrolling with stock and with the Board of Directors to encourage and ensure open communication and involvement among all members patrolling with stock and other interested/relevant parties. The Committee is encouraged to prepare and distribute an annual report summarizing PWV stock patrolling activities, accomplishments, and challenges.
HORSE EVALUATION EXAMPLE SHEETS
Lory State Park or similar facility (Early May)
Mount and Dismount
Bike Rider(s):
Llamas:
Dogs:
Tent/Camp:
Radio check
Coat off/on:
Wooden Bridge:
Backpacker:
Volunteers:
PROCEDURES
Contact Lory State Park (phone 970-493-1623) in January/early February to secure form to reserve area for the Horse Evaluation. Evidence of insurance is required. Have the Park contact Kevin Cannon/USFS for verification.
Notify new recruits of date; they are required to attend. Encourage returning members to attend. RAIN has been a big issue for this time of year; plan for a back-up date.
We have asked mentors to schedule the 2 required mentor rides and to assist new members in doing their schedules for their other 4 patrols. Returning members schedule their own patrols.
Evaluation Form used May 7, 2011
EVALUATION activity: ____________(e.g., bridge/llamas/bicycle....)
Evaluator Name _____________________________
Please mark “X” in Acceptable or Unacceptable box and write comments to explain if needed.
Acceptable = completed or with some practice will be able to complete
Unacceptable = unable to complete and/or handled poorly
Applicant name or # Acceptable Unacceptable Comments
|
1. |
sample comments Rider is able to control horse well. Crossed bridge without problem. Horse startled, but followed rider’s direction. Rider was very gentle and calm Horse very nervous. Rider worked hard to get animal to cross. I was afraid the rider was going to fall off. Horse was not listening to rider. Horse is not safe for trail work. Rider could not get horse across bridge without getting off. Rider could not re-mount her horse. |
Philosophy
Volunteers who patrol with stock not only must support the philosophy, purpose and requirements of all PWV members, but also have additional requirements as they bring stock into the Wilderness and National Forest. While stock is an all-inclusive term, it is expected the majority of animals will be horses, mules and llamas, either being ridden or used as pack animals. As responsible patrol members and stock owners, it is important to understand that volunteers are responsible for the health and well-being of their animals, their behavior on the trail and in camp, and their interaction with the public.
Stock volunteers have a unique opportunity to:
• Promote the safe use of stock on the trail.
• Promote Leave No Trace principles and practices for stock in the backcountry
• Promote and encourage effective methods of training and conditioning of stock
for trail and distance riding.
• Promote and encourage good horsemanship essential for trail riding and packing.
• Promote and encourage caring for horses during and after trail rides and patrols.
• Promote and encourage the use of weed-free forage and good pasture management practices
Volunteers and their animals represent a wide range of abilities. It is not the intent of PWV to discriminate against any member or animal because of breed, type or conformation, or promote any one training method, but instead to assure safety for the public, volunteers and animals at all times.
Training
It is not the intention of PWV Horse Evaluation /training to substitute for general ground work and horse or mule training. Instead, the aim is to educate members in what will be expected of them on the trail as volunteers. Public safety, volunteers and animals are to be considered at all times. At the end of the training, prospective volunteers and mounts will be asked to demonstrate their ability to accomplish the following:
• General knowledge of PWV and USFS rules and regulations, property boundary knowledge, particularly those pertaining to designated Wilderness.
• Educate the public on the use of Wilderness and non-Wilderness National Forest lands.
• The ability to follow trails by using a map.
• Proper handling and control of their mounts.
• Knowledge of minimum impact (LNT) land use techniques, including low impact camping and horse use on the trails.
• A knowledge of trail etiquette and safety, especially as it pertains to mounted riders.
• The ability to exhibit good judgment throughout training, emphasizing safety to the public, volunteers, and mounts.
Stock should demonstrate the following:
• Good manners, obedience and a willingness to cooperate with the rider/handler.
• The ability to load, travel and unload obediently from a horse trailer or other mode of transportation.
• The ability to remain tied overnight.
Duties
Stock volunteers must perform the same duties as hiking volunteers, as well as the additional responsibility to assure their mounts are well prepared for the activities required of them, assuring safety to the public, volunteers and their mounts. Stock volunteers are in a unique position to educate the mounted public of “Leave No Trace” ethics, including the need for weed-free forage. They are ambassadors to the public of the equestrian and stock community, and can promote the use of stock in the forests and Wilderness to the public.
The Stock Patrol is not trained, certified, or otherwise authorized by any formal or informal agreement to enter into any activity that may be defined as law enforcement, life threatening or search and rescue while functioning as a PWV volunteer.
Trail Etiquette
While not all inclusive, the following are considered basic “rules of the trail” for mounted and stock volunteers:
1) Never ride unless you and your mount are in sound shape and conditioned enough to complete the ride--public safety, your safety and animal safety depend on this. Conserve your mount enough so the day following the ride you can both travel the same distance again, if necessary.
2) Stop your horse when coming upon hikers. Say “hello”, make sure the hiker is not frightened by your animal, and then pass. While it is the hiker’s responsibility to move off the trail for the animal, it is better human relations to take this opportunity to educate the hiker about the best way to pass stock on the trail, especially on narrow trails.
3) Running up behind another animal may frighten it. Always be considerate of other users on the trail, and never cause another rider to lose control of his/her mount. Keep in mind that a young or “green” horse could become very excitable when approached in this manner, whether with a rider or a pack string.
4) Always be courteous enough to wait until a rider is mounted and ready to proceed before you ride away from him. This is especially important at gates, water spots and rest areas. Ask permission to leave if you need to do so before the other rider is ready to leave.
5) Be sure your horse is warmed up adequately before you move him into a trot or canter, and be sure to check with your companion riders to see if they or their horses are ready to move out. If they choose not to join you, ask them if you may leave, if you choose to, and be sure they can control their mounts when you do leave.
6) On narrow trails, keep at least one horse space (10-12 feet) between animals.
7) No smoking on the trail.
8) At lunch or any stop, do not tie your horse to a live tree where it might paw around the roots
9) Ride only on regular riding trails or roads. Some trails are for hikers only. When in doubt, ask.
10) While on patrol, you are representing the stock community, PWV, and the U.S. Forest Service. Be a good host. Educate about animals if you can.
11) Remember, public lands belong to all of us; they are a precious environment entrusted to our care. They should be disturbed as little as possible. We need to share them with our hiking, backpacking and mountain biking colleagues. Together, we can make a difference.
12) Remember, horses are the only biological creatures that are partners in a sport with their owners. As a horse person, you are totally responsible for the health and safety of your animal.
(B Manuel: October 2011; DRAFT)
PURPOSE
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Clear deadfall from trails (especially Wilderness trails) in the Canyon Lakes Ranger District of the Roosevelt National Forest.
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Coordinate with USFS Liaison to conduct additional projects such as bridge construction or repair, major trail improvements, etc.
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Clear deadfall and possible rerouting of the Spring Training trail.
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Provide safety instruction for Trail Crew members.
CALENDAR OF EVENTS
Early in the calendar year: Select the Trail Crew deadfall clearing dates and locations. In the past, this has covered at least 3 outings: 1) one in early in June for 4 days, car camping at Sleeping Elephant Campground; 2) one in mid to late June for 4 days, car camping at Jacks Gulch Campground, and 3) a 5-day backpacking trip in the Rawahs in early to mid-July.
(see following pages for a detailed example of dates and trails)
Coordinate with USFS Liaison about additional projects.
Coordinate with other Trail Crew groups (USFS & RMNA, Backcountry Horsemen, Adopt-A-Trail, etc.) to avoid overlapping coverage.
Once the dates are chosen, notify volunteers who have expressed an interest to give them advanced notice for planning their summer schedules.
Advise the Chair-Elect of the planned Trail Crew dates for the PWV calendar.
April-May: USFS Trail Crew Leader Training Course. Must have been attended by at least one member of each Trail Crew team.
Prior to Spring Training: Clear the Spring Training trail as necessary.
PROCEDURES
1) Actively recruit volunteers to work with the Trail Crew, and keep an updated list of interested persons. First-year volunteers are not usually recruited so they may concentrate on their initial training and completing their 6 traditional trail patrols.
2) Assure the necessary tools/equipment are available at each Trail Crew outing.
3) Organize the Trail Crew teams. Emphasize safety; give a Safety Talk at the beginning of each session. Ensure that at least one member of each team has attended the USFS Trail Crew Leader Training course.
4) The Trail Crew leader should be familiar with the USFS Job Hazard Analysis for Wilderness & Trails. Safety of the Trail Crew volunteers is of prime concern because their work and hand tools can be dangerous and they do lifting and moving of heavy objects, in addition to being exposed to the same dangers as normal patrolling volunteers.
5) The Trail Crew leader should have up-to-date basic First Aid and CPR certification.
EVALUATION AND REPORTING
Prepare an annual report of work accomplished for the Board and USFS.
The most recent PWV Trail Crew Annual Report can be found on the PWV website under About Us, Programs, Trail Maintenance Crew.
2011 Trail Crew Dates
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I plan to add the “FUN” back into the Trail Crew this year. I would like for our work day to be done, and have us back to our campsite by 5:00 PM. This will allow us to have a “Social Hour” before preparing our dinner.
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You will be seeing an e-mail from Kristy Wumkes in the near future giving the dates for the "trail crew leader training" (April 27 6-9 PM classroom session and April 30 field session). I would like to encourage all of you who plan to help with the trail work this summer and haven't attended this training in the past to sign up with Kristy (e-mail This e-mail address is being protected from spambots. You need JavaScript enabled to view it ) when the e-mail comes out.
We have not made it mandatory that all who participate in Trail Crew activities attend this training, but there must be at least one person on every team on the trail who has attended the trail crew leader training one time in their career. The more folks that have taken the training the easier it is to schedule who goes on what team when we assemble on the day of the actual trail work. Also the team leader has a much easier job of keeping everyone safe if his or her entire crew has taken the training. So if you haven't taken this training in the past and can possibly fit this in your busy schedule please do it. Not only will you learn some new stuff but it is also a good way of getting to know the PWVs and other USFS volunteers who do trail work for the Canyon Lakes Ranger District.
If you have taken this course before and want an update, you are also more than welcome to sign up.
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I have included below the tentative schedule for trail crew work this coming summer. You do not need to schedule these dates on the web page - we will take care of that when we complete the trail crew reports after we do the work. Your days on the trail doing trail work will count as part of your six day PWV volunteer commitment.
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The one requirement we do have is that anyone planning on helping on the trail crew have at least one year of PWV experience already completed.
June 3-6, 2011 - Car camp Upper Poudre Canyon
June 3
Leave at 8:00 AM from Forest Service Admin. Site with tools
Arrive at Sleeping Elephant Campground at approximately 9:30 AM
Set up camp and begin clearing of Blue Lake Trail from Hwy 14 to snowline
June 4
Split into 2 groups
1st group to hike West Branch Trail to snowline and clear trees only, working with RMNA crews
2nd group to hike Rawah Trail (North) to snowline and clear trees only, working with RMNA crews
June 5
Split into 3 groups
1st group will clear and maintain Big South
2nd group will clear and maintain Roaring Creek
3rd group to return to Blue Lake and maintain trail to snowline
June 14
Pack up camp and drive to Lower Dadd Gulch Trail
Return to trailhead by 2:00 PM
Return to Fort Collins
June 17-20, 2011 - Car camp Tom Bennett Campground and backpack from Comanche Reservoir to work Comanche Peak Wilderness trails
June 17
Leave at 8:00 AM from Forest Service Admin Site with tools
Backpacking groups will drop off vehicle at Browns Lake trailhead on Crown point Road, and a vehicle at Flowers Monument trailhead outside of Jacks Gulch
Arrive at Tom Bennett at approximately 10:30 AM
Car camping group will set up camp and drive through Jacks Gulch Campground and clear the Little Beaver Trail and return to Tom Bennett by 5:00 PM
Backpacking groups will meet Forest Service seasonals at Tom Bennett and drive to Beaver Creek trailhead and hike into campsite near Comanche Reservoir
Backpacking group will clear Comanche Lake Trail and return to campsite near Comanche Reservoir by 5:00 PM
June 18
Car camping group will clear Emmaline Lake Trail and return to Tom Bennett campsite by 5:00 PM
Groups 1 and 2 of backpackers will divide up with Forest Service seasonals
Group 1 will clear the Hourglass Trail to tree-line and return to camp near Comanche Reservoir by 5:00 PM
Group 2 will clear the Beaver Creek Trail to Brackenbury Cabin junction and return to camp near Comanche Reservoir by 5:00 PM
June 19
Car camping group will clear the Mummy Pass Trail and return to Tom Bennett campsite by 5:00 PM
Groups 1 and 2 of backpackers will divide up with Forest Service seasonal and break camp
Groups 1 and 2 will clear the Browns Lake Trail to the junction with Flowers Trail
The Forest Service seasonals will continue to clear the Browns Lake Trail to the trailhead at Crown Point Road and pick up vehicle and drive to Tom Bennett where they will pick up their vehicles and return to Fort Collins.
The PWV Trail Crew backpackers will clear the Flowers Trail and pick up vehicle at the Monument Trailhead outside of Jacks Gulch.
The PWV car camping and backpacking groups will meet at Tom Bennett by 5:00 PM and commence happy hour.
June 20
Pack up camp
Split into 2 groups
Group 1 to drive to Signal Mountain Trailhead and clear portion of trail, and be back at trailhead before 2 PM
Group 2 to drive to Stormy Peak Trailhead and clear portion of trail, and be back at trailhead before 2 PM
Return to Fort Collins
July 7-11, 2011 - Rawah backpacking trip in conjunction with Stock Patrol
July 7
Leave at 8:00 AM from Forest Service Admin Site with tools
Drive to West Branch Trailhead and leave one vehicle there and meet Forest Service seasonals and RMNA crew.
Continue on to Rawah Trailhead and proceed to hike and clear the Rawah Trail (North) to “six mile meadow” with Forest Service seasonals and RMNA crew (The camp is located on the north side of the drainage the Rawah Trail crosses approximately ½ mile before the Camp Lake junction; N40, 42’, 17” – W105, 56’, 18”)
July 8
Split into 4 groups
Group 1 of PWV and Forest Service seasonals to clear the Lost Lake Trail and return to campsite by 5:00 PM
Group 2 of PWV and Forest Service seasonals to clear Link to junction with Medicine Bow South, Medicine Bow South to junction with McIntyre Creek, and then clear McIntyre Lake Trail before returning to campsite by 5:00 PM
Group 3 of PWV and Forest Service seasonals to clear Rawah to Big Rainbow, Sandbar Lakes Trails, Rawah lakes 2 and 1, and return to campsite by 5:00 PM
Group 4 RMNA crew to break camp and clear and maintain Lower (and Upper) Camp Lake Trails and hike out on the West Branch Trail to their vehicle.
