Guidelines for Environmental and Friends Group Volunteers FINAL 2025 by Frankston City News

The Environmental and Friends Group Volunteer Guidelines have been prepared by Frankston City Council to assist and support environmental and friends group volunteers working in Frankston City’s natural reserves and parks. Representatives of the Frankston Environmental Friends Network (FEFN) and staff at Frankston City Council were consulted in the creation and update of these Guidelines. These new Guidelines provide a clear and consistent procedure manual that is accessible, easy to understand, up-to-date and used by all relevant environmental and friends group volunteers.

Friends of Baden Powell Bushland Reserve

Acknowledgement of Country

Frankston City Council acknowledges the Bunurong people of the Kulin Nation as the Traditional Custodians of the lands and waters in and around Frankston City, and value and recognise local Aboriginal and Torres Strait Islander cultures, heritage and connection to land as a proud part of a shared identity for Frankston City. Council pays respect to Elders past and present and recognises their importance in maintaining knowledge, traditions and culture in our community. Council also respectfully acknowledges the Bunurong Land Council as the Registered Aboriginal Party responsible for managing the Aboriginal cultural heritage of the land and waters where Frankston City Council is situated.

Environmental and friends group volunteers live and work on the land of the Bunurong people.

Superb fairy-wren at Frankston Nature Conservation Reserve

Introduction to The Guidelines

For many years environmental and friends group volunteers have been working in partnership with Frankston City across a range of locations on behalf of the natural environment. The Environmental and Friends Group Volunteer Guidelines (The Guidelines) have been developed specifically for volunteers working on Council owned and managed land.

WHAT ARE THE GUIDELINES?

The Guidelines are an essential resource for providing volunteers with all they need to know about working in Council’s natural reserves and parks so that groups can work safely together for the benefit of our precious environment. The Guidelines contain background information, forms and lists required by Council to help ensure safety and to better support our volunteers.

WHO ARE THE GUIDELINES FOR?

The Guidelines have been developed to support the following environmental and friends group volunteers who work on Frankston City Council owned and managed land, including Crown land.

Direct volunteers of Council:

• Friends of Baden Powell Bushland Reserve

• Friends of Frankston Indigenous Nursery

• Friends of Long Street Reserve

• Friends of Wallace Reserve

• Seaford Gardeners

Incorporated association volunteers:

• Action Sweetwater Creek

• Frankston Beach Association

• Friends of Edithvale-Seaford Wetlands

• Kananook Creek Association

Groups working in reserves managed by other land managers, such as Melbourne Water or Parks Victoria, need to comply with the requirements of those organisations and work in partnership with them.

Our partnership

Council works in partnership with our environmental and friends group volunteers to achieve great outcomes in caring for, enhancing and protecting our natural reserves.

ABOUT OUR ENVIRONMENTAL VOLUNTEER GROUPS

Environmental and friends group volunteers can be direct volunteers of Council or if incorporated, operate as an autonomous and independent support group in partnership with Council. Group activities are highly varied and include environmental education, habitat restoration, litter collection, plant and seed propagation, revegetation, seed collection and weed control.

OUR EXPECTATIONS

Our objectives are to provide our volunteers with:

• Approval for authorised work plans

• A safe working environment

• Clear guidelines for working together

• Consultation on grant applications

• Feedback for improvement

Council is committed to providing inclusive activities, events and programs that support and welcome our diverse community.

OUR RESPONSIBILITY

Volunteers are highly valued by Council and their right to a safe workplace is taken very seriously. Council commits to providing a safe and healthy work environment for all volunteers. We will ensure, so far as is practical, that volunteers are not exposed to foreseeable risks to their health or safety whilst volunteering on Council owned or managed land.

Friends of Baden Powell Bushland Reserve

Ongoing support

Council provides ongoing support to environmental and friends group volunteers in the following ways.

ENVIRONMENTAL VOLUNTEER SUPPORT

OFFICER

The Environmental Volunteer Support Officer provides support through:

• Aiding funding requests

• Answering general questions

• Attending the monthly Frankston Environmental Friends Network (FEFN) meetings, where they report on Council’s environmental initiatives, events and programs

• Compliance checks

• First aid supplies

• Providing training

They also help to promote the work of environmental volunteering to the wider community.

PARKS AND VEGETATION TEAM

The Parks and Vegetation team are responsible for the daily management of Council’s bushland, coastal and natural reserves, as well as gardens, parks and open spaces. Regular duties include fire management, maintenance, planting and weeding, as well as communicating with residents and the community on park values and protection. Members of the team work closely with environmental and friends group volunteers to ensure

that work carried out in our parks and reserves meets common aims and objectives.

FRANKSTON INDIGENOUS NURSERY

The Frankston Indigenous Nursery is a Council-owned nursery that provides plants for local plantings as well as retail sales to the community. The nursery is available for plant propagation and seed storage as well as providing library and meeting facilities to members of FEFN.

Frankston Indigenous Nursery volunteer

Group requirements

All environmental volunteer and friend groups are required to undertake the following activities as part of the partnership agreement.

ACTIVITY LEADER - nominate an Activity Leader or equivalent to be the key contact person (or people) who liaise directly with Council on behalf of the group.

