Reserve Group Kit

Pest Free Kaipātiki Restoration Network was set up by volunteers to create a unified entity to interact with local government and other bodies to ensure maximum volunteer effort could go to ecological restoration. PFK holds insurance for volunteer activity under its umbrella, manages the Health and Safety processes required by the local ranger, orders plants for the reserves, provides predator control and pest plant control equipment and supplies, via the PFK Tool Shed, promotes and publicises the work of local volunteers, and offers education and ongoing support to volunteer groups in everything from plant ID to signage and recruitment support. 

We’ve provided lots of useful information and guidance in this kit, some of which you may keep as reference for future need or distribute to members of your group. 

What are the key points and actions?

Key Points and Actions

• Working outdoors in the reserves, with tools, herbicides, traps and bait, comes with risks to people’s health and safety. Please take time to understand all the risks present on the day and how to manage/avoid them and do a health and safety briefing for your team before every working bee and event (see below for a safety briefing example you could follow).

• This ecological action can’t happen without a committed group of volunteers. Putting time into welcoming volunteers, making sure they know what to do, how to do it safely, and feel a sense of accomplishment and gratitude at the end of the day is an investment that will pay off, resulting in more people volunteering for longer, telling their friends, and a being part of a group that enjoys their mahi aroha together.

• Coordinating a volunteer group can be very rewarding, and if you have the time to invest in it, it will certainly pay off. Our Coordination/Handover Template is a great way to get a sense of the tasks involved. If no one in your group wants to take on the coordinator role, then you can split the tasks up amongst group members.

• 😉 That’s it!

• The risks we need to be aware of today are . . .

• Weather-related (sun, wind, rain, slips)

• Tools: Please carry tools by your side, not over your shoulder

• When tools are not in use, place them carefully in a central place

• Lifting and carrying these objects . . .

• Handling herbicides . . .

• Working on slopes . . .

• Plants, e.g. thorns, irritants, allergens . . .

• Insects . . .

• Ask that anyone with injuries talk to you about appropriate tasks.

• Check that everyone is wearing appropriate clothing, e.g. covered shoes, long sleeves, sunhat, gloves and provide these where possible

• The first aid kit will be located at ...

• Check that there is at least one mobile phone with each group so that someone can call 111 if a serious incident occurs

• Please let the coordinator know if you feel unsafe or notice any additional risks while working

• Are there any questions?

• Remember to advise if there is any accident, incident or near miss (use the online form on the contact page of the PFK website or let a PFK staff member know ASAP).

You can download a copy of this to take with you to working bees.

• Make sure new people are working closely with experienced volunteers and having both support and a chat - make it fun.

• Make sure everyone has the gear they need.

• Thank volunteers, both as a group and individually. Remind them how the specific things they have achieved today contribute to the restoration work in the reserve.

• For those who have come for the first time today, ask them how it was and whether they have any questions or feedback.

Protecting Kauri in Kaipātiki is of utmost importance. While PFK offers regular Kauri Protection training workshops, there are also helpful guides online where you can pick up the basics. Please take time to make sure you are well informed and resourced to maintain the best hygiene principles whenever you are working near Kauri. Sterigene and other equipment is available from PFK.

Do you have enough volunteers in your group to get all the work done? Do people get in touch or come along once but then drift away? Would it be possible to find a volunteer who wants to build you a website and manage your promotions and social media?

Think outside the box when it comes to recruitment. A lot of people want to be involved and contribute to the restoration of native wildlife and habitats – they are just waiting for the right type of work, the right day, or the right way in. Some people would be happy to get stuck in removing pest plants but hate the idea of interacting with dead animals. They might need some reassurance about what sort of work your group does.

Download the PFK Recruitment Guide Template for Reserve Groups and work together to fill it in. This will give you a plan and actions that you can divide up amongst your members to tackle recruitment over the next months.

Here are some ideas around recruitment and retention of volunteers

• Make sure the information on the PFK website about your group is kept up to date and includes enough information for new people wanting to come (e.g. day, time, place, contact info and a brief explanation of the types of work they can expect to do)

• Follow the above guide and put some effort in to ensure new people who come along to a working bee “to check it out” feel welcome and supported and choose to come back next time

• Get new people’s contact details and ask if they want to join PFK to get the regular newsletters and information about the volunteer hui, guided walks, volunteer opportunities and volunteer social events

• Send people a follow-up email or call them a few days after their first working bee and ask them how it was. Find out if there is anything (information, equipment, transport etc) that would make it easier for them to attend again or attend regularly

• If you are coordinating the group, try to change who you buddy with during the work, so you get the chance to connect and chat with the various members of the group and help them feel valued and that they belong

• Find out about group members’ skills and experience – you might have an experienced promotions professional in your group, or someone who wants to coordinate a youth weeding bee or do baking for your after-event gatherings

• Tell stories about your successes – include these in your emails about the next event, on social media, and in your conversations. People are very motivated by hearing the concrete evidence of the impact of their hard work

More ideas created by reserve group coordinators and volunteers at PFK's volunteer hui can be found in The Engagement Game Solutions and Ideas report.

• Contact list template - for keeping a list of your cluster members and their contact details. Please share this with PFK so we can include these people in our emails to volunteers.

• Open and copy-paste the Recruitment Plan Template into a new document for you to fill in to start planning how you will recruit new volunteers to your group.

• Open and copy-paste the Coordination and Handover Plan Template into a new document for you to fill in. This doubles as a coordination task list, so is a great place to any new groups or coordinators to get their bearings.

• Running an event like a street party, BBQ or games day in the park is a great way to get neighbours together and talk to them about joining the cluster. It's also a great way to celebrate your successes, thank the people who participate and foster greater connection and social contact, which is a top reason people get involved in volunteering.  Use this run sheet template as a guide for planning your event and a checklist for tasks to complete on the day (and after).

If you are dealing with slips or potential future slips in your reserve, please refer to our Native Plant Revegetation for Slip Stabilisation guide.

  Please read and frequently refresh yourself with PFK's Health and Safety information and procedures and remember to report any accidents, incidents or near misses.