July 9
Break camp and hike and clear the Rawah Trail over Grassy Pass to the junction with the West Branch Trail, leaving enough time to reach camp by 4:00 PM. We make camp off the West Branch trail just east of the junction of the West Branch Trail with the North Fork of the Laramie River (N40, 39’, 33.5” – W105, 53’, 57.0”)
July 10
Split into 3 groups
Groups 1 and 2 of PWV Trail Crew will clear the West Branch to the Blue Lake junction. Group 1 will clear the Blue Lake trail to timberline, and Group 2 will clear the trail to Island/Carey Lakes returning to campsite by 5:00 PM
Group 3 of Forest Service seasonals will hike the West Branch to Rawah Trail and clear the Twin Crater Lakes Trail before hiking out the West Branch to their vehicle.
July 11
PWV Trail Crew to break camp and hike down the West Branch Trail and return to Fort Collins by early afternoon
This is a strenuous backpacking trip. If you are not up to a five-day backpacking trip or are not available but want to help out for a day or two you are more than welcome. Some folks in the past have chosen to hike in on Thursday spend the evening and hike back out the Rawah trail on Friday. Others who have the weekend available can meet up with us on the West Branch trail on Saturday and hike back out Sunday evening, or with us on Monday.
August 13 – 14, 2011 - Hewlett Gulch Trail reroute
August 13
Meet with Wildlands Restoration Volunteers and assist on reroute of section of Hewlett Gulch Trail returning home that evening
August 14
Meet with Wildlands Restoration Volunteers and assist on reroute of section of Hewlett Gulch Trail returning home that evening
August 27 – 28, 2011 – Hewlett Gulch Trail Restoration (Stock Patrol is invited to help transport
revegetation materials)
August 27
Meet with Wildlands Restoration Volunteers and assist on restoration of section of Hewlett Gulch Trail returning home that evening
August 28
Meet with Wildlands Restoration Volunteers and assist on restoration of section of Hewlett Gulch Trail returning home that evening
September 24, 2011 – National Public Lands Day on Mount Margaret Trail
Back to Contents(L Knowlton: October 2011; DRAFT)
PURPOSE
To provide PWV volunteers with a less physically demanding alternative to hiking/riding as a way of fulfilling their annual 6-patrol commitment.
CALENDAR OF EVENTS
PROCEDURES
● Ensure that new volunteers are informed about this option/program at Spring Training.
● Send periodic email reminders about the program to all volunteers during the patrolling season. (Sample message below)
● Ensure a supply of trail descriptions is available from the Forest Service at the beginning of each season.
● Provide trailhead hosting guidelines to volunteers as requested (guidelines below).
● It would be useful if the person in charge of trailhead hosting would make a box (or boxes) of materials to take for hosting and require people to call ahead like they do for radios to pick up the box.
● Participants need to schedule Trailhead Hosting trips prior to each event.
● Trailhead Hosting can occur on a trail that is being patrolled on the same day.
● Trailhead hosts are encouraged to take a table or bench to hold materials and a chair.
Sample Message to Membership
“PLEASE DO NOT REPLY TO THIS MESSAGE!
“This is a reminder about our Trailhead Hosting program, which may become desirable for you and may help attain your annual 6-patrol commitment. Briefly, trailhead hosting is situating yourself at a trailhead and talking to everyone going up/coming down a given trail. You will interact with users in much the same way you would while patrolling. In some cases, you may be able to give users information and advice on such things as trail length and difficulty, The Ten Essentials, water needs, camping restrictions, trail regulations, and dogs off leash, at a time when it will do the most good—BEFORE they make uncertain/wrong decisions.
“We do trailhead hosting 11 trails: Big South, Blue Lake, Emmaline Lake*, Greyrock, Hewlett Gulch*, Lily Mountain*, Lion Gulch*, North Fork*, Rawah (North), West Branch, and Young Gulch (* = added to list in 2011). You must be at the trailhead for at least 3 hours for the activity to count as a patrol, and you must have previously hiked the trail you will be hosting to assure your familiarity with it.
“You may be interested in trailhead hosting if you are injured and must take it easy for a while. Because this is a relatively low-risk activity, the Forest Service allows us to do trailhead hosting without a partner. This could be an option if you have a partner cancel a scheduled patrol and you cannot find a replacement.”
EVALUATION AND REPORTING
Leader should provide the Board with a brief summary report documenting and analyzing trailhead hosting events by trail each year.
(J Shaklee: October 2011; DRAFT)
[JBS: combine with Trailhead Hosting? – J Rieux: “no”] (Not unless you want every trail hosting to be a survey. Where and how does one pick up the freebies) GV
PURPOSE & OBJECTIVES
Collect comprehensive data regarding usage patterns, levels and user profiles for selected trails.
● Quantify usage levels and characterize user types and purposes for each trail.
● Identify key features of users, user preparation and trail selection.
● Provide volunteers with insight regarding trail users and trailhead hosting function.
● Provide a group activity to promote volunteer bonding and esprit de corps.
CALENDAR OF EVENTS
PROCEDURES
● Each assessment would have a lead member, responsible for scheduling, training, logistics, transportation and reporting.
● Focus on a selected trail within a region. During the season, we would assess trails in each of our 6 regions.
● Pairs of volunteers (at least one of whom has previously patrolled the trail) work each selected trail for a 3-hour morning assessment [9:00 am to noon].
● Group lunch 12:30 to 1:00 pm for all volunteers in regional team.
● Shuffle pairs and trails @ 1:30 for a 3-hour pm assessment period.
● Trail patrol credit for each volunteer (each PWV participating in an assessment would contribute 1 full day)
● The resulting data would be put into a database for CLRD and PWV use.
● PWVs stationed at or near trailhead.
● One volunteer asks trail user if he/she is willing to provide information for assessment.
● If “yes”, user completes data collection form or second volunteer interviews user and completes form.
● If “no”, PWV fills out bottom portion of form as much as possible to document the contact.
Data Collection Form (Part A)
● “Did you read the information posted at the trailhead? ALL, SOME, or NONE”
● “Are you carrying some type of emergency survival kit (The Ten Essentials)?”
● “Have you notified anyone regarding where you are and when you will return?”
● “What is your destination today?”
● “Other trails to be traveled on this trip?”
● “How many time have you hiked/ridden this trail previously?”
● “What were your reasons for choosing this trail?”
● “Where are you from?”
● “Suggestions/comments for USFS or PWV?”
Data Collection Form (Part B)
Trail name, date, current weather conditions, data collectors’ names.
● “Time of contact.”
● “Number of adults in party.”
● “Number of children in party.”
● “What best described your mode of travel (check only 1; number of nights?)”
● “What is the purpose of your outing (check all that apply)?”
● “How many dogs, if any?”
● “Dogs on or off leash?”
Supplies and Handouts
Handouts: Trail descriptions/maps
PWV business cards – LNT
LNT cards
PWV business cards—The Ten Essentials
Hiking w/dogs cards
Weed-free forage cards
Giveaways: Bottled water
Plastic rain ponchos
Emergency whistles
Sunscreen, repellent, moleskin, bandaids
Questionnaires w/clipboards and pencils
References: PWV Field Guide
Appropriate Trails Illustrated/Mountain Jay maps --??
Support: “USFS/PWV Trail Use Assessment” banner
Folding chairs
Ice chest
PROPOSED TRAILS BY REGION
Big Thompson/Estes Park
Lily Mountain
Lion Gulch
North Fork
Lower Poudre
Greyrock
Hewlett Gulch
Young Gulch
Pingree Park
Emmaline Lake
Upper Poudre
Big South
Blue Lake
Rawah
Rawah (North)
West Branch
(J Shaklee: June 2011; DRAFT)
PURPOSE
The Weed Crew was established to assist the CLRD with detection and documentation of noxious weeds along trails patrolled by PWV; verification of species IDs for weeds reported by volunteers; and participation in weed treatment activities, such as weed pulls or herbicide spraying when supervised by CLRD Rangeland Management Specialist. The Weed Crew also trains volunteers to identify, report and how to appropriately respond to selected weed species; and provides public education regarding invasive weeds. PWV members are encouraged to participate in Weed Crew training (see below for details) and/or one or more weed pulls each year to gain or sharpen their weed identification skills and contribute to this hands-on land stewardship activity.
CALENDAR OF EVENTS
Fall/Winter, begins after summer patrol season ends and extending to approx. March 31:
1) Assure data and records from the past year’s weed reporting, treatment and other activities are properly compiled, analyzed and summarized.
2) Write the Weed Crew Annual Report for the previous year and distribute to the Board, CLRD staff, Larimer County Land Stewardship Manager, Weed Crew participants, and others as appropriate.
3) Organize, plan and schedule 1-2 invasive weed meetings for volunteers for Winter/Spring?
4) Meet with CLRD staff and Larimer County Land Stewardship Manager to identify, plan, coordinate and schedule Weed Crew activities (incl. weed pulls) for the coming year.
5) Inform volunteers about the Weed Crew and recruit new members for the coming season.
6) Recruit and train assistant Weed Crew leaders.
7) Review and, as appropriate, revise the Invasive Weeds Chapter (incl. tables) of the Field Guide.
8) Create and post the current year’s on-line PWV weed sign-up spreadsheet on Google Docs.
9) Plan for and organize the 5-species invasive weed training session for Spring Training.
10) Begin planning for Weed Crew 22-species training in early June (see below).
Spring (roughly April 1 thru mid-June):
1) Email the link to the on-line PWV weed sign-up spreadsheet on Google Docs.
2) Implement the 5-species invasive weeds training session for Spring training (see below).
3) Implement Weed Crew 22-species training for new and returning members (see below).
Summer (roughly late May thru October 1):
1) Supervise, coordinate and participate in Weed Crew activities and weed treatments.
2) Revise and adjust activities/dates in the schedule for weed treatments, as necessary.
3) Run weed observations query reports of USFS-PWV Trail Patrol Scheduling and Reporting database, evaluate weed observations, and schedule follow-up patrols for Weed Crew volunteers to verify sightings, as appropriate.
EVALUATION AND REPORTING
Submit an annual report to the Board, USFS-CLRD, and Larimer County Weed Program.
The most recent PWV Weed Crew Annual Report can be found on the PWV website under: About Us, Programs, Weed Crew.
WEED TRAINING SESSION AT SPRING TRAINING (5 SPECIES)
(J Shaklee: October 2011; DRAFT)
PURPOSE (Goals & Objectives)
This training session has been offered at Spring Training because most new recruits have little or no knowledge of noxious weeds and PWV expects its members to identify and report the occurrence of 5 species of noxious weeds (Musk thistle, Leafy spurge, Diffuse knapweed, Dalmatian toadflax, and Houndstongue) on or near trails as part of their trail patrolling responsibility.
CALENDAR OF EVENTS
January - February: Talk with the Training Committee to determine whether or not there will be a weed training session at Spring Training and, if so, then coordinate with the Training Committee and the chairs of the Spring Training Committee to establish its time slot in the Spring Training Program.
March - April: Begin planning the training session (assemble laminated weed photos and training pages; and identify volunteers [typically experienced weed pull participants] to present training – weed overview [J Shaklee and/or Kim Obele or Tim D’Amato] and each of the four concurrent tables: thistles; Leafy spurge & Dalmatian toadflax; Diffuse knapweed & Houndstongue; and weed reporting process, Where the Weeds Are table, weed maps, and PWV Weed Crew & tools – 2 presenters per table)
March: Order enough sets of five color weed ID cards from Wyoming Weed & Pest Council for inserting in the Field Guides for new recruits and get them to the Field Guide editor so that they will be inserted into the Field Guides prior to Kick-off Night.
Early May: Dig up and pot rosettes (4 ea) of thistles, Diffuse knapweed, and Houndstongue.
May: Pull flowering Leafy spurge and Dalmatian toadflax immediately before Spring Training.
May: Weed training typically is presented for 90 minutes on Sunday morning.
PROCEDURES
Costs: The color weed ID cards (from the Wyoming Weed & Pest Council) cost about $0.10 each so the cost of 60 sets of five would be about $30 plus shipping.
Event planning/coordination: Arrange to get all plant specimens, training materials, and display tables/site flags/etc. to the Spring Training site
Specialized Training: It is desirable that each of the weed training volunteer leaders knows the material they will be presenting during the training.
Notes/Example Documents
EVALUATION AND REPORTING
This event should be listed in the Spring Training Evaluation Questionnaire so that feedback regarding its successes and shortcomings will be solicited and documented.
WEED CREW 22-SPECIES WEED TRAINING
(J Shaklee: October 2011; DRAFT)
PURPOSE
The goal of this training is to facilitate species ID for the 22 species of noxious weeds of interest to the CLRD and present the recommended PWV and Weed Crew responses to these weeds via a hands-on approach using as many actual plant specimens (and other teaching aids) as possible.
CALENDAR OF EVENTS
January: Reserve large meeting room at USFS for 4:30 – 9:30 PM on day of training session and reserve computer projector.
March: Discuss plans for training session and solicit volunteers at Weed Crew Winter/Spring meeting AND arrange for lead trainers and assistants
May & first week of June: Print needed color copies of the 46-page PWV Invasive Weeds Training Manual
Collect plant specimens and assemble other teaching materials
This 3-hr training (and chili potluck) is typically held about June 8th at the USFS Bldg. Although the training is scheduled from 6:00 – 9:00 PM, the room should be reserved beginning at 4:40 PM to allow time to set up the room, the weed specimens, and the computer and slide projector.
PROCEDURES
This training is open to all PWVs, USFS range & weed seasonals, Larimer County weed staff, and members of Adopt-a-Trail and other volunteer groups. PWV members are invited by broadcast emails (with RSVP request). The training is usually presented by the PWV Weed Crew leader, Kim Obele (CLRD Weed Coordinator), and Tim D’Amato (Larimer County Land Stewardship Manager), with help from experienced Weed Crew members.
Color copies of the 46-page PWV Invasive Weeds Training Manual for all new participants are printed (at USFS or by Jim Shaklee) and assembled prior to the training. If the 22-species weed training manual is printed at the CLRD there is no cost. If Jim Shaklee prints them, the cost is approximately $13.50 per copy!
Other handouts for the meeting include:
Noxious Weeds of Colorado (Colorado Weed Management Association)
What Are Noxious Weeds Doing to Colorado? (Colorado Weed Management Association)
Noxious Weeds A Growing Concern (USDA BLM)
Garden Smart Colorado (Colorado Weed Management Association)
Thistles of Colorado (Larimer County Weed District)
Weed Management Reference Guide (Larimer County Weed District)
Weed-Free Feed & Forage cards (PWV)
Weed specimens (some potted and some pulled) are collected in the days leading up to, and on the day of, the training by the PWV Weed Crew leader, Larimer County Land Stewardship Manager, and the CLRD weed Coordinator) and their staffs. Ideally, four specimens of each species/life history stage are available (one for each of the 4 training tables).
EVALUATION AND REPORTING
Have participants fill out a course evaluation; then analyze and report results to the Board.