AN ANNUAL WORKS PLAN – is to be developed (or updated) and agreed upon with Council prior to commencing working bees. Groups are required to be working on their agreed plan.

ATTENDANCE SHEETS – to be completed for every working bee and to be provided electronically to Council biannually in June and December

CODE OF CONDUCT - volunteers are required to agree and adhere to Council’s Code of Conduct which outlines how to undertake their duties and behave according to the values of Frankston City Council. Any breach of the code may constitute misconduct.

ENVIRONMENTAL ACTIVITY OR EVENTSgroups are required to submit an online environmental event application for every activity or event held outside of regular working bees.

SAFE WORK METHOD STATEMENTS - it is the responsibility of the activity leader to develop the Safe Work Method Statements for the Group.

MEMBER REGISTRATION FORM - needs to be updated and completed each year for every volunteer working on Council owned or managed land.

RECORD KEEPING AND PRIVACY - annual registration forms, attendance sheets and other records must be stored and handled securely to ensure that they are not lost, and that health and personal information is protected. Personal information will only be used and disclosed as authorised by law.

Groups are required to retain and make available the volunteer records for a minimum period of 10 years after each member ceases to be a volunteer with their group.

Working bees

Working bees are held regularly throughout the year and activities are highly varied depending on group purpose and the season. These are the tasks that Council requires groups to undertake at every working bee.

ATTENDANCE SHEETS

All volunteers are required to sign an attendance sheet to show the day, duration and location of their work. Copies of the attendance sheets are to be provided to Council biannually or upon request.

DAILY SITE CHECKLIST

The daily site checklist has been developed for activity leaders to ensure consistent delivery across all groups.

INCIDENT AND HAZARD FORMS

If required, incident and hazard forms need to be completed and submitted to Council by the next business day.

SAFETY BRIEFING

The activity leader will provide a safety briefing at the start of each working bee and induct all new volunteers.

VOLUNTEER HEALTH AND SAFETY

Volunteers need to inform the Activity Leader of any changes to their health or medical conditions that may impact upon the safe level of participation. A sensitive approach must be used when discussing health information and privacy of personal information is to be maintained at all times.

All activities are to be cancelled in the event of extreme weather or on days of a total fire ban.

Action Sweetwater Creek planting day

Works Plan

The Works Plan outlines the activities of the environmental and friends group, it is developed in consultation with Council and is aligned to Council’s Management Plan and conservation goals for the natural reserve or park.

PURPOSE

A Works Plan outlines what groups are doing, where they are working and why. It helps groups to plan activities for the year so that their goals can be achieved, resources allocated, and safety procedures developed.

The Works Plan includes the following information:

• Work area

• Proposed works

• Planting list

Ideally it will be written to a financial calendar year from July to June.

WORK AREA

The work area defines where groups are going to work in the natural reserve or park during the year.

PROPOSED WORKS

The Works Plan outlines what activities the group is planning to do and what is to be achieved.

PLANTING LIST

An approved planting list is made in consultation with Council so that the plant species and quantities can be supplied by the nursery. Council is

able to assist with outlining plant species and numbers required.

SUBMITTING AND APPROVAL

The Works Plan is to be submitted and endorsed by Council’s Parks and Vegetation Officer before groups can meet to undertake activities on the ground.

Groups will be asked to submit their proposed Works Plan to Council annually. Council will review and if necessary, amend these plans to ensure that all works are consistent with Council’s overall strategic objectives and any relevant master plans.

No changes are to be made to the Works Plan without consultation with Frankston City Council.

Friends of Long Street Reserve

Safe Work Method Statements

The Safe Work Method Statement (SWMS) is a safety planning document that is developed to show how to work safely by outlining the hazards involved in doing tasks and the safest way to complete them to prevent an injury. A SWMS must be site-specific and made available for all volunteers to read so they can understand the hazards, risks and safety controls that must be used to keep themselves and others safe.

HOW TO COMPLETE A SWMS: Groups need to work with Council staff to develop and follow all SWMS. These site-specific statements must be prepared before any work is commenced.

DOCUMENT THE ACTIVITY: Using the SWMS template, list all the tasks that make up the activity in sequence of how they will be carried out.

IDENTIFY THE HAZARDS: Next to each task, identify what part of the task may cause an injury, hazard or risk to those doing the work or to anyone else nearby. Including bullying, harassment and/or psychological risks that could occur. Also consider environmental risks such as extreme weather or fire.

DOCUMENT THE CONTROL MEASURES: For each identified hazard, list the control measures that need to be put in place to eliminate or minimise any likely risk of injury to those involved.

IDENTIFY WHO IS RESPONSIBLE: Document the name of the person/people responsible for ensuring the control measures on the SWMS are implemented.

MONITOR AND REVIEW: Brief each volunteer on the SWMS before commencing work, follow the documented process and ensure the group knows that work is to immediately stop if it is not being followed. If controls are not adequate, stop the work, review the SWMS, adjust as required and re-brief the group. Council will undertake annual safety checks to make sure that safety procedures are in place and being followed. The SWMS should be reviewed whenever a documented activity changes, when there is a change of volunteers or after an appropriate length of time. PLEASE NOTE: The SWMS does not take the place of the Daily Site Checklist which should be done before every working bee or activity.

