Forms and Letters

New Members and New Volunteers and Waivers

Membership Brochure - SMAS brochure and membership application

New Member Application - required for joining SMAS

Volunteer Application - required for all Arboretum volunteers except Rose Garden volunteers who use a different form. Please use the online application form. This older paper application form is deprecated and its use is discouraged unless the online form cannot be used.

Rose Garden Volunteer Application- required for all Rose Garden volunteers; includes Code of Conduct

Code of Conduct - new volunteers must read and sign

Policies and Procedures - new volunteers must read and sign

New Volunteer Letter - welcome letter sent to new volunteers

Prospective Volunteer Letter - explains SMAS and given to people interested in volunteering

Parental/Guardian Permission Form - parent/guardian must sign for juvenile volunteers

Contact Exchange Form - small form for Greenhouse leads to share contact information with volunteers

City of San Mateo Volunteer Release - liability release and waiver for volunteer work groups. Email the signed waivers to Jose Garcia, jrgarcia@cityofsanmateo.org.

Board of Directors Application - Board of Directors candidate application

Proposals and Requests

Change Request Proposal - any significant alteration of SMAS property or processes must be reviewed by the board. Use this form to submit a proposal.

Class or Workshop Proposal - submit this form to propose a new workshop, class or event.

SMAS Website Update Request- submit this form to add to or update the SMAS public website.

Safety and Maintenance Request - submit this form for any issues related to safety or maintenance: online form or downloadable PDF

Supplies Request - email supplies@sanmateoarboretum.org or use this online form.

Miscellaneous

Committee/Project Report Form (Word, PDF): Each committee/project/event chair should provide this report 8 days prior to the monthly board meeting so it can be distributed with the agenda.  If you have nothing report, state “Nothing to report”

Expense reimbursement - Combine a signed form form and receipts in an envelope and drop in the inbox. Note that some expenses may require pre-authorization (see Board approval under FAQ).  Do not update the form directly. Instead, download the form to your device (either Microsoft Excel, Google sheets) or print the PDF and fill it by hand.

Debit card expense - use this form to report an expense on an SMAS debit card.

Honorarium Form - Honorary compensation for seminar and workshop presenters.

Incident Report - In the event of an injury to an SMAS volunteer or visitor, fill out this incident report form, scan and email it to our insurer at the address on the form within a day of the accident.  Also cc our insurance agent, agent@mcd-ins.com. Report the incident to the board at bod@sanmateoarboretum.org.

Tribute Brick Brochure - Application for a tribute brick in Hummingbird-Butterfly Garden or Rose Garden.

SMAS letterhead - Word, PDF

SMAS Logos - various logos for use in letters, websites, promotions, etc.

Submission

Unless otherwise stated, completed forms should be placed in the SMAS internal mailbox located in the pumphouse in the hallway that leads to the garage (photo here).