The order of presentation and the weed specimens typically available are:
Houndstongue (potted rosettes & pulled flowering plants + nutlets)
Dames rocket (pulled flowering plants)
Musk thistle (potted rosettes + dried flower heads + color photos of flowers)
Canada thistle (potted rosettes + color photos of flowers)
Bull thistle (potted rosettes + color photos of flowers)
Scotch thistle (potted small rosettes & pulled large rosettes and bolted plants + color photos of flowers)
Look-alike native thistles (potted rosettes of wavyleaf thistle + color photos of native species [wavyleaf, meadow, mountain] and of noxious weeds)
----------------------------------------------5-min Break (to switch out plant specimens)
Yellow starthistle (typically only color photos of rosettes, flowers, plants, etc. only)
Mediterranean sage (pulled or potted specimens + color photos of plants & infestation)
Purple loosestrife (typically only color photos of rosettes, flowers, plants, etc. only)
Orange hawkweed (typically only color photos of rosettes, flowers, plants, etc. only)
Myrtle spurge (pulled or potted specimens + color photos of plants & infestation)
Cypress spurge (typically only color photos of rosettes, flowers, plants, etc. only)
Leafy spurge (pulled flowering specimens + color photos of plants & infestation)
----------------------------------------------- 5-min Break (to switch out plant specimens)
Diffuse knapweed (potted rosettes + pulled or dried plant specimens and color photos of flowers and plants)
Spotted knapweed (dried plant specimens + color photos of flowers and plants)
Russian knapweed (typically only color photos of rosettes, flowers, plants, etc. only)
Dalmatian toadflax (pulled flowering plants + last years seed heads and color photos)
Yellow toadflax (potted flowering specimens + color photos of flowers and plants)
Oxeye daisy (typically only color photos of rosettes, flowers, plants, etc. only)
Hoary cress (pulled or potted flowering plants + color photos of flowers and plants)
Common teasel (dried seed heads, possibly potted rosettes + color photos of flowers and plants)
Saltcedar (possibly flower spikes + color photos of flowers and plants)
Poison hemlock (pulled plants + color photos of flowers and plants)
Common burdock (need to get color photos of rosettes, flowers, and plants)
Common mullein (typically only color photos of rosettes, flowers, plants, etc. only)
Agenda for 2012 PWV Weed Crew Training Session
Sign-in / Sign-up sheets on clipboard
Handouts
FOOD: chili, chips, sides, salads, desserts
Welcome and Introductions
PWV Weed Crew
Layout and Content of the Training Manual
Houndstongue, Dames rocket, & thistles
Break (clean away old weeds & set out new weeds)
2012 Weed Crew weed pulls – on-line sign-up sheet
Reporting Weeds in Trail Patrol Reports
Where the Weeds Are on Our Trails and Roads
A-list species & Leafy spurge
Break (clean away old weeds & set out new weeds)
knapweeds, toadflaxes, & all others
Other Potential Weed Crew Activities & Projects
weed survey of Neota Wilderness
verification of weed reports by other PWVs
weed documentation and mapping
preparation of weed specimen displays and other educational materials
See: Weed Crew 2011 weed pull schedule Google Docs.xls file for an example of this sign-up tool used in 2011 to facilitate volunteer sign-up to participate in weed pulls throughout the season. The actual Google Docs file used in 2011 was created from a precursor Excel file that Jim Shaklee had previously developed. The advantage of implementing weed pull sign-ups via a Google Docs file is that the process becomes real time (changes are made and visible immediately to anyone logged into the file on the internet.
This *.xls file is distributed with the Organization Handbook but is not in integral part of it at this point.
(L Van Arsdale: October 2011; DRAFT)
PURPOSE
To coordinate dates of Winter Patrol season with the Forest Service; provide information and training for interested members with little or no winter hiking experience, compile a list of volunteers interested in patrolling; and recruit mentors to aid volunteers not experienced in winter hiking.
CALENDAR OF EVENTS
November:
-
Coordinate with USFS representative to schedule the beginning and end of the winter patrol season to avoid high-powered rifle hunting seasons. The winter patrol season is usually from mid- to late-January to April.
-
Schedule a winter patrol kick-off night for early January.
-
Advise the Chair-elect of the dates for the Winter Patrolling KON and opening/closing dates of the winter patrol season for the PWV calendar.
-
Send out a broadcast email inviting PWVs interested in winter patrolling to come to the Winter Patrolling Kick-off Night and Training Session in December.
December/January: Winter Patrol Kick-off night: Cover the rules, trails patrolled, equipment needs and safety issues. If possible, have individuals willing to be winter patrol mentors present to meet the new volunteers.
Compile a list of winter patrol volunteers (incl. mentors) – names & contact information and distribute it to all prospective winter patrollers.
PROCEDURE (Basic Requirements for the Coordinator)
1) Coordinator should have experience in winter hiking
2) Coordinator should be familiar with equipment needed for patrolling in our changing Winter climate (Proper clothing and equipment)
3) Coordinator should read and be thoroughly familiar with the information provided in the Winter Patrols chapter of the Field Guide
Three high elevation trails that are patrolled by PWVs in the summer season (Blue Lake, Montgomery Pass, and Zimmerman Lake trails) are unavailable for PWV patrolling in the winter because they are patrolled by Cameron Pass Nordic Rangers and Diamond Peaks Ski Patrol. All other trails normally patrolled by PWV in the summer season are theoretically available for PWV winter patrolling (when accessible and safe).
EVALUATION AND REPORTING
Prepare a monthly report for the Board covering number of patrols, conditions of trails, and number of hikers encountered; and a brief report at the end of the season, evaluating the program. {JBS believes the above expectations of the Winter Patrols Coordinator are reasonable whereas LVA does not and thinks the USFS representative should do some or all of this. What is your recommendation?} We believe one of the main purposes of PWV is to offload work from the USFS personnel so they can perform other duties. Also these functions seem well within the capabilities of many of our volunteers. Therefore we believe these functions are reasonable for PWV folks to perform.
See notes from 2011 Winter Patrolling Kick-off Night on following pages:
Winter Patrol Kick-Off Night 2011
2011 is the 5th season for winter patrols with approx. 24 patrols preformed last year.
Dates for Winter Patrolling: Feb. 1st- Apr. 28th, 2011.
New Volunteer Agreement to sign for 2011.
Chapter 9 of the Field Guide covers winter patrols.
Mission: Protect the forest through education and maintenance.
Maintain the presence of the US Forest Service on trails throughout the year.
Goals:
- Place as many of our volunteers on the trails as possible during the winter season. The Winter Patrol Programs allows us to patrol trails in the Canyon Lakes District that are not patrolled by the Nordic Rangers and Diamond Peak Ski Patrols. Our charge will be the same, to protect the forest through education of the public and maintenance of the trails.
- Education of forest and Wilderness users.
- Trial maintenance where possible. (Cleaning of fire rings and campsites may not be practical with snow on the ground)
- Hiking trails in the lower Poudre, Big Thompson, and Red Feather areas where there is little or no snow cover.
- SAFETY is always first. (Avoid hiking and driving in bad weather. There probably will not be anyone on the trails under these conditions).
Trails available for winter patrolling:
- Poudre Canyon- Greyrock, Hewlett Gulch, Young Gulch, Lower Dadd Gulch, Mt. McConnel, Big South, and Roaring Creek
- Big Thompson- North Fork, Lion Gulch, Crosier Mtn. (Garden Gate, Glen Haven, & Rainbow), Lily Mtn., Round Mtn., and Bulwark Ridge
- Red Feather Lakes- Mt. Margaret, Granite Ridge (Molly Lake), and Lady Moon
Safety remains #1 priority and is heightened in the winter due to weather conditions.
Chapter 9 covers important gear to bring, clothing to wear, and special winter considerations. Do not wear cotton, it absorbs moisture and does not wick it away causing dampness.
- Yaktracks were mentioned as important to prevent slipping on ice. Even better are Kahtoola Microspikes.
- Hiking poles (with snow baskets) are recommended to assist with balance.
Items to remember:
- 1st Aid Kits
- Water (still need water in the winter- other hikers especially may not remember this)
- Lip Balm and Sunscreen
- Headlamp or flashlight (shorter days) plus extra batteries.
- Hotties (hand warmers) and Gaiters
Other considerations: - Elk hunting continues through Jan. 31st on private lands.
-
Winter Patrols goes through April 28, with regular PWV season beginning on April 29th.
-
Due to weather and shorter days, do not expect to go as far on trails as you would in the summer, any information you provide is beneficial to the Forest Service.
-
ALWAYS hike with a partner
-
Check weather conditions before leaving home
-
You can snowshoe/ski on the lower trails for patrol, if there is adequate snow
-
Your pack and load may be bigger in the winter as there is MORE gear and it is HEAVIER.
Hypothermia is a major concern, Chapt. 9 (9.6) has a thorough section on it.
Winter Patrols do NOT count towards the Summer 6 Hike minimum expectation. But, hours patrolled during Winter Patrols DOES count towards volunteer hours for the National Forest Service.
Any other questions, concerns, or comments: contact (Deleted)
For resources and information not mentioned here, Chapter 9 of the 2010 PWV Field Guide discusses Winter Patrols.
(D Cantrell: October 2011; DRAFT)
[with Scott Ackerman’s comments in red]
PURPOSE
To oversee, coordinate, and facilitate the production of all PWV written materials to assure our message is consistent and coherent, both within PWV and externally.
Our Publications
Guides: PWV Field Guide
PWV Pocket Patrol Guide
PWV Field & Trail Guide (the commercially sold, abbreviated version of the Field Guide)
Poudre Trails Newsletter
Public Website (www.poudrewildernessvolunteers.org ( not the “patrol scheduling and reporting” website)
Organization Handbook, Policies and Procedures (This document)
Materials for the public and for PWVs: (Applications, fliers, press releases . . .)
PWV tri-fold recruiting/fundraising brochure
PWV Fact Sheet (produced annually)
PWV Blog?? [A potential PWV “publication”; several years ago there was a blog for winter patrolling]
PWV Content / Message Guide [A potential PWV “publication”]
This would consist of a page or two that spells out key features, with examples, of the PWV message – including things we don’t say! In addition, it could include a page or two of text with annotations commenting on features such as voice and tone we shoot for.
Committee Structure
Publications Committee Chair:
● Content Group Coordinator
● Field Guide & Pocket Patrol Guide (Editor & Editorial Team)
Field Guide Editorial Team (authors, proofreaders, etc.)
● Field & Trail Guide Editor
Field & Trail Guide Editorial Team (authors, maps & graphics, proofreaders, etc.)
● Field & Trail Guide Sales
● Newsletter Editor (and committee/reporters)
Layout and Design staff
● PWV Webmaster (and committee)
PWV Website Support Team (layout changes, behind-the-scene technical work)
● Organization Handbook Editor/Maintainer (= Secretary?)
PROCEDURES [It might be helpful to translate some of the ‘brainstorming’ in this section into concrete procedures and actions.]
The Publications Committee Chair should be a Board member if at all possible.
The Board and the Publications Committee and/or Publications Content Coordination should review and define the roles and responsibilities of PWV’s website, Newsletter, Annual Report, and other communication activities to ensure effective and efficient communication, eliminate redundancy, and coordinate their content and message.
A primary role of the Publications Committee Chair is to make sure that resources are shared among publications. Especially writing, editing, and design skills can be applied across settings. If a good writer is interested in the Newsletter, well and good. But the Chair may also nudge that person to look at PWV website content, etc. Ideally, the Content Group will operate across publications.
See comments under Content Group Coordinator – using CSU resources; publicizing the publication function at Spring Training, Year-End Event & Annual Meeting, and on the PWV website; size of group changes structure. All relevant here again – I don’t know if you repeat relevant material or refer the reader to it.
Structure depends on the volunteer hours available. The PWV Field Guide and PPG are givens – they must be revised at an appropriate level annually. They have their own Editor and Procedures (q.v.).
Other publications can flex with hours available, individual interests, and Board goals. For example, the commercial Field and Trail Guide may be revised and republished, but does not have to be. (Content could be so outdated that remaining copies are pulled from distributors, however.)
The PWV website needs a certain level of maintenance, but can be more or less active as hours and interest vary. At a minimum, outdated material must be removed.
The Newsletter, Poudre Trails, has gone from periods of regular (3-4 times a year) publication to periods when no Editor could be found. Some years, a special issue has been done for recruiting purposes providing basic information about PWV in the form of a special issue. A special issue was done for the inauguration of the National Wilderness Stewardship Alliance, which formed in Fort Collins, for that organization to use for initial marketing.
EVALUATION AND REPORTING
Submit a “Publications” report to the Board on an annual basis. Periodically (every few years) the Board of Directors should work with members of the Publication Committee to review and evaluate the content, format and layout, and effectiveness of PWV’s various publications.
PUBLICATONS - CONTENT COORDINATION
(D Cantrell: October 2011; DRAFT)
[with Scott Ackerman’s comments in red]
PURPOSE
-
Locate, recruit, coordinate and support writers
-
Write content for Website, Newsletter and public releases
-
Decide where and when content is displayed
-
Archive written materials for consistency and to avoid extra effort
-
Vet/review all PWV written material for grammar, content, “message”, etc. (i.e., fliers, letters to potential recruits, application forms, news releases, requests for interviews). This means close communications with recruiting, fundraising, training, external communications/PR
CALENDAR OF EVENTS
Publicity for the job at Spring Training, end of Year Party, and continuously online.
The Coordinator can stay in the position as long as they wish, and writers and editors are always needed.
We’ve never done it, but one can imagine an annual training, focused especially on the organizational “message,” and presented not only to the Content Group, but to the Board, Advisory Board, Fundraisers, and Recruiters.
PROCEDURES [While this is very good ‘brainstorming’ material I am not sure that it could be used as a ‘procedure’.]
Contact with the CSU English Department may yield additional, non-PWV writers.
The number of available volunteers determines the complexity of the system. At one end, there is a single person available, who writes copy for all PWV outlets, and posts and archives it. At the other end, the coordinator job could be divided, with elements listed under “Purpose” done by different people: with a recruiter, a “publisher” (making decisions about what and when to publish), writers, editors, and archivists.
As the group size expands, the need for coordination increases very rapidly.
EVALUATION AND REPORTING
Submit a “Publications” report to the Board on an annual basis. Periodically (every few years) the Board of Directors should work with members of the Publication Committee to review and evaluate the content, format and layout, and effectiveness of PWV’s various publications.
THE FOLLOWING REPRESENT IDEAS FOR THE FUTURE, NOT EXISTING ACTIVITIES OR PROCEDURES:
NOTE: The public website is the operations’ core for publications.
The Field Guide is always online in its most current version. It may be edited online. The Guide editor would be able to change text, and all members would be able to critique, suggest and question. The Field Guide online version will include clickable topic links to Internet sources and resources. The Newsletter will be online. It will still appear in hard copy for recruiting, fundraising, PR tools, and for members without Internet.
The idea of a Content Group Coordinator seems essential to any team trying to deliver content to several sources. Editorial / copy editing functions may be quite different from the critical question of staying on message. And there is always the question: Who’s going to do it?
(J Shaklee: October 2011; DRAFT)
(Note that the Annual Report was first published in 2010, so this write-up can only offer a one-year perspective.)
PURPOSE (Goals & Objectives)
To identify and summarize PWV’s major activities and accomplishments in the previous year to:
-
inform PWV members
-
inform the CLRD and other USFS personnel about PWV and its accomplishments
-
inform other Wilderness volunteer groups and the general public about PWV and its activities
-
provide a document describing PWV that can be shared with donors/potential donors to assist in our fundraising efforts
-
Provide historical documentation of the organization.