Safety for everyone

Council is committed to providing a safe working environment and has a legal duty of care towards maintaining the health and safety of all volunteers working on Council owned and managed land.

ALCOHOL, ILLEGAL DRUGS AND SMOKING

Alcohol, illegal drugs and smoking are not permitted on Council-owned land. It is the responsibility of the group to ensure that volunteers are not - by the consumption of alcohol or drugs - in a state to endanger their own safety or that of others.

CHILD SAFETY

Everyone in the community has a responsibility in ensuring the health, safety and wellbeing of children. Council has zero tolerance for child abuse and groups are expected to:

• Commit to proactively keeping children and young people safe

• Comply with all relevant child safety legislation

• Report all concerns of abuse or harm to children

• Provide Council with evidence of compliance If groups are unsure about responsibilities in relation to the Victorian Child Safe Standards visit the government website: vic.gov.au/about-child-safe-standards

For further information about Council’s approach to child safety, please email childsafe@frankston.vic.gov.au

INCLUSION

All volunteers have the right to be heard, to participate and feel safe regardless of their age, gender, race, ability, health, religious beliefs, sexual orientation or social background. Safety includes safety from sexual harassment which is unlawful and prohibited.

3199 Frankston BeachPatrol Clean Up

NEEDLES AND SYRINGES

Report the locations of any sharps or needles you discover on Council property to Council's Operations team, who will collect them Phone 1300 322 322 to make the site safe. Do not try to attempt to remove the needle or sharp yourself unless trained and/or equipped to do so If exposed to a needle stick injury, attend the emergency department for urgent medical treatment

PROTECTIVE CLOTHING AND EQUIPMENT

All environmental volunteers are required to use protective clothing and equipment as appropriate, including:

• Boots to protect ankles and feet

• Clothing appropriate for the task and weather (gloves, long sleeved top, long trousers, raincoat, wide brimmed hat)

• Drink bottles or available water

• Insect repellent and sunscreen

Environmental volunteers will not be able to participate in working bees if inappropriate clothing is worn.

All activities are to be cancelled in the event of extreme weather or on days of a total fire ban.

BREACH OF SAFETY

Council reserves the right to cancel permission to work in natural reserves and parks if it has been determined that the group has failed to comply with these Guidelines or if there is a breach to volunteer safety. Should Council receive a high level or serious complaint about a particular group or site, Council reserves the right to restrict or cancel all working agreements. Council will advise the group in writing of the nature of the breach, the conditions of the restriction or cancellation and the effective date. Groups can appeal in writing to Council’s Chief Executive Officer. The Chief Executive Officer, or a delegated officer, will have final determination on the appeal

Personal protective equipment (PPE)

First aid

During activities, a volunteer may be injured and require first aid treatment, so it is important for groups to be prepared to respond to ensure volunteer wellbeing.

FIRST AID TREATMENT

First aiders are trained in first aid to provide care in the first minutes after an incident or illness. It recommended that a trained first aider be present at all activities and working bees. The first aider can treat a range of injuries from minor cuts to serious accidents involving heavy bleeding and has a responsibility to record all treatments given. An Incident and Hazard Report Form must be completed and submitted to Council as soon as possible.

FIRST AID TRAINING

Council provides free first aid training and refresher update courses on a regular basis. Refresher training in cardiopulmonary resuscitation (CPR) should be carried out annually and first aid qualifications should be renewed every three years.

IRST AID AND SNAKE BITE KIT

Council can provide an outdoor first aid kit - including a snake bite kit - for regular activities, events and working bees. First aid kits need to be easily accessible, and volunteers need to know the whereabouts of the kit Activity Leaders or the trained first aider are responsible for managing their first aid kits and regularly checking contents are clean and in sealed packets, expiry dates are current and used items are

replaced. Council can assist with restocking first aid supplies. Volunteers need to supply and administer their own medications if needed.

EMERGENCY CONTACT DETAILS

It is important to have volunteer emergency contact details on hand at working bees, as well as up to date details for medical centres and local hospitals. In an emergency call Triple Zero (000)

LEGAL OBLIGATION

Volunteers who provide first aid assistance are a ‘Good Samaritan’. There is no legal obligation for a volunteer to assist an ill or injured person in the case of an emergency unless a duty of care has been established. However, all adults have a ‘duty of care’ to young people if the parent or legal guardian is not present.

Insurance cover

Direct volunteers and groups working in partnership on Council owned or managed land are covered by Frankston City’s insurance policies in the following ways. Please note differences, exclusions and limitations of coverage.

DIRECT VOLUNTEERS

Direct volunteers of Council are covered by the following insurance policies:

Public Liability Policy: All individuals working as volunteers on Council reserves are covered under Frankston City Council’s Public Liability Policy, subject to policy terms, conditions and exclusions.

Personal Accident Policy: All individuals working as volunteers are also covered by Council’s Personal Accident Policy subject to policy terms, conditions and exclusions.

INCORPORATED ASSOCIATIONS

Incorporated associations working on Council-owned land are covered by the following insurance policy:

Personal Accident Policy: see information above.

