Task Leader's Checklist
Task Preparation
The Task
Talk to the site manager
and get details of the work, if necessary arrange a site visit.
You need details of:
- What the task is.
- Which tools will be required
(you will need to check with the Tools Officer to make sure we
have the right tools and enough of them, and if necessary get
back to the site manager to see if they can cover any shortfall.
The meeting point and time on the day of the task.
- An outline of the site
risk assessment from the site manager (e.g. is the task on a
slope, is it near water, is there barbed wire, are there noxious
weeds, will hard hats be required etc.)
- Exchange an emergency
contact number with the site manager so that they can contact
you and vice versa at short notice if any unforeseen circumstances
arise such as unsuitable weather conditions on the day.
The tools and equipment
for the task.
When contacting the Tools
Officer check the following:
- Run through the list of
tools required to make sure that we have them and they are available
when you collect (you will have found out about this when talking
to the site manager, and as suggested above, any tools we don't
have or are short of, the site manager may need to be approached
again to see if they can help with this).
- Arrange a convenient time
to collect the tools prior to the task and the same for a convenient
time to return them after the task.
- Find out what there is
currently available in the "tea making kit" i.e. do
we have biscuits, tea bags, coffee, sugar, matches and full gas
bottles? (make a note of anything that needs to be purchased).
- Check whether the gas
bottles need replacing.
Arranging the task with
GVCV members
The Newsletter asks that
all members wishing to join in with the task have contacted you
by 6pm on the Friday night before the task so that you have a
chance to arrange lifts.
When people call:
- Get a contact number for
them in case there is any last minute change of plan.
- Find out whether they
need a lift and whether that would be from Cheltenham (outside
the Queens Hotel) or Gloucester (at the front of the railway
station), or if they are making their own way. If they are a
driver with access to a car, find out if they would be willing
to do one of the 'pick ups' (their mileage is paid for this).
- If there is a 'pick up'
let them know what time this is.
- When you have arranged
who is doing the 'pick ups' and where, make sure that these drivers
know the details and who is expected (and also the meeting time
and meeting place at the task site). Remind them to keep a note
of their return mileage between the 'pick up point' and the task
site.
Preparation for the task
- Collect the tools as arranged
(including the 'GVCV information board') AND FIRST AID KIT
- Purchase the items required
for "tea making" including milk. Keep any receipts
to give to the Treasurer so that you can be reimbursed for the
cost.
- Fill up the water carriers.
Note your mileage on the day of the task so that this can also
be claimed.
- Take a copy of the latest
newsletter along so that you can inform of future events.
- TAKE A PENCIL AND PAPER
TO NOTE DETAILS OF ANY NEW MEMBERS
- If you have a digital
camera, you may want to take this along to get a few pictures
of the task that could be used in the newsletter or on the website.
At the beginning of the
Task
You will need to do the
following:
- Introductions (to yourself,
the site manager and within the group if there are new members).
Identify the first aiders in the group.
- Demonstrate the safe use
of all the tools to be used.
- Introduce the task and
the site, including any potential risks that have been identified
(the site manager may be happy to do this for you).
- State what time the morning
and afternoon tea breaks will be, what time the group will break
for lunch and what time the task will end.
- Set everyone working on
the task.
- Put out the GVCV information
board to inform passers by.
During the task
- Take charge of boiling
the water for the breaks and taking orders for and making the
tea and coffee for the workers.
- Keep an eye on everyone
and keep everyone happy.
- Liaise with the site manager
to make sure that they are happy with progress.
- Answer any questions passers
by might have (you never know, you might get a new recruit!)
At the end of the task
- Make sure you have a list
of names of all who have attended (get full contact details of
any new members).
- Get the return mileage
from the pick up point to the task site & back from the people
who have given lifts.
- If it is a National Trust
site get the site manager to sign off the people who have attended
and for how many hours.
- Thank people for attending
and the site manager for providing the task.
Tell people when & what the next task and social will be
(and if there is a planning meeting before the next task).
- Complete the task form
provided (this will provide a prompt for gathering the necessary
information).
After the task
- Return the tools as arranged
(make sure they are clean), with the tea making stuff washed
up. If a gas bottle is running low, make sure the Tools Officer
is made aware of this. Also, if any items were used out of the
first aid kit, this should also be passed on.
- Write a short task report
outlining the day (e.g. what the task consisted of, what was
achieved, the purpose of the task, any gossip or funny events
that may have occurred, what the weather was like, how many people
turned out). and submit this to the Newsletter Editor. If you
took any photographs, pass these on as well.
- Pass details of the numbers
who attended, mileage claims, receipts etc to the Treasurer so
that an invoice can be raised to the site manager and any reimbursements
be made.
- Pass details of any new
members to the membership secretary.
Now pat yourself on the
back - you did a great job! Thank you.