It may be appropriate to have two different versions of the Annual Report: 1) a comprehensive version that includes details of the Endowment Fund, a Financial Overview, and a detailed acknowledgment of PWV member participation in specialized programs and 2) a somewhat abbreviated version lacking these three elements for distribution to USFS personnel. (see below for Table of Contents of the comprehensive version of the 2010 PWV Annual Report – that was produced and distributed in 2011)
(It might be desirable to have a third version for marketing / fundraising or simply encourage PWVs responsible for marketing/fundraising to create a custom version by picking out relevant portions of one of the two versions described above., which might resemble the second.)
CALENDAR OF EVENTS
October - November: Notify committee chairs and program leaders of intent and timeline to produce new annual report and request that they prepare a draft write-up detailing the activities and accomplishments of their group or program
November - March: Individual authors or committees compile, summarize, analyze, and write-up information regarding previous year’s activities and accomplishments
April - May: Editor of Annual Report edits individual contributions and assembles them into an overall report; filling in general information (e.g., PWV membership and trail patrolling information and activities during the previous year)
May - June: Draft Annual Report is reviewed, finalized, and distributed
PROCEDURES
The contents of the Annual Report typically consist of descriptions of major elements of PWV (e.g., overview of PWV, its purpose and activities, a summary of its major accomplishments in the past year, an overview of trail patrolling in the past year, and descriptions of selected committee and program activities and accomplishments). The approach taken for the 2010 Annual Report was to invite input from all groups with significant accomplishments in the previous year and build the report around those submissions rather than attempt to force a description of every aspect of PWV.
(To some extent, the Organization Handbook fills in the comprehensive picture.)
Hopefully, groups that were not described in detail in the 2010 Report will submit detailed descriptions for inclusion in the 2011 or future years’ reports. The strengths of this approach are that no group is forced to produce a write-up in any given year and each write-up in a given year can be longer, and more detailed and informative because not all of PWV’s activities/programs are described each year. (Hopefully, this recognizes reality in a graceful way.)
The intent is to produce an informative report that provides sufficient detail to be meaningful while restricting its length to encourage recipients to actually read it. Note that someone (the Editor?) needs to obtain and analyze the trail patrolling results from the previous year and create the text and figures that describe and summarize the nature and accomplishments of patrolling in the previous year.
Production of the Annual Report should be coordinated with the Publications and Publications – Content Coordination committees.
The Committee’s eight primary duties are:
-
Prepare general PWV overview information and analysis (annual statistics, trail patrolling overview, etc.)
-
Identify and solicit write-ups from committees/programs not represented in previous year’s Annual Report
-
Solicit other important input/program descriptions
-
Solicit photographs to illustrate activities and add interest
-
See that the prior year’s trail patrolling activities are analyzed and summarized
-
Oversee development and review of the current year’s Annual Report
-
Distribute final version(s) of the Annual Report to target recipients
-
See that the Annual Report is posted on the PWV website.
The 2010 Annual Report was laid out using MS Publisher and then converted to a PDF file for final distribution (to ensure access by all recipients).
Specialized Training – None needed. However, it is very helpful to be familiar with the majority of PWV’s activities and programs and with the contents of previous PWV Annual Reports in order to assure appropriate and timely coverage of PWV.
Notes/Example Documents
Table of Contents of 2010 PWV Annual Report
Topic page
Introduction ...…....…......1
2010 Overview ..….….....2
Trail Patrolling ..…….......2
Adopt-a-Trail ...……........5
PWV Website ...…..……..7
Kids in Nature ..…..…......8
Public Outreach ...….........9
Trail Crew ……….….....10
Weed Crew ...…..............12
*Endowment Fund .........14
*Financial Overview …...15
*Member Participation....16
* = these components were NOT included in the 2010 Annual Report to the USFS-CLRD
Activities and Programs to Include in the 2011 Annual Report
Training Program
Stock Patrol
Adopt-a-Highway
Winter Patrols
Evaluations & Surveys and Affiliation Gatherings
Field Guide and Field and Trail Guide
Trail Patrols – Revised Priorities (Why? How? Results)
(For more detail, please refer to the current year’s complete Annual Report, which is posted on the PWV website.)
EVALUATION AND REPORTING
Periodically (every few years) the Board of Directors should work with members of the Annual Report Committee to review and evaluate the effectiveness of the Report and its content, format, and layout for USFS, PWV, and other audiences.
FIELD GUIDE AND POCKET PATROL GUIDE
(J Shaklee: October 2011; DRAFT)
PURPOSE
The Field Guide is a detailed description of PWV’s purpose, approach, practices, operations, and trail patrols. It also includes appendixes with other relevant information and suggested readings. It serves as the primary information source for new recruits and veteran members.
Each year, PWV implements an editorial and production cycle to produce an updated edition of the Field Guide (and of the Pocket Patrol Guide). The editor (and Editorial Team):
establishes and communicates the schedule for this process
solicits corrections, suggestions and, new material/topics from the membership
identifies potential new content and organization for the new year’s guides
consults with the Board and the USFS-PWV Liaison regarding potential major changes
works with the Publications – Content Coordination Committee regarding message and delivery
organizes, facilitates and contributes to the process of creating new draft content for the coming year’s guides
implements review of all new content
finalizes text for the coming year’s guides
proofreads the near-final copy
submits all final text and graphics’ files to the Field Guide Layout and Production Manager, who is in charge of graphics, formatting, layout and final production of both guides, for final corrections and printing
assembles and distributes copies of the guides to new and selected returning members (critical Board officers and committee chairs) and for PWV’s archives (see attached list)
GENERAL CALENDAR OF EVENTS (see below for a detailed schedule of events and deadlines)
Fall/Winter (After the summer patrol season to late March)
October 10: Send an email to all members asking for input regarding trail patrol descriptions and suggestions on other elements of the Field Guide and Pocket Patrol Guide.
October - December:
Consult with Kevin Cannon (USFS-PWV Liaison), the Training Committee, and the Board regarding the content and focus of the Field Guide and changes to specific content (e.g., new or changed trail patrols, new trail regulations)
Develop and implement a system for tracking the editorial process and for organizing and documenting individual reviews and other contributions.
Establish a pool of members willing to participate in editorial and review processes.
Identify all anticipated major changes to text, graphics and organization (additions and rearrangements) and discuss with the Field Guide Layout and Production Manager; and identify members to help contribute to their implementation.
Early January: Work with Field Guide Layout and Production Manager to define the revision and production schedule for the current year. (The entire schedule is dictated by the intent to distribute the new edition of the guides to new recruits (and selected returning members) at Kick-Off Night (KON) in early May.)
Review the proposed schedule with the Board of Directors, and then communicate it to all members by email. (See accompanying example schedule from the 2008 -- editorial and review cycle.)
Facilitate and track the editorial and review processes relative to the schedule and all critical deadlines; and follow up with individual contributors and reviewers as necessary
Communicate and coordinate with the Field Guide Layout and Production Manager.
March 1 - 10: Send final version of the Field Guide to the Field Guide Layout and Production Manager for page layout and formatting.
March 30: Proofread all text, graphics and layout/formatting in proofs of guides.
April 10:
Send final corrections back to Field Guide layout and Production Manager for finalization and printing the guides.
Prepare a “required readings” insert to the Field Guide identifying the portions of the Field Guide all new recruits are expected to read and understand by Spring Training
Prior to KON Assemble printed Field Guide pages (-- and five weed species ID cards?) into binders for distribution at KON.
May:
Kick-Off Night Distribute new guides to new recruits and selected returning members.
Include one or two questions about the content and organization of the guides in the Spring Training evaluation form.
May 15 to June 15:
Distribute remaining new guides to new and returning members at Spring Training, at USFS office, and via mail.)
Archive copies of all text and graphics files that, together, constitute the newest edition of the guides to be used as a starting point for next year’s editorial and production cycle. Give a set of files to current/future editor and one to Public Committee Chair.
July 15: Broadcast email reminder to all members, asking for their input regarding trail descriptions and other elements of the guides, and reminding them to act as “trail hawks” on the trail descriptions and information throughout the Summer patrol season.
Summer Patrol Season: No editorial duties—so just patrol, patrol, patrol and enjoy other PWV activities and functions!
(see below for a detailed schedule of events and deadlines)
PROCEDURES, AND ADVICE
Costs: Printing costs for the Field Guide are approximately $5.00 per copy; which includes cutting and drilling (Staples, Fort Collins; 2010). We printed 106 copies of the 2011 Field Guide for new recruits, Animal Group Leaders (AGLs), and essential PWVs [not including 24 purchased by returning PWVs and 10 purchased by guests].
The 2011 update appendix (typically consisting only of the major changes and additions from the previous year’s edition) (150 copies; 16 half-sized sheets, double-sided; + cutting and drilling) cost = $162.19 (Staples, Fort Collins; 2011).
The black, 3-ring binders cost about $3.75 ea (Staples, Fort Collins, 2011).
The PPG has typically been printed at the USFS (at no cost to PWV; we printed about 250 in 2011).
Event planning/coordination: In the past three years (2009 – 2011) Staples has typically been able to print and drill the entire Field Guide in a week or less. However, one shouldn’t count on this quick turnaround every year and being late would be a disaster – allow enough time in the schedule that even a delay of 5 days in the printing process won’t jeopardize passing out Field Guides at Kick-off Night!
Organizational Duties: It is very important to begin the process early and to work very closely with, and respect the schedule and needs of the Field Guide Layout and Production Manager.
Recruiting participants: If major changes are anticipated, it is very helpful to assemble an “Editorial Team” and share the workload (writing, editing, reviewing, proofreading, and assembly) with them.
Tools and Supplies: For the last several years, the Field Guide has been laid out and formatted using Quark Express and the figures have been prepared using Adobe Illustrator (or equivalent). However, the writing of new text and the editing of existing text has been done using MS-Word. The final copy for printing has been a PDF file.
Specialized Skills/Experience: Technical writing skills and attention to detail are mandatory attributes for this job. Knowledge of PWV and the trails we patrol is essential to success.
EVALUATION AND REPORTING
Periodically (every few years) the Board of Directors should work with members of the Field Guide and Pocket Patrol Guide Committee to review and evaluate the content, format, and layout of the guides.
Distribution list for critical Board officers and committee chairs and PWV archives:
|
Recipient* |
Number of Copies* |
|
Field Guide Editor |
2 |
|
Field Guide Production Manager |
1 |
|
Chairman of the Board of Directors |
1 |
|
Chair-Elect |
1 |
|
Kick-off Night Chair |
1 |
|
Spring Training Co-chairs |
2 |
|
Mentoring Chair |
1 |
|
Stock Patrol Chair |
1 |
|
Trail Crew Leader |
1 |
|
Weed Crew Leader |
1 |
|
Winter Patrolling Leader |
1 |
|
Guides Editorial Team |
6 |
|
PWV Archives |
4 |
|
USFS-Liaison |
1 |
|
TOTAL |
24 |
* = note that the actual recipients and the numbers of copies can vary somewhat from year-to-year because of changes from one chair to two co-chairs, the number of USFS staff receiving copies, and other factors
PWV FIELD & TRAIL GUIDE (for sale to the public) – NEW EDITIONS
(Fred Allen & Jim Shaklee: October 2011; DRAFT)
[with John Gascoyne’s comments in red]
PURPOSE
This version of the PWV Field Guide is for sale to the public as a public service and to raise funds for PWV. This guide represents another way for PWV to educate the public about LNT hiking, riding, and camping and about conservation and stewardship. [It might be helpful to state which is the more important reason for selling the guide to the public – i.e. public service or fund raising – assuming that one objective is in fact deemed more important than the other. That input could assist the new leader in shaping the parameters and actions involved in the revising effort.]
HISTORY
A public version of the PWV Field Guide was first produced in 2005 by extracting relevant chapters and information from the members’ Field Guide. This went through two printings (“editions”) in 2005 and copies lasted until 2011. Fred Allen led the editorial team that produced the third edition of the PWV Field & Trail Guide in 2011 by extracting and revising text from the 2011 members’ Field Guide. Thus, the trail descriptions (and other text) are up-to-date.
CALENDAR OF EVENTS
Production of an “update” edition:
Late September: Check inventory to determine if there are enough guides in stock for the coming season. If more are needed, make plans for producing an “update” edition incorporating updated information and new trail patrol descriptions from the current version of the (members) Field Guide. [It would be very helpful to insert some data at this point: 1) How many copies were produced in the first two, 2005, editions, 2) Approx. how many were sold PER YEAR AND IN TOTAL between 2005 and 2011. 3) How many were printed and how many were sold during 2011. 4) How many books were in stock as of a particular, very recent date, and 5) What is the best needs guess, quantity-wise, of those people closest to the publishing and distribution efforts.]
December/January: If another “update” edition is necessary, a small 4-6 person committee will need to be formed to make corrections, provide updates/revisions and determine a suitable printer for the job.
January: Hold a ‘focus group meeting’ with one or two book buyers or VIS managers to hear what feedback they have heard regarding PWV’s prior editions. [This is good but in accordance with above concerns, would want feedback from at least some of these folks in conjunction with the September objectives.]
January: Assign chapters to “editors and proof readers” revising and compressing the content for the public edition.
Late February: Final proofreading and layout chapters. Also obtain bids from 2-4 printers.
March: Printing should only take 2-3 weeks. If we continue NOT to include photos and keep to 128 pages, the cost per copy will be under $2.25 assuming 1000 copy run.
Production of a completely new edition:
Whether or not this project should be undertaken should be determined by the Board in consultation with the Publications Committee. For example:
-
Including maps for all trails?
-
Including color photos?
-
Revision of elevation profiles to a consistent scaling for distance and length
-
Bundling with a CD containing GPS tracks for all trails, printable color topographical maps of each trail, and additional information?
-
Publishing both a traditional print edition and an e-reader edition?
Timeline The process of producing a completely new edition should begin approximately 18 months prior to the target distribution date and begin with one or more “focus group” discussions (including selected Board, Advisory Board, general PWV members; PWV Field & Trail Guide New Edition Committee members; and the editor of the Field Guide) to determine the goal(s), focus, content and format elements), and timeline for producing the new edition. The likely cost of producing the new edition should be estimated and a budget to cover the estimated costs should be developed and submitted to the Board for approval. [I would want more input on the interplay between updated reprints of the earlier editions and the –major – decision to forge ahead with an ambitious and very different new edition. In other words, would the issuance of a given number of reprints – 2012, 2013, etc. - forestall the decision to move ahead with a new edition or is it possible/probable to decide upon the new edition and start moving forward with it while still doing updated reprints of the 2005/2011 versions?]
PROCEDURES
See above
EVALUATION AND REPORTING
Monitor book sales (and book reviews, if available) and periodically present a brief summary report of same to the Board.
(unknown: October 2011; DRAFT)
PURPOSE The Newsletter serves to communicate information about PWV and its activities to: current members, potential new recruits, potential donors, and visitors to the PWV website. In past years it has been published from zero (due to committee inactivity) to 6 times per year. Categories of information have included:
● Feature article about a board member
● Feature article about an interesting member (e.g., “Meet our Oldest Member”)
● News about PWV special events (Spring Training, news from Board meetings, new projects, awards PWV receives, etc.)