STAND-ALONE POLICY

There is a separate and stand-alone policy for volunteers working on Crown land. Members of these groups are also covered under an additional

Broad Form Public Liability Policy for social events that are not under Council direction.

IMPORTANT EXCLUSIONS AND LIMITATIONS

It is important to read the insurance policy inclusions and exclusions as all policies have conditions, exclusions and terms that groups need to be aware of, such as age limitations or events in excess of 750 people. Any questions can be directed to Council if unsure of coverage.

PUBLIC LIABILITY INSURANCE

Incorporated Groups must obtain their own Public Liability Insurance and even Personal Accident Coverage to cover the groups in instances where Council’s policy will NOT apply.

CERTIFICATE OF CURRENCY

Insurance policies run from the 1st of July until the 30th of June each year. A Certificate of Currency can be issued to the group upon request.

Volunteer induction requirements

The information below is designed to be used as a guide for activity leaders when inducting new and existing volunteers for practical work on Council owned and managed land.

WELCOME VOLUNTEERS

Welcome new volunteers to the group so that they feel a sense of belonging, comfort and safety.

Provide background information on the natural reserve and the work the group has been doing in partnership with Council. Council asks that activity leaders use the induction checklist for new volunteers to ensure a consistent format for the delivery of the induction. Some aspects may need to be revisited for experienced and long-term volunteers.

ATTENDANCE SHEETS

All volunteers are required to sign an Attendance Sheet to ensure that they are covered by Council’s insurance policies (where applicable) and to inform the Activity Leader of any changes to their health or medical conditions that may impact upon the safe level of participation. Copies of the attendance sheets are provided to Council biannually.

CODE OF CONDUCT

Volunteers working on Council land need to act and speak in a courteous and respectful manner to Council staff, members of the public and other volunteers at all times.

Volunteers need to:

• Listen carefully to and follow all safety directions

• Only perform tasks to which they have received appropriate instruction and training

• Report any accident, injury or potential hazard to the activity leader as soon as possible

• Take care of their own safety and that of others

• Use safety equipment and protective clothing correctly

• Work in the company of others, not alone

The activity leader is advised to exclude a volunteer from an activity where clothing is inappropriate and there is an unacceptable level of risk. Chain saws are not to be used by volunteers and chemicals can only be used with Council approval.

Planting day with Action Sweetwater Creek

Direct volunteers

To become a direct volunteer for Council rather than a member of an incorporated group, a person is required to undertake the following steps:

1. A Police Check with Fit2work before commencing and again every three years*

2. Provide a copy of a current Working with Children Check (valid for 5 years from date of issue) or be registered with the Victorian Institute of Teaching (annual registration) and are required to add Council to the list of organisations they are engaged with*

3. Accept and agree to Council’s Code of Conduct

4. Sign a health declaration prior to commencing volunteering

5. Read and agree to Frankston City Council's Child Safety Resource

*Undergoing a National Criminal History Check and applying for a Working with Children Check requires disclosure of your personal information to Service Victoria and fit2work respectively, including your name, date of birth and identity documents. There is no cost for volunteers to undertake a Police Check or Working with Children Check to volunteer.

These are mandatory requirements to volunteer for the Council as Council has a duty of care for the health and safety of all our volunteers and a responsibility to manage risk around inappropriate conduct by ensuring that staff and volunteers are of good character.

Approved Council volunteers will have access to our online volunteer portalBetter Impact.

SUMMARY OF THE TEN STEPS TO VOLUNTEERING WITH COUNCIL

Onboarding checklist for direct volunteers:

1. Expression on interest

2. Police check completed

3. Working with Children Check provided (or VIT registration)

4. Code of Conduct agreed to

5. Health declaration signed

6. Child Safety Resource agreed to

7. Guidelines read and understood

8. Onboarding undertaken

9. Volunteer induction completed

10.Volunteering commences

Direct volunteer for Council

Incorporated groups

Incorporated groups are required by law to follow Child Safe Standards and members of the incorporated group may require a Working with Children Check, if working with children

For the full list of legal requirements for not-for-profit groups, visit: vic.gov.au/legal-obligations-organisations

Environmental volunteers weeding with Action Sweetwater Creek

Events, support and training

Council is committed to providing ongoing support and training to environmental and friends group volunteers to assist with resources and skill development.

ACTIVITIES AND ENVIRONMENTAL EVENTS

If your group is planning an activity or environmental event* within Frankston City Council's natural reserves, open spaces or parks, we kindly ask you to fill out our online application at least three weeks before the event:

frankston.vic.gov.au/Community-andHealth/Environment/Nature-play-inCouncil-reserves

*For events that aren't part of the approved work plans or regular working bee activities and includes annual picnics, group tours, national tree day celebrations, planting days, school outings, and all other public events.

ENVIRONMENTAL SUSTAINABILITY GRANTS

Groups can apply for one-off-funding for an environmental and sustainability project that supports Frankston City’s

strategic vision for future and results in local positive community outcomes.