● News about programs, Weed Crew, Trail Crew, Adopt-A-Highway, Kids in Nature
● Articles on formation useful for sharing with hikers--“New Study Looks at the Effects of Dogs on Wildlife”
● Informational articles about animals or plants that members might encounter on the trail, “Thought you Might Like to Know” topics and subjects,…
● “Name This Location” and “Identify this Noxious Weed” contests to promote member knowledge and involvement (which may or may not include a drawing for a prize).
The Board and the Publications Committee should review and define the roles and responsibilities of PWV’s website, Newsletter, Annual Report, and other communication activities to ensure effective and efficient communication, eliminate redundancy, and coordinate their content and message. The Board should also address the pros, cons, and costs of email vs. printed issues of the Newsletter- JBS
CALENDAR OF EVENTS
October: Prepare the annual Newsletter budget request
Prepare an end-of-the-year newsletter that can be utilized by the Fundraising Committee to give to donors and potential donors to illustrate the previous year’s accomplishments
December: Prepare a Winter edition that can be distributed to new recruits at the December/January PWV Open House.
March: Prepare the spring issue of the newsletter for distribution at KON.
June: Prepare a fall newsletter that can be distributed at the time of the Year-End Event.
PROCEDURE
The Newsletter Chair and Committee are in charge of writing articles, getting the newsletter formatted and printed, and delivered to {identify recipients; types and numbers}.
Winter Issue: produced for new recruits and focused on Who We Are and what was accomplished; What We Do and additional programs; What We Promote (Leave No Trace); Where We Patrol and why; and Schedule of Events.
Spring Issue: focused on the events and participants in Spring Training. New recruits see the focus of the organization and the commitment of its members while veterans see the stability and strength of the organization.
Fall Issue: focused on activities and accomplishments of PWV and its members throughout the previous season and plans for the coming year. An end-of-season issue is a great pat on the back for a job well done. Members like to know what has been accomplished.
Some approximate dates for the planned issues might help.
To get members more involved, the newsletter may also include an anonymous email address to forward questions or comments that members would like the newsletter to answer or address to the Managing Editor [Managing Editor of what?].
HISTORICAL NOTE We printed about 100 copies of the Spring 2011 issue. In the past, reproduction costs of the Newsletter have been paid from the PWV budget, and the Forest Service has paid for address labels and postage. In 2011, the USFS offered to do the color printing of the Newsletter at no cost to PWV.
Electronic copies of the Poudre Trails Newsletter can be found on the PWV Website under: News and Information, PWV Newsletter.
EVALUATION AND REPORTING
The value and effectiveness of the Newsletter should be evaluated in the broad context of PWV’s communication needs and its various communication methods (e.g., website, annual report, Open House, tri-fold brochure, and member meetings).
Each newsletter should have a method for readers to comment and / or ask questions and evaluate the content of the issue. PWV should track the number of copies of each issue of the newsletter that are printed, who they are distributed to, and the number left over.
(S. Ackerman: October 2011; DRAFT)
(with questions and comments by Joan Kauth)
PURPOSE
To manage the PWV website in order to provide clear communications to PWV members as well as the general public.
CALENDAR OF EVENTS
December 1: Updating board member information
January 1: Update/create trail descriptions
(to be completed by following year)
February 1: Post the new PWV Annual Calendar (if not done by the Chair-Elect)
all year: Manage, update, and add content; add features; fix bugs
CONTENT
-
Trail Descriptions – Maintain and update descriptions of trails that PVW patrols.
-
Trail Conditions – Maintain and update road/trail closures and hazards.
-
News – Maintain and update news events as well as newsletters.
-
PWV Calendar of Events – Maintain and update calendar items (if not done by the Chair-Elect).
-
Contact information – Maintain and update contact information for board members and committee chairs.
-
Forms - Create and maintain various forms for registration, donations, etc.
-
Post, maintain, and regularly update a page of links to relevant websites I don't see a page of links on the website
PROCEDURES
-
Recruit/train PWV Website Committee members to assist with maintenance/editing tasks
-
Resolve problems with Website that are identified by PWV members and the public
-
Email - Create and maintain email accounts How? Where?
-
Manage visual design to coordinate with PWV publications and visual standards (visual standards do not currently exist)
-
Coordinate with Publication Committee for consistency in presentation
-
Conduct surveys and evaluate analytics for website improvements How? What tools? Where accessed?
-
Maintain/update domain names What domain names? Who hosts the domains? What is the contact information for help/support?
-
Maintain/update internal website code Where is the code? How accessed?
Other Procedures:
-
Maintain member database.
-
Maintain newsletter email database and associated login for authors and content editors
Note that more detail regarding specific procedures, web hosting, passwords, etc. will be provided in a separate, yet to be written, document PWV Website Information and Procedures (available from the current webmaster, the current PWV Chair, or the current Board Secretary).
EVALUATION AND REPORTING
-
Create report for the PWV annual report
-
Maintain and evaluate current as well as long-term goals
-
Provide periodic status updates to the PWV BOD
-
Reports to PWV chair and Publications Committee chair
General Notes:
This is great information for an incoming committee chair. What is missing is specific information about who is hosting the website and how to access it (i.e. host name, login, and password for web, ftp, and ssh access). Also, an outline of the goals of the website, how members and newsletter subscribers are managed, what email addresses are used and for what purpose.
(unknown: October 2011; DRAFT)
(comments and suggestions by M. Shaklee in red)
Editor’s note: Much of the following write-up is several years old and not very relevant to the recent focus and activities of this committee. While the Surveys & Questionnaires and the Affiliation Gatherings functions of the Members In-Reach Committee have been very active and successful in 2010 and 2011, there has been little or no other activity by this committee. Thus, it appears that there is little or no need for the Members In-Reach Committee at this time. I recommend that this committee be de-activated at this time.
PURPOSE
Keep members informed of activities, events, processes and opportunity in PWV. (This is usually handled by each of the various committees (Spring Training, KON, Affiliation, etc.). I’m not sure adding another administrative layer would be of any help.)
-
Keep PWV leadership informed of needs, concerns and suggestions of members.
-
Recognize and facilitate use of the broad skill base and interest of the membership, spread the load and responsibility, and keep all those who want to participate involved. (The two preceding functions are now being done via our use of Survey Monkey and the Survey Manager (soon to be Survey Management Team)
-
Provide opportunities for further education, fellowship and social interaction among members. (This is now handled very well by Affiliation Gatherings.)
CALENDAR OF EVENTS
|
60 Days prior to event |
Contact venue and arrange event Contact presnter and remind of the event. |
|
45 days priot to the event |
Email members of upcoming event |
|
30 days prior to the event |
Contact presenter; confirm what is needed re: technology, etc. Contact venue; confirm event and needs. Advertise event. |
|
1 Days priot to the event |
Contact presenter; final confirmation. Contact venue; confirm event and needs. |
|
7 Days prior to the event and 1 Day prior |
Advertise event. |
PROCEDURE
We have grown from a small group focused exclusively on 6 patrols per season on USFS trails in 1996 to an organization with many different and valuable programs related to our basic mission. Our growth is an accomplishment and also a challenge for communication and connection with our members. The Members In-Reach Committee (MIR) was formed to address this challenge.
When PWV started up, it was small enough that everyone knew each other. As it grew and with only Spring Training and the Year-End Event and Annual Meeting as the only large-scale get-togethers, the need for additional social/educational occasions grew. Dan Seeber arranged a series of events, generally held at Avogadro’s Number, with a social hour, followed by a presentation. The programs were excellent, but attendance was variable and generally low, and eventually the program was discontinued.
Here are Dan’s thoughts about the affiliation program: Regarding thoughts on future meetings, remember that people are very busy; and events need to be direct and purposeful to draw people. The monthly meetings may be too much for some, especially with other events like Spring Training, end-of-season party and other trainings; and you might consider quarterly meetings.
I have been attending meetings with Northern Colorado Renewable Energy Society and Green Drinks. Both are packing people in, perhaps partly because of free beer and food help keep attendance high. Beer and food are provided by various companies—usually O’Dell’s for the beer. Coordinating that could make it worthwhile to attend, particularly for people who may have a fair distance to travel to attend.
Some thoughts on program planning:
People There are some members who will show up at the last second, and some who have nothing to do with the organization and who are interested in the program.
Venue It is important to continually contact the venue, especially if it has donated its facility for use. It may schedule another event or forget you are scheduled. Make sure it can accommodate the attendees, seating and presentation devices (screens, projectors, etc.).
Advertising Getting notice of the event to members early and often is VERY IMPORTANT.
EVALUATION AND REPORTING
Prepare a brief summary report detailing Affiliation Gathering operations during the past year (venue, dates, topics & speakers, attendance, and comments regarding each event) and bring it to the Board for its information and review. Similarly, prepare a brief summary report of other Members In-Reach activities, events, results, and challenges and submit it to the Board for its information and review.
Affiliation Gatherings Dec. 2010 – May 2011:
|
when |
title |
who |
# attended |
# reserved |
|
May |
Overland Trail Tour |
Wayne Sundberg |
20 |
28 |
|
Apr |
Disaster Prepareness |
Jane Higgins |
22 |
17 |
|
Mar |
The Stories Skeletons Tell |
Diane L. France |
50 |
30 |
|
Feb |
Fort Collins History |
Wayne Sunberg |
28 |
28 |
|
Jan |
1880 backpacking |
Archy Archuleta- “Huggy Bare” |
30 |
22 |
|
Dec |
Sex, Lies and Rattlesnakes |
Mary Ann Bonnel |
35 |
35 |
(Jerry Hanley: October 2011; DRAFT)
To be combined with Recruiting & Interviews and Parades Committee write-ups
PURPOSE
Educate the public by speaking to local organizations and businesses about PWV and its mission and activities. Also used as a recruiting activity.
CALENDAR OF EVENTS
Speaking engagements are scheduled separately with each organization, depending on their availability. Focus is primarily on Winter engagements, prior to Spring recruitment. FOR RECRUITING, EMPHASIS SOULD BE NOVEMBER – JANUARY TIME PERIOD
PROCEDURE
Contact potential organizations and schedule a date for presentation. A Power Point presentation is available that takes 25 minutes, with Q&A’s afterward. We ask the PWV representative to wear PWV shirt at presentation, and to hand out PWV’s tri-fold brochures (and current PWV Fact Sheet?).
EVALUATION AND REPORTING
Year-end only.
For the Fall and Winter 2009/2010, these organizations were visited:
-
Front Range Community College, Natural & Applied Sciences (2 classes)
-
Kiwanis Club, at Café Columbine
-
Lion’s Club
-
New Belgium Brewery
-
JAX Outdoor (table set up in front of store for 4 hours)
Articles were written for newsletters for Larimer County and Greyrock Commons
A new committee is being formed in early December 2010
For the 2010/2011 period, the following events were attended:
-
Front Range Community College, Natural & Applied Sciences (2 classes)
-
Contact: Barb Patterson, 204-8310
-
-
Banff Adventure Film Festival, CSU
-
Contact: Rodney Ley, Campus Recreation, CSU, 491-0964
-
-
Fitness, Wellness, and Retirement Expo, Senior Center
-
Contact: Jennifer Mayan, 416-2267, Ft Collins Parks & Rec
-
-
Otterbox Care Volunteer Fair, Hilton Hotel
-
Contact: Tricia Lemmer, 372-6223
-
-
Volunteers of America Fair, Embassy Suites
-
Contact: Mario Burton, 472-9630
-
-
Earth Day, Civic Center Park
-
Contact: Kellie Falbo, 213-9107
-
-
WRV fundraiser, Avo’s
-
Contact: John Giordanengo, 493-2075
-
-
New West Fest, Old Town
-
Sustainability Living Fair, Legacy Park
-
REI store
-
James Hetland, Outreach Specialist (or Amy Brannan, Store Manager) 223-0123
-
-
Foothills Unitarian Church
-
Aspen Club
-
Rigden Farms
-
USFS Contact for many of the events: Kristy Wumkes, 295-6721
Potential other organizations for visit considerations
-
Newcomers Club
PARADES (CSU Homecoming and other)
(J Cook: October 2011; DRAFT)
To be combined with Public Outreach and Recruiting & Interviews Committee write-ups
CSU Homecoming Parade
PURPOSE - To promote PWV to the community
CALENDAR OF EVENTS
End of August information is on the CSU website:
http://www.homecoming.colostate.edu/index.aspx
Application must be filled out and submitted by about 1 week prior to parade. Application must be ok'd. Parade is September 30, 2011.
PROCEDURES
Contacts & Costs/Fees 2010 fee was $200.00
Event planning/coordination Event coordinator must attend a meeting prior to the parade to learn of details
Recruiting participants An email is sent to all PWV's including horse contingent
to help build float and/or march in the parade.
Tools and supplies If a float is built will need a truck with flat bed and whatever
supplies appropriate for building the float. If just marching will need a banner.
EVALUATION AND REPORTING
(K Thielen: October 2011; DRAFT)
To be combined with Public Outreach and Parades Committee write-ups
PURPOSE
To recruit volunteers for the upcoming season by various methods, including:
-
PWVs making personal contacts
-
New West Fest
-
Sustainable Living Fair
-
Earth Day Celebration?
-
Other options (e.g., Rist Canyon Mountain Festival, CSU Homecoming Parade, Fort Collins Saint Patrick’s Day Parade)
-
Advertising
-
PWV Newsletters
-
Media Publicity
-
Online recruiting through visits to the website
-
Presentations at select businesses and non-profit organizations
-
Various volunteer fairs held throughout the year in Larimer County
CALENDAR OF EVENTS
October: (Oct.-Jan.) Send Poudre Trails newsletter to potential recruits
November: Send email to potential recruits thanking them for their interest
December 10: Post PWV Application on website (and email announcement to potential recruits, incl. carryover from previous year). Send email to potential recruits to invite them to attend the January 25 PWV Open House
January 25: New recruit meeting
March 1: Deadline for receipt of applications from potential recruits
Second Saturday in March: First day of interviews & Patrol Scheduling Preferences questionnaire posted on PWV website
Third Saturday in March: Second day of interviews
Last week of March: Make-up interviews
April 8: Patrol Scheduling Preferences questionnaires due
May: Submit applications for New West Fest and Sustainable Living Fair
Year-End Event & Annual Meeting: Stress the importance of recruiting to all members (at meeting and via a broadcast email)
mid July: Send email to members requesting them to staff the New West Fest booth
mid August: Staff PWV booth at New West Fest
Send email to members requesting them to staff the Sustainable Living Fair booth
mid September: Staff PWV booth at Sustainable Living Fair
PROCEDURE
Member Personal Recruiting This process begins with completion of the new season’s interviews and annual Spring Training. Getting the message out to new recruits and existing membership that recruiting is everyone’s responsibility and is an important component to successful recruiting. Interactions of our members on the trail and our friends’ sharing information about PWV are among our most effective recruiting efforts. The one-on-one interactions our members engage in on the trail and with friends reinforce the value of our mission and the quality of our membership. These are compelling recruiting messages. We have the opportunity this next year to do a better job reiterating via email and in newsletters the importance of recruiting.