RESOURCE SUPPORT

Each year Frankston City Council has a budget allocated to support the FEFN network. Groups can request funding for resources that support their group including personal protective equipment, signage, tools, etc. In order to have a fair and transparent process in place for funding requests, an assessment criterion has been developed to determine the following:

Coherence – does the funding support Council’s aim to increase opportunity for the community to experience native flora and fauna?

Effectiveness – is the funding effective for the intended purpose?

Efficiency – how will the funding be used?

Impact – what impact with this funding provide to the community?

Sustainability – what are the longterm impacts of this on the environment?

Promoting indigenous flora at events

PROFESSIONAL DEVELOPMENT

Each year Council provides relevant professional development for environmental and friends group volunteers as requested. Training is tailored to the needs of the group and may be on- or off-site. Volunteers will also be upskilled for any changes in legislation.

SAFETY INDUCTION TRAINING

Council will provide safety training to groups as required, including correct use of tools and manual handling, as well as induction training for new and

existing volunteers. Rangers work with groups to make sure safety procedures are in place and understood. An annual safety check may also be conducted as part of this training.

3199 BeachPatrol volunteers at Frankston Foreshore

Starting up a new group

Interested in forming a new group in a natural reserve or park? The first step is to contact Council, who will consider the following:

• Is there already an existing group operating in the area that you are able to work with?

• Does the proposal align with Council’s priorities for the reserve?

• Why are you are wanting to start up a new group?

• What are you trying to do and/or protect?

• How often would the group meet?

• What activities and level of involvement will be undertaken by the group?

Council will make a decision based upon the management needs of the natural reserve or park requested. If Council can support the request, we will work with the new group to develop mutual goals.

New groups require at least five members to form and a minimum of three volunteers are required at every working bee for Council to effectively support them. The group will need to appoint an Activity Leader to work with Council to ensure work plans are approved and carried out safely.

An understanding of these guidelines is the first requirement of working in partnership with Council. New environmental volunteers will be required to undertake all compliance

checks (direct volunteers only), attend an information session that explains the onboarding process and an induction session before attending the first working bee.

Groups wanting to work in natural reserves or parks managed by other land managers - such as Melbourne Water or Parks Victoria - will need to comply with the requirements of those organisations and work in partnership with them.

Seaford Gardeners first working bee

Grievances

Council is committed to providing a positive, safe and healthy workplace environment for volunteers, that identifies and resolves grievances in a prompt, fair, impartial and confidential manner. All volunteers of Council have the responsibility to contribute to a harmonious workplace and to proactively identify, prevent and resolve, grievances as close to the source of the complaint as possible.

The Volunteer Grievances and Complaints Procedure can assist you to resolving a grievance or complaint.

If you witness or suspect improper conduct including bullying and/or harassment, corruption, dishonesty, policy breaches, theft, unethical behaviour or workplace safety hazards but wish to remain anonymous you can contact Stopline - which is run by independent investigators - to report your concerns or incident:

frankston.stoplinereport.com

Privacy

Frankston City Council is committed to protecting your privacy. Council requires contact details to facilitate your participation in environmental activities, events and volunteering. Your information will be managed and stored by Council. Your personal information will only be used and disclosed as authorised by law. For further details about how Council handles personal information or to request access to your personal information, visit frankston.vic.gov.au or contact Council’s Privacy Officer via 1300 322 322

Folding groups

Groups change over time, numbers may fluctuate and Council priorities may alter So, in some cases it may be necessary to fold a group and rehome members. Reasons a group may fold, and volunteer members rehomed include:

• Council lacks the resources to support a group

• The group dissolves

• Low numbers at working bees

• Natural reserve is a low priority

• Safety breaches

• Volunteers are not reliable

Existing environmental volunteers will be encouraged to join another local or more active group.

Planting day with Action Sweetwater Creek

Activity Leader Position Description

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

POSITION Activity Leader

LOCATION TBC

POSITION OBJECTIVES/GOALS:

The activity leader or equivalent is the key contact person (or people) who liaise directly with Council on behalf of the group.

KEY OUTCOMES AND RESPONSIBILITIES:

• Adhere to Council’s Code of Conduct

• Coordinate working bees

• Conduct site checklist and safety briefing at every working bee

• Complete and submit incident and hazard report forms

• Develop the annual Works Plan with Council prior to commencing working bees

• Develop and implement Safe Work Method Statements for the group

• Induct new volunteers

• Liaise with relevant Council staff members regularly

• Maintain current record of volunteer details and registration forms

• Perform approved duties in accordance with the agreed Works Plan

• Submit attendance forms to Council biannually

• Submit application for environmental activity or events outside of working bees

• Support environmental volunteers

• Undertake first aid and other relevant training

REPORTS TO: Environmental Volunteer Support Officer

PHYSICAL REQUIREMENTS: Working outdoors with tools

By signing below, you understand that this is a volunteer role whereby you are willingly giving your time without financial gain, and you agree to accept the duties and responsibilities as outlined in this role description. The Code of Conduct is also to be read and signed in conjunction with acceptance of this role description.