Community Outreach Events
New West Fest occurs the 3rd weekend in August, on Saturday and Sunday. This event has produced the largest traffic count of the recruiting events. It is sponsored by the Downtown Business Association (DBA). The DBA sends an email in March-April with information on the application process. Request a booth with electrical power and assure a favorable location. The booth costs $400 + $75 for power. There is a $50 discount for early registration. Quantities of promotional materials (the PWV tri-fold brochure) are verified and reprinted 3-4 weeks in advance. An email listing the shifts and requesting their participation is sent to the membership in mid July. The staffing plan is based on the Saturday and Sunday hours of the event. Two-hour shifts are preferred, with two members (one veteran and one new member) at each shift. Since some elements of the booth are occasionally utilized in other events during the year, a visit to the storage unit and an advance review of booth components is important. Setup requires two hours and begins at 7:45 AM Saturday. The set up area can become quite congested as people unload their vehicles, so an early start is important. A key issue is insuring the booth is well secured for Saturday night to minimize the risk of weather-related damage. Utilizing the side panels and lowering the booth by one to two feet has improved the stability of the booth. Providing the volunteers who staff the booth with a fact sheet and/or having a pre-event meeting would help achieve a more informative and consistent message at the booth. A copy of the staffing roster with cell phone numbers is kept at the booth.
Sustainable Living Fair (see New West Fest notes for operational elements) usually occurs the 3rd weekend in September, on Saturday and Sunday, with registration costing about $120. Standard booth setup is utilized. Staffing email request goes out mid August. Traffic is less than at New West Fest and with the cooler temperatures, 3-hour shifts are utilized.
[A third festival option is the Rist Canyon Mountain Festival, which occurs the Sunday of Labor Day weekend, and is much smaller. The standard booth setup is utilized. Staffing is usually 3-hour shifts of one or two people. Two people are required to set up and take down. Staffing request email goes out in early August. Due to low attendance, PWV did not participate in this event in 2010 or 2011.]
Potential Recruit Outreach
The significant time gap between on the trail recruiting, the summer recruiting events, and the actual spring interview and training cycle is an obstacle to effectively retaining potential recruits. It is important to try to bridge this gap.
-
A copy of the PWV Poudre Trails newsletter is sent in October to each potential recruit.
-
An email is sent in November, thanking potential recruits for their interest in PWV, giving them the spring recruiting and training schedule and offering them an opportunity to join one of our members for a winter hike.
-
Including potential recruits in emails for training sessions (at the discretion of the Supplemental Training Committee) [Do we want to open up our training sessions to people who haven’t yet been interviewed (and clearly aren’t yet PWV members? -JBS] and Affiliation Gatherings during the fall-winter spring period would help cement connections to the organization.
-
An information meeting is scheduled for approximately January 25, inviting all potential recruits to meet PWV members and learn more about the organization. An email invitation is sent the second week of January. The PWV chair, USFS Liaison, two or three senior members and at least one new member are present and speak. The goal of the meetings to give recruits a better sense of PWV’s mission and what it’s like to be a member. The URL to the on-line application (or paper applications) could be distributed at this meeting.
Other Recruiting Options
-
Flyers [is this the PWV tri-fold brochure?] are developed in early December, and distributed to health clubs, outdoor equipment stores and other organizations.
-
“Volunteers Needed” announcements placed in December or January in Fort Collins Coloradoan, Loveland Reporter-Harold, Greeley Tribune, Fort Collins Now, Fort Collins Forum and North Forty News. Work with the Coloradoan to do a story on PWV in January, and run an ad in that issue. The Coloradoan publishes a “volunteer Resource Guide in May in conjunction with United Way that is written in March every other year. The request for information is usually sent to the PWV Chair.
Application and Interview Process
The following description is based on the 2010 - 2011 process. Both a link to the current year’s PWV Application and a PDF file of it are placed at the top of the HomePage on the PWV website in early January (Jan. 9, 2011) and an application announcement with instructions is emailed to potential applicants (based on a list of names carried over from the previous year, rosters of interested individuals developed at recruiting events such as New West Fest, Sustainable Living Fair, etc.) and responses to the PWV tri-fold brochure and other contacts. The Survey/Questionnaire lead prepares the new application document and the webmaster posts it on the website. Note that in 2011, PWV accepted applications up to March 13 (to accommodate potential applications from a PWV information day at REI), but this was really a little too late. Recommend in future years, that the application deadline be no later than March 5. In 2011, PWV held its Open House for potential recruits on January 25, 2011. This approximate date works well if we have done the bulk of our recruiting and advertising by mid January. The 3rd and 4th Saturdays in March (19th and 26th) were selected for the bulk of interviews (and there typically needs to be an additional alternate date for interview identified as well (this was April 5, 2011). The actual scheduling of interviews is initiated once we have received 30 or more applications and continues until the closing date for applications. The scheduling is based on a broadcast email to the potential recruits with interviews scheduled at half hour intervals. Pairs of recruits are scheduled together to increase the productivity of the interviews and reduce the time and staffing needed for interviews.
At the same time that applicants are being scheduled for their interviews, it is important to identify experienced PWV members willing to participate in the actual interviews and additional PWV members to support the process (serve as greeters, converse with applicants before and after their interviews, show the video and answer questions, and help interviewees select the proper uniform shirt size and specify the name they want to appear on their name badge). The actual interviews are typically conducted by a team of two: a USFS employee and a PWV member. Typically the PWV member of the team interviewing applicants wishing to patrol with stock is an experienced PWV Stock Patrol member (usually a horse rider). In the past, Board members have been asked to staff the interview process but a better idea might be to open this up to any member with adequate experience with, and knowledge of, PWV.
EVALUATION AND REPORTING
New recruits should be tracked based on the stated contact on their application at five steps in the process in order to identify any high-loss periods:
-
“finalized” list of new recruits (prior to scheduling interviews)
-
Interviewed and accepted
-
Attended Spring Training
-
Submitted hours for first year
-
Returned as active PWVs in year 2
(M Shaklee: October 2011; DRAFT)
PURPOSE
PWV makes use of surveys and questionnaires to:
-
Automate the application process
-
Facilitate the matching of members for patrols based on similar preferences, abilities, and availability
-
Provide a means for members to self-assess their knowledge of PWV.
-
Keep communication open and effective between the membership and the Board. (i.e., is the Board addressing and representing the needs of the membership?)
-
Automate and standardize aspects of evaluating events within PWV, such as Spring Training, Kick-off Night, Mentoring, and training programs
-
Register members for upcoming events (new feature being implemented)
-
Provide a means to record orders for equipment (new feature being implemented)
CALENDAR OF EVENTS
2 to 6 Months prior to needed results: Meet with “client/stakeholder” (e.g., Board of Directors, Committee Chairs, Event Coordinators) to determine what we need to learn or accomplish. Create a draft of the questionnaire for review, make changes and finalize it.
One month to one week prior: Launch the on-line survey. Email the target audience that the survey/ questionnaire/application (“survey/app”) is available online, with a link to the survey.
PROCEDURE
Some questionnaires may take several months to develop—some only a few days. It depends on the scope and purpose of the questionnaire and how well known and defined the desired input is. Some questionnaires are for ad hoc situations and some will be used each year with only minor changes. Enter questions developed with input from the “client/stakeholder” - the primary user of the requested information- into the online survey/app format (SurveyMonkey.com). Advise the client/stakeholder regarding unique requirements of an online format. Create a paper version of the online survey/app for PWV records and for use by respondents without Internet access. Launch the survey and send the link to the target audience. Monitor the responses to the survey/app while the survey is open for input by the target audience. Generate a data report for client/stakeholder use to extract the information needed to evaluate the program or activity.
Alternatively, as relevant, generate a spreadsheet to track information provided by applications to PWV, for scheduling patrols, for event registrations, or equipment orders.
|
Survey/Questionnaire |
Client/Stakeholder |
|
Annual Meeting & Year End Event Attendance & Participation |
Event Coordinator |
|
Application & Skills Assessment of Potential Members |
Board |
|
Field Guide and Pocket Patrol Guide Evaluation |
Committee Chair |
|
Kick-Off Night and Spring Training Evaluation |
Committee Chairs |
|
KIN Adults' Evaluation & Feedback |
Committee Chair |
|
Member Knowledge Self-Assessment Tool modules |
Board |
|
Mentor Patrol Evaluation-2011 |
Committee Chair |
|
Patrol Scheduling Preferences Questionnaire HIKERS |
Board |
|
Patrol Scheduling Preferences Questionnaire STOCK |
Board |
|
Public Feelings Toward US Forest Service Decision Making |
USFS |
|
Returning Member Training Preferences |
Committee Chair |
|
Satisfaction and Direction Survey (PWV-MIR) |
Committee Chair |
|
Skills Assessment of Membership |
Board |
|
Spring Training (and Kick Off Night) Attendance |
Committee Chairs |
|
Spring Training (and Kick Off Night) Recruiting |
Committee Chairs |
|
Supplemental Training Classes Sign-Up |
Committee Chair |
|
Training Course Evaluation |
Committee Chair |
EVALUATION AND REPORTING
Specific reports are provided for each “client/stakeholder” as soon as possible after the questionnaires are closed. A general report of the status, response rates and outcomes of the various survey/apps from the past year might be helpful to the Board. PDF versions of each survey, evaluation, application or questionnaire could be part of the annual report. Summary results from each questionnaire/survey should be distributed to the relevant parties in a timely manner so that all benefit from the information collected.
YEAR-END EVENT & ANNUAL MEETING
(B Mosehauer: October 2011; DRAFT)
PURPOSE
This event provides an opportunity for members to get better acquainted with other members and socialize, to learn about and celebrate PWV’s accomplishments in the past year, and to participate in the Organization’s Annual Meeting of members at the end of the patrolling season
CALENDAR OF EVENTS
DESIRABILITY OF SCHEDULING DRAKE CENTRE 6 OR MORE MONTHS IN ADVANCE TO ASSURE AVAILABILTY – BUT REQUIRES AT $500 DEPOSIT (non-refundable within 6 months of event)
April: Investigate possible venues for the event, which is held the 3rd Sunday in October, 3:00 to 6:00 PM, focusing primarily on location and price. Specifically look for a place that will honor our tax-exempt status.
July: Present findings to the Board for selection of the venue. Get your contact at the venue.
September: Select the menu and determine room set-up.
Late September: Send email invitation to all members.
First week/October: Email a reminder to members of the event.
PROCEDURE
1) Venue will need copy of our Certificate of Exemption for Colorado taxes and City of Fort Collins exempt organization license. Treasurer has a copy. 2) Provide venue approximate number of attendees (must include guests), type and quantity of hors d’oeuvres and beverages served in the past; room set-up; and equipment needs. A catering agreement will be sent for review and signature.
180 people attended in 2010 (special 15th anniversary event. Probably should expect a similar or slightly larger attendance in 2011 (given approx. 70 new recruits in 2011).
If the Event is held at the Drake Center, the East Room seats up to 300 people (with 10-person tables) and the West Room seats up to 220 people (with 10-person tables).
Needs: Nineteen 10-Person round tables
Five (5) long tables for displays and awards
Projection screen and microphone
Table for computer and projector
Table at door for sign-in
The venue will supply tablecloths, napkins and center pieces (extra cost).
In late September, send email invitation to all members, providing (sample):
PWV YEAR-END EVENT
WHEN: Sunday, October 19, 20—
TIME: 3:00 to 6:00 p.m.
WHERE: The Drake Centre
802 West Drake Road
Fort Collins CO
MENU: hors d’oeuvres and beverages
Awards and presentations , , , fun and stories!
Casual dress. Please wear your NAME TAG
You may bring a guest
RSVP by October (Deleted)
(If you know of members who do not have email, please notify them.)
Other Tasks
Assure those presenting grants etc. are aware of location and time.
Chair and Chair-Elect to prepare agenda and share with event coordinator.
Need to prepare a free-running slide show or video to run during the first 45-60 minutes. Mike Mosehauer did this in 2010, 2009, and 2008.
Need to prepare a PowerPoint slide show to support Annual Meeting agenda (Treasurer’s report, Committee summary overviews, Chair-elect’s vision & plans for coming year, etc.)
Members who have displays/posters should advise if they need a table in the room.
Assure Kevin Cannon brings raffle tickets and plaques for departing members.
Award coordinator to assure all awards are purchased and received.
Call venue 1 week prior and advise of final count and extra requirements.
Determine final charges of venue and get check from Treasurer to be delivered at the event;
give Treasurer a copy of the receipt of expenses.
Event day: Arrive 1 hour early to help with set-up.
Take along blank name tags, pens, raffle box/can, attendee sheets, camera, event file.
Assure there is table at head of room large enough to hold awards, certificates, 10-year pins.
Assure there are two 6-ft tables outside door for sign-in sheet, blank name tags, raffle tickets
with can and drink tickets (if PWV is hosting drinks).
As people arrive, have them sign in, get raffle ticket and drink tickets (1/person; if PWV is hosting drinks) and
tell them where the food and drinks are located.
After the event, assure everything is out of the room prior to leaving.
Some time during the following week, venue will phone you to check on how things went and advise if there are any extra charges or if a refund is due.
EVALUATION AND REPORTING
2011 YEE & AM
Principles:
Program – Chair (Jim Shaklee) and Chair-Elect (Karl Riters) – identify topics and speakers/presenters and develop program (events & time allocations for each event)
YEE&AM Logistics Team (Frank Schwende, team coordinator + approx. 17 volunteers) – responsible for all logistics, from invitations through clean-up:
Logistics coordinator – 1
Broadcast email invitations & reminders and develop list of attendees and make lists of 3 members each attendee should contact – 2
Set up display & committee tables & chairs – 1
Center Pieces and Papers at each dining table – 1
Welcome/Sign-In – 4 (2 at each of two tables)
Develop Free-Running Slide show of photos – 1 (Mike Mosehauer)
Hors d’oeuvres – 2 (select food choices within identified budget; $6-$8/person)
PowerPoint Slide Show – 1
Awards Coordinator – 1
Cakes – 1
Take-down Display tables & materials - 2
(Betsy Mosehauer: October 2011; DRAFT)
(updated by J Shaklee: October 2011)
PURPOSE
To provide PWV members with recognition for specific accomplishments (note: this write-up does not include awards given by the Forest Service).
CALENDAR OF EVENTS
Mid-September: Solicit volunteers to read patrol reports and submit their choices for the two best.
Immediately after Patrol Season: Coordinate with the Forest Service Liaison to determine winners of the various award categories (most patrols by category). Have volunteers review patrol reports that came in after the mid-September reports were reviewed. Have volunteers review the two best reports from each reviewer.
PROCEDURE
The Awards Committee and USFS Liaison will determine award winners based on criteria described below and ensure that awards are available at the appropriate awards ceremony (Year-End Event and Annual Meeting).
AWARDS [beginning in 2011, revise these awards to reflect both the number of patrols and the priority of the trails patrolled (e.g., score = 3x number of high priority trail patrols + 2x number of medium priority trail patrols + 1x number of low priority trail patrols)]
1) Most hiking patrols by a new member - A $30 gift certificate to a local sporting goods store.
2) Second most hiking patrols by a new member - A $15 gift certificate to a local sporting goods store.
3) Most riding patrols by a new member - A $30 gift certificate to a local sporting goods store.