Name:

Signature:

Date:

Annual Checklist for Environmental and Friends Groups

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

ANNUAL TASKS REQUIRED BY COUNCIL

□ Annual registration form completed/updated by every group member

□ First aid kit checked and supplies restocked

□ Safe Work Method Statements reviewed and updated

□ Volunteer induction information reviewed and updated

□ Work plan developed and agreed upon with Council

WORKING BEES (CONDUCTED AT EVERY ONE)

□ Attendance sheet signed by every volunteer

□ Daily site checklist completed

□ First aid kit is available and a trained first aider in attendance

□ Incident and hazard form completed and submitted to Council (if required).

□ New volunteers have been inducted; Code of Conduct signed.

□ Volunteer safety procedure has been conducted.

REQUIRED BY COUNCIL (ONGOING)

□ Attendance sheet records have been provided to Council.

□ Incident and Hazard Form has been completed and submitted (if required).

□ Key contact information updated and provided to Environmental Volunteer Support Officer

□ Safe Work Method Statements have been completed prior to commencing working bees

Annual Registration Form for Volunteers

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

To be completed when joining the group and updated annually by all members:

First name

Last name Street address

Suburb Postcode

Phone number

Email Date of birth Gender

Country of birth

Emergency contact Relationship Contact number

Do you have any allergies, disabilities, medical conditions, past injuries or take any medications that may affect your participation?

□ Yes □ No

If yes, please discuss with the Activity Leader. It is your responsibility to update the Activity Leader of any changes to your health or medical condition when attending working bees.

ACTIVITY LEADER VOLUNTEER

□ All declared pre-existing medical conditions have been discussed with the volunteer

□ Safety briefing has been provided to the volunteer

□ All information in this form has been checked and is complete.

□ Volunteer responsibilities discussed with the volunteer.

□ Volunteer provided with a copy of Council’s Code of Conduct.

Signature

□ I have informed the Activity Leader of any relevant medical conditions that may affect my work with the group.

□ I have read and understood the safety information and know where the first aid kit is located

□ I have read and understood all identified risk and safety prompts.

□ I understand my responsibilities as a volunteer

□ I have read and understood Council’s Code of Conduct and accept and agree to adhere to them

Signature

Date

Frankston City Council is committed to protecting your privacy. Your information will be managed and stored by Council. Your personal information will only be used and disclosed as authorised by law. For further details about how Council handles personal information or to request access to your personal information, visit frankston.vic.gov.au or contact Council’s Privacy Officer via 1300 322 322.

Notes:

Attendance Sheet for Working Bees

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

Form to be completed at each working bee All volunteers are required to sign in and discuss any health concerns with the Activity Leader prior to commencing work

Group location:

Start time:

Total number of volunteers in attendance:

Volunteer’s name (please print clearly):

Activity Leader:

Date:

Finish time:

Total number of volunteer hours completed: Health concern discussed: Y/N

Signature:

Volunteer’s name (please print clearly): Signature: Health concern discussed: Y/N

Daily Site Checklist for Activity Leader

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

Group: Activity Leader:

Date:

ACTION ISSUES TO BE DISCUSSED WITH VOLUNTEERS COMPLETED

Attendance sheet Signed by all volunteers today

Annual Registration Form All volunteers attending today have previously completed the Annual Registration Form.

Chemicals Outline safe use, storage and protection

Clothing and footwear

All volunteers are appropriately dresses (wearing sturdy and closed toe boots/shoes, long sleeved tops and trousers).

First aid Location of first aid kit identified, reporting of injuries explained and qualified first aider in attendance

Health concerns Discussed with Activity Leader before commencing work.

Incident and hazard reporting Form completed and provided to Council.

Infectious waste Report to Frankston City Council, do not pick up.

Insects and snakes Awareness of what is in the area today and ways to ensure safety.

Hand tools and equipment

All tools and equipment are to be handled with care and pointed or sharp ends to be carried downwards

Manual handling Reminders to be given about spine care and correct techniques for using tools

Personal Protective Equipment

Personal Protective Equipment (or PPE) is to be provided for required tasks.

Safety induction New volunteers have been inducted

Safety prompts Review any specific safety points relevant to today’s activities

Yes

Sun protection Sun protections have been taken – for example, sunscreen, hats, hydration and moving to shade when necessary. □ Yes

Tripping and slipping Hazards have been identified – for example, fallen branches, muddy or uneven ground □ Yes

Worksite cleanliness Location of rubbish containers has been communicated. □ Yes

Other Group:

Name:

Signature:

Notes

Date:

Incident and Hazard Report Form

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

Form to be completed if an incident has occurred or a hazard has been identified

Group: Activity Leader:

Type of incident or hazard:

□ Injury or illness

□ Hazard or near miss

□ Other:

Incident description or hazard details:

Date of incident or hazard: Time of incident or hazard:

Location of incident or hazard: Date reported:

Witnesses name:

Witnesses phone:

Witnesses email:

Was there any treatment given for the injury or illness?

□ Yes

□ No

Witnesses are aware that they may be contacted by Council over this incident or hazard:

□ Yes

Treatment details:

□ Ambulance

□ First aid

□ Hospitalisation

□ Medical treatment

If yes, person who administered treatment:

Person reporting:

Signature:

Contact number:

Date:

Please send this completed form to Council’s Environmental Volunteer Officer as soon as possible.