4) Second most riding patrols by a new member - A $15 gift certificate to a local sporting goods store.
5) Most hiking patrols by a returning member - A $30 gift certificate to a local sporting goods store.
6) Second most hiking patrols by a returning member - A $15 gift certificate to a local sporting goods store.
7) Most riding patrols by a returning member - A $30 gift certificate to a local sporting goods store.
8) Second most riding patrols by a returning member - A $15 gift certificate to a local sporting goods store.
9) Most Informative/Useful Trail Patrol and Report (see Best Trail Patrol Report below) - A $30 gift certificate to a local sporting goods store for First Place and a $15 gift certificate to a local sporting goods store for Second Place.
10) Most overnight patrols – First and Second Place awards (regardless of mode of transportation) - A gift certificate for each level [This is a new award category established in 2011 with an intent to acknowledge and encourage PWVs who do backcountry patrols.]
11) Animal group with most hikes - Matching baseball-style hats w/PWV patch on front and animal group name and year stitched on the back.
Criterion: The Animal Group with the highest average number of patrols (number of hikes made by the group ÷ by number of people in the group) is the winner.
12) Ten-Year Service as a PWV - Special name badges with training year indicated.
Criterion: Ten years of active service as a PWV.
EVALUATION AND REPORTING
Provide the Board and Forest Service Liaison a list of the winners.
Best Trail Patrol Report Award [As of its September 2011 meeting, the Board approved replacing this award with a Most Informative/Useful Trail Patrol and Report Award. The justification being that the “Best Trail Patrol Report Award” and its associated criteria that identify grammar, punctuation, and humor in the COMMENTS section of the report as criteria should be replaced with an award that emphasizes trail patrol tasks accomplished and information of relevance to PWV’s mission under the USFS reported (e.g., contacts, LNT & ART contacts, removal and rehabilitation of illegal and inappropriate fire rings, inspections of designated campsites, trail maintenance tasks accomplished, sign and trail maintenance needs reported, noxious weeds reporting and treatment, wildlife species of concern reporting). Note that implementation of this award will require development of a new query of the patrol report database to extract information from the appropriate response fields. Thus, the new award will probably not be given until 2012.– JBS]
On Tuesday, 13 October 2006, 4:30 pm, Matt Fischer writes:
I learned a few things this year doing the Best Report contest that I’d like to share with the Board so we don’t lose this knowledge again when we change the manager of this task. I don’t intent this to start a long discussion, but I don’t want anyone to have to re-learn all this stuff. After scrubbing, a team of 15 people reviewed 633 reports—that’s 78 pages of single space reports, with narrow margins! Hear then:
1) You need to start this task well before season end, near the September Board meeting works well. I gave each volunteer reviewer 26 reports, based on the number of reports at the time. If I do this again, I will give each person 40 since the early round reports include many succinct reports, even though I did some filtering. Twenty-six reports were about 4 pages of landscape, 40 will be 5-6 pages --?? The final round was 30 reports, which were 10 pages in landscape format. This is because the final round has no “short and sweet” reports.
2) The last day to patrol this year was October 4 and last day to report was October 11. October 11 is too late to begin the final round so I cut off the end of year “first round” the week of October 4. This will cause someone to miss potentially having their report in the final round, but the time constraints forced my hand. Betsy needed the final winners on Sunday, and I just got them to her yesterday.
3) The SQLll query that I ran is as follows: You can adjust the report_date cut-off based on when patrolling starts, and then adjust it again as you re-run it to get straggling reporters. This query eliminates all reports with a comment length
“Select ‘comment’, ‘schedule_date’, ‘schedule_id’, ‘report_date’’ FROM “pwv_schedule’ WHERE ‘report_date’ >=’3—0=09-27’ AND LENGTH (‘comment’) > 30 ORDER BY report_date.
-
Whoever takes this task will spend at least 8 hours managing reports and tallying votes.
Things to do better next year:
A) Give the initial reviewers more reports, as mentioned before, but keep the ~2 weeks that I gave them to review those reports.
B) Raise the character cut-off limit to maybe 100. The shortest report that made it to the final had 481 characters. It received no votes. The winning report had 2914; second place had 1994. (Word count would be a better indicator, but it is not possible with SQL.
c) Try to narrow the final round down more. Thirty reports in the finals is too m any. We ended up with a 6-way tie for 2nd place. We could also use a more complex voting mechanism, like picking your top 5 out of the finals, but it makes the tallying more complex.
(M Shaklee, October 2011; DRAFT)
QUALIFICATIONS
The Treasurer is elected to a 1-year term, renewable for 3 years (or more if the Board so chooses) by the Board at its October meeting; and ideally would be experienced (or willing to learn) relevant aspects of bookkeeping, spreadsheets, financial reports, collecting money/recording financial transactions; with developing, maintaining and tracking budgets; and using Intuit QuickBooks.
ACTIVITIES
Following generally accepted accounting practices, the Treasurer:
Receives and deposits, in appropriate bank accounts, all moneys of the organization, and disburses such funds as directed by resolution of the Board
Signs all checks and keeps proper books of account
Prepares an annual budget and a statement of income/expenses for presentation to the Board at regular meetings, and have such statements open for inspection by the Board members.
The Treasurer leads the annual PWV budget building process by the Budget Committee.
When so directed by the Board, the Treasurer shall cause an audit of the books to be made by a public accountant.
The Treasurer is also involved with, and facilitates, the:
Inventory process
Fundraising efforts throughout year
Thank you letters as needed
Fundraising events
The Treasurer is a member of the Endowment Fund Committee.
CALENDAR OF EVENTS
Regularly: Balances all bank accounts, keeps financial accounting up to date, manages donations, manages the Endowment Fund, and oversees the Finance Committee cluster
Monthly: Prepares the monthly Treasurer’s Report for the Board of Directors
End-of-Year: Inventory
May15: File tax return/IRS form 990, Colorado Secretary of State Charity Registration and Annual Corporation Fee
May: Oversee financial aspects of Kick-Off Night and Spring Training
September-December: Prepare Annual PWV Budget.
PROCEDURES
Keep financial books of the Organization
Register w/Secretary State, County and City
Tax exempt status
Annual non-profit 501 (c) (3) report
Charity registration
Bank Accounts:
Make deposits.
Write checks and pay bills.
Reconcile bank accounts monthly.
Monitor CDs as needed, including open/close accounts and track maturity dates.
Donations:
Provide means of accepting donations.
Track donations received and write “thank you” letters to donors.
Track grants received.
Track contributions received, send out W-9 forms, record EIN numbers.
Treasurer’s Report:
Generate in QuickBooks and export to Excel.
Report at Board meetings for the period ending previous month, showing monthly transactions, monthly summary of income/expenses of major categories, and balance sheet.
Taxes/IRS form 990: Prepare accounts for timely tax filing.
CO Secretary of State: File annual, on-line Charity and Corporation registration forms
Inventory:
Track inventory in QuickBooks by:
a) Asset, permanent items
b) Inventory, items for sale
c) Supplies, consumables
d) Spring Training items
Work with inventory manager and committee chairs on:
a) Number of items on hand
b) Annual inventory
Endowment Fund:
Maintain Endowment Donor list:
a) Add names, contact info and amounts received
b) Send list regularly to Secretary of Endowment Fund Committee
Deposit contributions to bank account and reconcile account monthly
Transfer funds of $5000 from savings to CD and track maturity dates
Budget:
Lead Budget Committee to:
a) Request/review committee and budget proposals
b) Prepare budget for approval
Prepare annual proposed budget to Board for approval
Coordinate budget priorities w/Fundraising efforts:
a) Provide up-to-date financial reports
b) Track prioritized expenses
Finance Cluster:
Facilitate committee processes within Finance Cluster.
Coordinate committee efforts within Finance Cluster and other committee clusters.
Kick-Off Night & Spring Training:
Send out emails to new recruits and returning members re: Spring Training meals and PWV uniform costs.
Process payments upon receipt
Prepare updated version of spreadsheet based on payments mailed in to Treasurer.
Create lists of:
a) Those who still owe money (returning members and new recruits)
b) Those that have paid
c) All PWV members
Requests for help, at least 2 volunteers to collect money, assigned to different time periods during registration.
Track all uniform items sold under specific categories.
Prepare bank deposit; assign tracking number to each deposit, amount for each category.
Photocopy/scan all checks and deposit slips.
Write refund checks as appropriate (offer refund or opportunity to donate to PWV).
Bring checkbook.
Prepare and bring checks to pay for speakers’ honoraria, caterers, etc.
Provide for petty cash
Jacks Gulch
Hand out maps to Pingree Park dorm or campsites. --??
Carry backpack throughout ST weekend w/payment lists, cash, checks from proceeds, etc.
Cub Scout Camp
Process under development
Provide monthly financial report for all Board meetings
Provide annual financial report to Board at January meeting, to include balance sheet
income/expenses, and summary of income/expenses by month
Provide Board with access to copies of current year’s tax returns
Provide Board annual Endowment Fund financial report
Note: PWV’s current financial practices and the roles and responsibilities of the Treasurer (and the nature of the associated Budget Committee and the Finance Cluster of committees) is currently being reviewed and re-evaluated by the current Treasurer (Margaret Shaklee) and Kathy Burgess. Thus, the above description may be substantially modified (assuming Board approval) in the near future - JBS
(M Shaklee: October 2011; DRAFT)
PURPOSE
Develop PWV’s annual budget with eye on potential funding; prioritizing line items in budget; reviewing committee budget proposals; and recommending committee budgets and a spending plan for approval by Board.
Structure Members include: Treasurer (Chair), Fundraising Committee Chair, Board member, Advisory Board member, general member, and advisor [with CPA certification]
CALENDAR OF EVENTS
By September Board meeting: Identify and invite members of Budget Committee
By October Board meeting:
-
Identify budget categories
-
Prioritize overall budget items
-
Finalize committee/activity funding request form
-
Request budget proposals from committee chairs
By November Board meeting:
-
Committees submit budget proposals to Budget Committee
By December Board meeting:
-
Review committee budgets
-
Meet and revise proposed committee/activity spending requests consistent with overall organizational priorities and funding and discuss changes with committee chairs.
-
Develop a spending plan for coming year based on available funds, potential fundraising efforts, and prioritization of expense categories
At December Board meeting:
-
Present budget to Board for approval
-
Present the spending plan for coming year
PROCEDURE
Develop, refine, and implement process to review committee budgets; prioritize needs of PWV; review past expenses; consider future PWV plans (both for the following year and for future needs); assess current fundraising atmosphere; review, revise, and send out PWV Committee/Activity Funding Request form to committee chairs; and notify committee chairs of date and procedure for submitting budgets; evaluate committees’ budgets, suggest changes, and recommend overall PWV budget to the Board.
EVALUATION AND REPORTING
Budget for upcoming year
Additional funding for anticipated future needs
Spending plan for upcoming year
See following pages for budget forms and example email
Example email (Oct. 2011) requesting proposed budgets from committee chairs and Board members:
Dear Committee Chair, Co-Chair, and Board Member,
Once again it is time for that treasured annual fall tradition—the PWV Budget!
We depend primarily on your input regarding planned activities and anticipated needs to drive budgeting. The 2012 Budget Committee has been convened by the Board of Directors:
-
To review all line items in the PWV Budget and determine whether they are:
Essential
A mixture of essential and non-essential components
Non-essential
-
To develop and recommend an Annual PWV Budget and a Spending Plan to the BOD for approval.
Our timetable feeds into the Board’s meetings and is as follows:
|
31 October |
Committee/Activity Funding Request proposals DUE to Treasurer |
|
8 November |
Review/prioritization meeting of Budget Committee |
|
17 November |
Present Budget and Spending Plan proposal to Board of Directors |
|
15 December |
BOD considers and approves proposed Budget and Spending Plan |
|
30 December |
Treasurer communicates to committees their approved 2012 budgets |
As you can see, this is a fairly compressed window, and we really appreciate your help in making this happen smoothly and quickly.
Attached you will find the form to use in your budget preparation:
The Committee/Activity Funding Request Form is required to submit your proposals. It contains:
an explanation of the key elements of the requests
an example to help you when completing the form
a place for any supplemental information you think will be helpful
Please pay particular attention to the priority details called for regarding funding components. These identify the relative importance of each item/activity to PWV operations (essential, high, medium, or low priority). Though there may be some subjectivity, using the definitions should help each committee fit each request into the best category, and so guide budget priority decisions as needed. Definitions and an example of a completed form are included with the request form.
Complete and return your request form to (Deleted) no later than October 31.
Your request(s) will assist the Budget Committee in developing a final budget which will be presented to the board for approval.
Also attached is a current list of suggested budget expense categories and overall priorities to help you as you consider 2012 events and activities.
Contact (Deleted), if you have additional questions.
Thanks, your Budget Committee
Margaret Shaklee, outgoing Treasurer, Committee Co-Chair
Gene Packer, Treasurer-elect, Committee Co-Chair
Fred Allen, Fundraising Chair
Don Creager, BOD Member
Bob Manuel, Advisory Board Member
Martha Shepard, PWV Member
Kathy Burgess, Advisor
BUDGET CATEGORIES and PRIORITIES
|
CATEGORY |
PRIORITY |
|
Advertising: Public Outreach |
HIGH |
|
Advertising: Recruiting: Interviews |
ESSENTIAL |
|
Advertising: Recruiting: New West Fest Booth |
ESSENTIAL |
|
Advertising: Recruiting: Sustainable Living Booth |
ESSENTIAL |
|
Bank & Collection Fees, Charges/Credits |
ESSENTIAL |
|
Dues & Subscriptions |
HIGH |
|
Events |
HIGH |
|
Grants and Similar Amounts Paid |
HIGH |
|
Insurance |
ESSENTIAL |
|
Licenses & Fees |
ESSENTIAL |
|
ESSENTIAL |
|
|
Office Expense: Gifts |
low |
|
ESSENTIAL |
|
|
Office Expense: Supplies & Other Expense |
ESSENTIAL |
|
ESSENTIAL |
|
|
Printing: Newsletters |
HIGH |
|
Printing: Printing Miscellaneous |
Medium |
|
Rent – Storage Unit |
ESSENTIAL |
|
Repair & Maintenance |
Medium |
|
Seminars, Conferences, & Workshops |
Medium |
|
Software & On-Line Software Subscriptions |
HIGH |
|
Supplies & Materials |
HIGH |
|
Unassigned Expenses |
Medium |
|
Website Expense |
ESSENTIAL |
|
Member Expense: Awards |
HIGH |
|
Member Expense: Members In-Reach: Affiliation Gatherings |
HIGH |
|
Member Expense: Backcountry Emergency Aid |
Medium |
|
Member Expense: Mounted Patrol & Stock Contingent |
HIGH |
|
Member Expense: Member Field Guides |
ESSENTIAL |
|
Member Expense: Trail Crew |
HIGH |
|
Member Expense: Trailhead Hosting |
low |
|
Member Expense: Training: KON |
ESSENTIAL |
|
Member Expense: Training: Mentors |
Medium |
|
Member Expense: Training: Spring Training |
ESSENTIAL |
|
Member Expense: Training: Supplemental Training |
HIGH |
|
Member Expense: Uniforms: Armbands / Pack straps |
HIGH |
|
Member Expense: Uniforms: Hats |
HIGH |
|
Member Expense: Uniforms: Jackets / Coats |
HIGH |
|
Member Expense: Uniforms: Name badges |
ESSENTIAL |
|
Member Expense: Uniforms: Patches |
HIGH |
|
Member Expense: Uniforms: Shirts |
ESSENTIAL |
|
Member Expense: Weed Crew |
HIGH |
|
Member Expense: Year-End Event / Annual Meeting |
ESSENTIAL |
|
Volunteer Projects: Adopt-a-Highway |
HIGH |
|
Volunteer Projects: Adopt-a-Trail |
HIGH |
|
Volunteer Projects: Kids In Nature (KIN) |
HIGH |
|
Volunteer Projects: Trail Use Assessment (Pilot) |
low |
BUDGET CATEGORIES and PRIORITIES (cont.)
|
PRIORITY |
CATEGORY |
|
ESSENTIAL |
Advertising: Recruiting: Interviews |
|
Advertising: Recruiting: New West Fest Booth |
|
|
Advertising: Recruiting: Sustainable Living Booth |
|
|
Bank & Collection Fees, Charges/Credits |
|
|
Insurance |
|
|
Licenses & Fees |
|
|
Member Expense: Member Field Guides |
|
|
Member Expense: Training: Spring Training |
|
|
Member Expense: Uniforms: Shirts |
|
|
Member Expense: Year-End Event / Annual Meeting |
|
|
Office Expense: Supplies & Other Expense |
|
|
Rent – Storage Unit |
|
|
Website Expense |
|
|
HIGH |
Advertising: Public Outreach |
|
Dues & Subscriptions |
|
|
Events |
|
|
Grants and Similar Amounts Paid |
|
|
Printing: Newsletters |
|
|
Software & On-Line Software Subscriptions |
|
|
Supplies & Materials |
|
|
Member Expense: Awards |
|
|
Member Expense: Members In-Reach: Affiliation Gatherings |
|
|
Member Expense: Mounted Patrol & Stock Contingent |
|
|
Member Expense: Trail Crew |
|
|
Member Expense: Training: Supplemental Training |
|
|
Member Expense: Uniforms: Armbands / Pack straps |
|
|
Member Expense: Uniforms: Hats |
|
|
Member Expense: Uniforms: Jackets / Coats |
|
|
Member Expense: Uniforms: Patches |
|
|
Member Expense: Weed Crew |
|
|
Volunteer Projects: Adopt-a-Highway |
|
|
Volunteer Projects: Adopt-a-Trail |
|
|
Volunteer Projects: Kids In Nature (KIN) |
|
|
Medium |
Printing: Printing Miscellaneous |
|
Repair & Maintenance |
|
|
Seminars, Conferences, & Workshops |
|
|
Unassigned Expenses |
|
|
Member Expense: Backcountry Emergency Aid |
|
|
Member Expense: Training: Mentors |
|
|
low |
Office Expense: Gifts |
|
Member Expense: Trailhead Hosting Volunteer Projects: Trail Use Assessment (Pilot) |
Budget requests are made using an Excel file (PWV Committee-Activity Funding Request Form 2012.xls) created and distributed by the Treasurer. This file consists of two worksheets 1) the budget request form and 2) explanatory information and an example. This file is distributed with the Organization Handbook but is not in integral part of it at this point.
7 Includes registration as Charity with CO Secretary of State
Back to Contents(Fred Allen: Octobber 2011; DRAFT)
(comments in red type provided by Scott Rahe)
PURPOSE
Secure funding for the continued operations of the Organization, and provide budget guidelines and projections to the Board. Being connected and associated closely with the U.S. Forest Service, fundraising needs to meet their guidelines.
Given that PWV now has two separate fund raising programs, one to generate funds for annual operational needs and one to grow the endowment fund, it is very important that these two efforts be planned and implemented in a manner that avoid duplication in target donors and timing.
COMMITTEE COMPOSITION
In one sense every PWV member could be a fundraiser. PWV has never had a formal committee structure with regards to fundraising. [good idea to start a committee, but PWV needs a static volunteer fundraising “champion” post] Instead various members have solicited, sometime only from one source, funds to assist in the organization’s continued operation. These contacts have been invaluable. Though frustrating to some, this loose system has worked and has provided more than half of the operating income. More importantly most of the funds raised through personal contact have not been restricted. With regards to grant writing, it would seem appropriate to coordinate efforts. [yes!] Grants often are for specific uses and have reporting procedures. Only recently has PWV endeavored to hold fundraising events and if it is decided to continue this effort it might seem reasonable to form a separate committee to organize such events.
[PWV should create 3 volunteer positions: 1) grant-writing, 2) fundraising, 3) marketing. Ask your members, get some interns.]
CALENDAR OF EVENTS
Fund raising is a year-round operation. Companies, donors and contributors tend to give at various times. If PWV decides to conduct fundraisers, it would seem best to schedule them in the Spring. In March and April, the public is beginning to start planning their summer outdoor activities.
PROCEDURES
PWV meets the criteria for giving of many businesses and individuals. Since we are not engaged in athletics, politics or lobbying we pass the initial vetting. Our mission statement is easy for most companies to embrace. With that said there is a great deal of competition for dollars. Most companies receive dozens of solicitations every day, so it is generally best to attempt to make a personal contact. [yes! This is key to the “donor-centered fundraising” concept preached by Penelope Burk]. With a group from many diverse backgrounds, having our members make that initial contact, or supply the lead fundraiser/Fundraising Committee with contact information tends to be extremely helpful. Along with reconnecting with past donors, the committee should expect to contact more than 50 companies a year, [yes!] with the hope of securing a donation from one of them.
Regarding applying for grants, it is important to seek only those grants that target or match our mission. Otherwise, one is just wasting time completing a lengthy application with little chance of receiving anything in return.
PWV has had only limited success soliciting funds from individuals. [3 points: 1) again, is PWV familiar with the concept of “donor-centered fundraising” as preached by Penelope Burk? 2) in my opinion PWV is getting hit with a big opportunity cost here (i.e., the cost of this missed individual-donor revenue opportunity); 3) private donors should be a much larger % of overall donors]
EVALUATION AND REPORTING
A letter on PWV letterhead needs to be provided to every donor or contributor. The Treasurer has been handling this task for the past few years.
-
The results of fundraising is reflected on the monthly Treasurers Report.
-
An annual report to the Board summarizing trends and other accomplishments.
A few donors, especially organizations providing grants will require a report. These reports should be prepared as soon as practical after the funds have been spent. [Prepare ONE report, unless there is some legal or fiduciary requirement. PWV should not produce customized reports for individual clients]
All larger contributors (perhaps greater than $1000) should be contacted a few months after receipt of funds providing a summary of how their funds were used. The newsletter should also be sent to contributors.
Very large and generous donors should be provided regular communications and token gifts. This task has been handled by the fund raising committee. [first of all they need a quick thank-you call within 2-3 days of their donation from a Board member or designated fundraiser person; and they need to be invited to special events plus they need regular communication as you say; PWV needs to do more to foster a stronger connection between members, individual donors, etc…it’s just not there right now.]
(J Shaklee: October 2011; DRAFT)
PURPOSE
The primary purpose of this event is to serve as a community-based fundraising event to support PWV’s annual operating budget. Other benefits are: 1) to serve as a social event for members and new recruits and 2) to increase PWV’s visibility in the community and emphasize PWV’s contributions to local public lands stewardship (Earth Day tie-in).
CALENDAR OF EVENTS
November: Consult with Board about whether or not to have event in coming year.
January: Define scope of event
Establish subcommittees and staff with volunteers
Arrange for event sponsors (e.g., The Scene, RB+B Architects, etc.)
Arrange for a PWV booth at Earth Day Celebration ($50 booth fee for non-profits in 2011)
Arrange for/reserve facility for fundraiser
Make arrangements for music/entertainment
Make arrangements for food & beverages
Begin soliciting donations for silent auction, drawings/raffles
February:
March: Define cost of tickets, ticket process, and prepare tickets
Send invitations (via email) to members & new recruits
Launch publicity campaign (emails, posters, public service radio announcements)
April:
May: Final drawings for prizes at Spring Training
June: Accounting for expenses and income finalized and reported to Board
PROCEDURES
Event subcommittee (venue, music, food)
Fundraisers
donations of framed photos from PWVs
donations of other items from PWVs
donations of small items from local vendors
donations of large items from local vendors (e.g., flat-screen TVs)
2011 Event Summary
Venue: Crazy Jack’s Saloon (donated at no cost to PWV)
Music: Kathy Connolly Band (donated at no cost to PWV)
Food & Catering: Consuello’s New Mexican Restaurant (@ $17.00/person)
Tickets: $40/couple; $25 per individual
Publicity:
Ad in the Scene magazine ($400 donated by Burgess Accounting; $400 by Michael Mockler, The Scene)
Radio announcements (donated by local stations)
11” x 17” color posters (donated by Kathy Burgess)
Printing and distribution of flyers (donated by Kathy Burgess)
Printing of tickets (donated by Kathy Burgess)
Mailing of tickets (donated by Kathy Burgess)
Proceeds:
-$117 (net from ticket sales for dinner dance)
$1,535 Non-photo items (golf, health club, guiding fishing, gift certificates, 1-week condo)
$1,100 (13 of 16 framed photos donated by PWVs)
$1,750 (drawing for two large screen TVs donated by Wal-Mart; 176 tickets sold @ $10ea)
Net Proceeds = $4,278
Attendance: total = 69 people (36 PWVs; USFS = 2; spouses, friends, [& public] = 31)
Primary organizers: Kathy Burgess, Fred Allen, Margaret Shaklee, Sharon Holbrooks, Jim Shaklee
EVALUATION AND REPORTING
Document and evaluate work invested, expenses, and funds raised. Prepare a brief summary report for the Board.
(D Creager: October 2011; DRAFT)
PURPOSES
Establish inventory count as of December 31 to support the filing of the tax return
Determine what items need to be re-supplied for Spring Training
Enable committees/programs that have equipment, tools, and/or supplies in the PWV storage unit (or elsewhere) to keep track of their holdings and identify needs for the coming season.
CALENDAR OF EVENTS
December: For tax purposes, conduct a complete count of:
-
inventory items (e.g., uniform items, Field & Trail Guides, SAM splints, maps);
-
assets (e.g., SPOT & GPS units, tools, backpacks, coolers, first aid kits, PWV booth display, pavilions, tables, coffee pots & pots and pans, specialized equipment, etc.)
-
computers, peripherals, and software
February-March: conduct a complete count of supplies (and check stock of for-sale items) to support upcoming field season operations and activities.
PROCEDURE
The inventory manager has an Excel worksheet of the items normally kept in the PWV storage unit. The worksheet should be updated annually. Immediately following Spring Training, the Spring Training Committee should record the quantity of items used and re-useable items remaining and prepare the shopping list for the next year's Spring Training.
Other committees may have items stored at members’ homes (e.g., Trail Crew, Weed Crew, Kids in Nature, Spring Training). All members responsible for their items need to update their respective inventories (as of December 31) and submit them to the Treasurer by January 31 to assist in the tax filings.
EVALUATION AND REPORTING
Final Inventory
See accompanying example inventory file: section 3 Inventory - example inventories-4SEPT2011.xls
This *.xls file is distributed with the Organization Handbook but is not in integral part of it at this time.
(J Rieux & F Allen: October 2011; DRAFT)
PURPOSES
To organize and support a network of vendors who stock and sell copies of the PWV Field & Trail Guide to the public. To provide copies of the Guide to maintain vendors’ supplies and to deal with pricing and invoicing needs.
CALENDAR OF EVENTS
Late September: Check inventory to determine if there are enough copies of the current edition of the PWV Field & Trail Guide in stock for the coming season. If more are needed, make plans for producing more copies of the current edition or, if appropriate, for producing a new edition.
April (and as needed): Distribute to sellers and wholesalers. Provide PWV invoices to sellers and wholesalers.
PROCEDURE
[It would be very helpful to insert some data at this point: 1) How many copies were produced in the first two editions (2005), 2) Approx. how many were sold PER YEAR AND IN TOTAL between 2005 and 2011. 3) How many copies of the third edition (2011) were printed and how many were sold during 2011. 4) How many books were in stock as of a particular, very recent date, and 5) What is the best guess “needs”, quantity-wise, of those people closest to the publishing and distribution efforts.]
The third edition (2011) of the PWV Field & Trail Guide retails for $10.95 [and is packed 84 books to the case].
|
Vendor |
Type |
Terms |
Contact |
Phone |
Address |
Comments |
|
Books West |
Wholesale |
50% # days? |
Susan Bhat |
800-378-4188 EXT 224 |
Books West c/o Howard Logistics 18101 East Colfax Ave Aurora, CO 80011 |
Needs a packing slip and ISBN number with shipments. A copy of their purchase order is also acceptable as a covering document. Jacques is listed as the vendor because he already had an old established account with them. |
|
Rocky Mountain Nature Association (RMNA) |
USFS Region 2 Wholesale |
Their cost is ~30% off list price # days? |
Megan Matzen |
970-586-0121 or 970-310-9362 |
PO Box 3100, Estes Park, CO 80517 |
Maintains the inventory at the various USFS Visitor Centers and Book Stores throughout Region 2 |
|
Others (e.g., Longs Peak BSC, Fort Collins Hilton, Vern’s, Firehouse Books, REI, JAX) |
Trade Sellers |
Their cost is 40% off list price # days? |
Various |
Depends on vendor |
The market is regional, predominately within 60 miles of Fort Collins. An exception to this would be to consider making editions available at the Moose Center between Cameron Pass and Gould. Our prime customers have been REI*, JAX, and the Denver book wholesaler, Books West. Books West makes the edition available to stores that want only two or three copies since the stores can combine the PWV Field & Trail Guide with the rest of their book order from Books West, making the purchase affordable. We have also sold editions to local outlets, Firehouse Books, Vern’s and the USFS Visitors’ Centers in Fort Collins and at Arrowhead Lodge.
Identify new outlets.
Negotiate pricing.
In 2011, a few books were sold through the Longs Peak Boy Scout Council. PWV may wish to continue to market this guide directly to Scout leaders in our area.
We also sell copies of the current edition to PWV members for $10/book. These sales typically occur at various PWV events (e.g., Spring Training). We also sell copies of the current edition to the public on some occasions (e.g., PWV booth at New West Fest, Public Lands Day event). These are “special retail” sales not “wholesale.”
A formal invoicing process for 2012 is currently being developed by the Committee and the PWV Treasurer.
PWV should develop a strategy and a plan for how it will close-out remaining copies of an old edition when a new addition becomes available (e.g., sell copies of old edition at a reduced cost to PWV members or the public? At what cost to whom?)
EVALUATION AND REPORTING
Track sales by location and periodically present a brief summary report to the Board.
* = dealing with REI became more complicated in 2011 when they began requiring that books be purchased from a wholesaler rather than directly from PWV. Generally, REI is complicated to deal with as all decisions are made at their headquarters in Seattle. Fred Allen has dealt with them this year and he can give supplemental information about doing business with them.