Induction Checklist for New Volunteers

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

Volunteer

Group

Date inducted

ACTIVITY DETAILS COMPLETED

New volunteer is welcomed

Annual Registration Form is completed

Attendance sheet for working bee is signed

Group and volunteer responsibility is understood

First aid and safety procedures are outlined

Alcohol, illegal drug use and smoking is prohibited

Follow Personal Protective

Background information on group, Frankston City Council and Frankston Environmental Friends Network was provided

The form was completed and updated annually.

Pre-existing injuries and medical conditions noted

Volunteer has signed in.

Health and medical conditions noted and responded to

Group safety procedures and prompts outlined.

Volunteer responsibilities as outlined in these Guidelines, has been noted and acknowledged

First aid procedure outlined

Incident or hazards report procedure explained

Volunteers know to seek first aid, if required.

Volunteers are aware that use of these substances is prohibited on Council-owned land

Equipment (PPE) and clothing requirements

Explain power tool and chemical use

Undertake project briefing

Activity Leader:

Clothing was appropriate for task, including:

• Gloves worn

• Long sleeved top

• Long trousers

• Weather appropriate (wet/hot)

• Wide brimmed hat

Drink bottle or drinking water available.

Insect repellant and/or sunscreen (seasonal)

Excluded due to inappropriate clothing or high risk

Purchased supplies locally and advice was given.

Chain saws are not to be used by volunteers

Council approval is required for chemical use (dabbing only).

Safety briefing conducted at the start of each activity or working bee

Signature:

Date:

Volunteer: Signature: Date:

New Group Application

Contact name

Phone

Natural reserve/park

Council contact / Spoken with

Existing group Is there already an existing group operating in the area that you are able to work with?

Yes/No

Proposal

Why are you are wanting to start up a new group?

What are you trying to do and/or protect?

What activities and level of involvement will be undertaken by the group?

How often would the group meet?

Group name

Structure Incorporated volunteers/Direct volunteers for Council

Numbers

New groups require at least five members to form and a minimum of three volunteers are required at every working bee for Council to effectively support the group.

Activity leader The group will need to appoint an Activity Leader to work with Council to ensure work plans are approved and carried out safely

Partnership The Guidelines have been read and understood.

□ Yes/No

Compliance checks Group members agree to undertake all compliance checks and attend an induction session before their first working bee.

□ Yes/No

Signature

Date

Safety Inspection Checklist

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

CHECKLIST ACTIVITY COMMENTS

Administration

Site assessment

□ Activity Leader present

□ Attendance sheet signed by all attendees

□ Site assessment undertaken

□ Safety briefing conducted

□ Incident and hazard procedure in place

Volunteer wellbeing

Safe working practices

Feedback provided by Council

□ First aider present

□ First aid kit available and up to date

□ Health and wellbeing check

□ Protective clothes and equipment worn by all volunteers

□ Safety prompts provided

Safe Work Method Statement (SWMS)

This SWMS is a site-specific statement that should be prepared before any work is commenced.

Activity Leader: Date:

Activity: Location:

What are the tasks involved?

What are the hazards and risks? How will hazards and risks be controlled?

(Describe the control measures)

Think about the worksite and each stage of the project, including preparation and clean-up.

Works Plan

The Activity Leader is responsible for developing the Annual Works Plan in consultation with Council that includes the following:

• Aims, mission statement and objectives of the group

• Annual/three-year plan

• Brief history of the group

• Calendar of events

• Feedback – how do we grow and learn together

• Grant timelines

• Key contact details including delegated Activity Leader/s

• First aid procedure including first aid trained member

• Partnership agreement

• Professional development and training requested

• Safety inspection and site visit conducted

• Safe Work Method Statements (see below)

• Shared goals with Council

• Succession and long-term planning (moving forward what next?)

• Volunteer induction procedure

• Works Plan sign off

Volunteer Information Handout

DIRECT VOLUNTEERS AND INCORPORATED GROUPS

Frankston City Council acknowledges and pays respect to the Bunurong People, the Traditional Custodians of these lands and waters. Environmental and friends group volunteers live and work on the land of the Bunurong people.

WELCOME TO VOLUNTEERING

Council warmly welcomes you to volunteering at Frankston City, we thank you on behalf of our beautiful natural reserves that you are helping to enhance and preserve. There is a very long history of environmental volunteering in Frankston City which you are now a part of.

The information below is to help you understand Council expectations and our shared responsibilities while working together.

OUR EXPECTATIONS

Council works in partnership with our environmental and friends group volunteers to achieve great outcomes in caring for, enhancing and protecting our natural reserves.

We provide our volunteers with:

• A safe working environment

• Clear guidelines that need to be observed

• Confidence to work well together

• First aid and other relevant training

• Ongoing support from relevant Council staff

• Regular check-ins during the year

Council is committed to providing inclusive community programs, activities and events that welcome and support our diverse community. The Environmental and Friends Group Guidelines provide a clear and consistent procedure manual that is accessible, easy to understand, up-to-date and used by all relevant volunteer groups.

OUR RESPONSIBILITY

We value our volunteers and their right to a safe workplace. Council commits to providing a safe and healthy work environment for all volunteers. We will ensure, so far as is practical, that volunteers are not exposed to foreseeable risks to their health or safety whilst volunteering on Council land.

SAFETY FOR EVERYONE

All people have the right to be heard, to participate and feel safe regardless of their age, gender, race, ability, health, religious beliefs, sexual orientation or social background. Safety includes safety from sexual harassment which is unlawful and prohibited.

Council has zero tolerance for child abuse. All our environmental volunteers are expected to commit to proactively keeping children and young people safe, comply with all relevant child safety legislation and report all concerns of abuse or harm to children. If you are unsure about your responsibilities in relation to the Victorian Child Safe Standards visit the government website. If you would like further information about Council’s approach to child safety, please email childsafe@frankston.vic.gov.au

COUNCIL SUPPORT

Council provides ongoing staff to support our groups with our Environmental Volunteer Support Officer and Parks and Vegetation team, including our very dedicated on-the-ground Rangers. The Frankston Indigenous Nursery is a Councilowned nursery that provides plants for local plantings, as well as retail sales to the community. We also run events, training and funding.

GROUP SUPPORT

One of the first steps when you sign up to volunteer for a Group is undertaking an induction that will provide you with some important background information on the natural reserve or park and the work the group has been doing in partnership with Council. The Activity Leader will be your first contact point

FEEDBACK FOR COUNCIL

Please provide feedback and suggestions on how we can better support our environmental volunteers, via: https://au.openforms.com/Form/3787c8ff-ccf1-4beab5d0-d73e25588874

For further information please contact Council’s Environmental Volunteer Support Officer by phoning 1300 322 322 or emailing environment@frankston.vic.gov.au

Glossary

ACTIVITY LEADER – the nominated person (or people) in the group who liaise directly with Council on behalf of the group. See Activity Leader Position Description for key responsibilities.

CODE OF CONDUCT - outlines how environmental volunteers undertake their duties and behave according to the values of Frankston City Council.

DIRECT VOLUNTEER – volunteering for Council directly rather than for an incorporated group.

CHILD SAFETY - involves limiting exposure to hazard, reducing risk of harm, as well as protecting children from abuse and responding to incidents or allegations of abuse.

FIRST AIDERS - are trained in first aid to provide care in the first minutes after an incident or illness.

FIRST AID TRAINING – is the process of learning how to provide immediate care to help a person who is ill or injured until full medical assistance is available.

FRANKSTON ENVIRONMENTAL FRIENDS NETWORK (FEFN) – this network provides a local forum for collaboration and communication between environmental and friends group volunteers within Frankston’s municipality and beyond.

ENVIRONMENTAL AND FRIENDS GROUP - a group of volunteers who work with the land manager, whether it is Council or another organisation to look after and undertake environmental activities within a natural reserve or park.

GUIDELINES - information intended to support relevant groups on how we will work together towards shared goals.

INCIDENT AND HAZARD REPORT FORM - helps to identify and report any hazard and/or incident that occurs at a working bee.

INCORPORATED ASSOCIATION - a not-for-profit can be registered as an incorporated association giving their group a formal legal structure and protecting individual members of the association from legal liabilities.

PERSONAL PROTECTIVE EQUIPMENT (PPE) - is protective clothing, helmets, goggles or other garments or equipment designed to protect the wearer's body from injury or infection.

SAFETY PROMPT – a demonstration, illustration or other reminder that guides the volunteer to the correct behaviour or response.

SAFE WORK METHOD STATEMENT (SWMS) - a safety planning document developed to help volunteers understand the requirements that have been established to carry out the work in a safe manner. It sets out the work activities in logical sequences, identifies hazards and describes control measures.

VOLUNTEER MEMBER – a person who performs hours of service for the common good without financial gain.

WORKING BEE - a group doing regular voluntary work in a natural reserve or park

WORKS PLAN – a plan that outlines the activities of the groups and is developed in consultation with Council.

Thank you to our Guidelines Steering Committee members

Gillian Kinnear from Action Sweetwater Creek Inc, Paula Rivera from Friends of Baden Powell Bushland Reserve, Kathy Cooper from Frankston Beach Association, Hilary Bray from Friends of Edithvale-Seaford Wetlands, Kerry Gardeniers from Friends of Long Street Reserve, Melinda Gustus from Friends of Wallace Reserve, Margaret Hunter from Kananook Creek Association and Janine James from Seaford Gardeners. And a very special thank you goes to Amy Motherwell who took the beautiful photographs used in these Guidelines.

Frankston City Council greatly appreciates the wonderful work done by environmental and friends group volunteers in Frankston City’s natural reserves and parks and the significant contribution volunteers make towards conservation of our natural environment A copy of the updated Guidelines is available to all environmental and friends group volunteers on Frankston City Council’s website.

For further information on joining or supporting environmental and friends group volunteers please contact:

Frankston City Council

Civic Centre, Davey Street, Frankston Victoria 3199

PO Box 490, Frankston 3199

Tel: 1300 322 322

environment@frankston.vic.gov.au

www.frankston.vic.gov.au

Printed on 100 per cent recycled paper from post-consumer waste

First edition: August 2013. This edition: July 2025. These Guidelines will be updated annually and reviewed every five years. Next scheduled review is July 2030.