Volunteer Handbook

Welcome to Sherwood Firewise Communities

Dear Volunteer,

On behalf of Sherwood Firewise Communities (SFC) we want to thank you for choosing to serve the community along with us.  The Sherwood Corridor has more than 5,000 residents.  Sherwood Firewise was formed to increase the safety of all residents in these communities in the case of a fire or other emergency.  

Volunteers have served thousands of hours since SFC started in March 2018. These hours are valuable for support of the Firewise USA official recognition as well as for in-kind matching contributions for SFC grants.  Volunteer hours are also key to our communities receiving grant funding which pays for reduction and management of fuel to keep our families safer. Thank you!

SFC has many volunteer opportunities for you to try:

  • Working Team members in the areas of Emergency Preparation, Planning & Funding, and Communication
  • Working Team coordinators for Emergency Preparation and Planning & Funding
  • Neighborhood coordinators
  • Scanner Scouts and SafetyNet administrators
  • Event coordinators and volunteers
  • Project managers
  • Project safety supervisors

We look forward to connecting you with an opportunity that fits your goals and passion. Thank you in advance for giving your time to serve our community.  We are excited to work with you as we unite in keeping our area safer.

Sincerely,

The Steering Group

Keith, Doreen, and Krista

About this Handbook

This handbook was prepared to give you some essential information about the policies and expectations of Sherwood Firewise Communities.  The handbook is organized by topic to help you find information quickly.  If you have any questions about the content of this handbook, please email info@sherwoodfirewise.org and indicate SG in the reference line.

SFC reserves the right to modify this handbook at any time without prior notice. Any modification made will not void other sections of the handbook. You may be given additional information and protocols that are pertinent to specific volunteer positions.

General Information

Mailing Address

Sherwood Firewise Communities

75 N. Main Street, #234

Willits, CA 95490

General email address

Info@sherwoodfirewise.org

volunteer@sherwoodfirewise.org

www.sherwoodfirewise.org

Volunteer Management Contact Information

Keith Rutledge  keithr@sherwoodfirewise.org  Steering Group

Krista Pickens  kristap@sherwoodfirewise.org  Steering Group

Brian Ferri-Taylor  brianft@sherwoodfirewise.org  Planning and Funding WT

Tracey Douglas  traceyd@sherwoodfirewise.org  Communications WT

Organizational Information

Sherwood Firewise Communities has an organizational Policy and Procedures Manual and a Volunteer Policy and Procedure Handbook for review if requested of a Steering Group (SG) member.

Communication Issues and Suggestions 

We hope that volunteering with SFC will be a positive experience for all of our volunteers.  We strive to have working teams that enjoy their efforts and function productively.  We are aware that sometimes things can go wrong or conflicts arise.   The following procedures are described in order to  maintain consistency in our response to problems and resolving them.   All complaints will be treated confidentially and will only be discussed among the Steering Group members and the applicable Working Team (WT) Coordinator or supervisory volunteer who is directly involved in trying to resolve the issue. 

What to do if you need to make a complaint or raise a concern?

Your complaint should be discussed first with your immediate supervisor (project manager or WT Coordinator).  Many issues can be resolved this way.  If the complaint concerns your supervisor, please contact the Steering Group. 

Written Complaints or Suggestions

If you are not satisfied with the outcome from your discussion with your supervisor,  then you should make a written complaint using the Volunteer Complaint Form.  Please send or email a copy of your complaint to a Steering Group member.  You may use either the SFC mailing address or a Steering Group member email address found on the preceding page. Use the same form for suggestions you may wish to make.

The Steering Group and/or Working Team Coordinator will arrange a meeting to discuss the complaint and attempt to develop a resolution. As appropriate, other individuals directly involved in the situation may be included in this meeting if necessary.

Core Concepts for SFC Volunteers

Code of Conduct and Ethics

We promote freedom of expression, creativity, and open communication. AndBut we expect all members to follow our code of conduct. Members should avoid insulting or offending, participating in serious disputes that disrupts the SFC mission.  

The SFC must earn public trust every day and in every possible way.  SG Members, WT Coordinators, Project Volunteers and other individuals within SFC must demonstrate their ongoing commitment to the core values of integrity, honesty, fairness, openness, respect, and responsibility. We must embrace the highest standards of integrity. Transparency, openness and responsiveness to public concerns must be integral to our behavior. Name-calling, gossip and intolerant behavior, harassment, and disrespect will not be tolerated. We should be clear and respectful in our associations.

We find strength in diversity. Different people have different perspectives on issues, and that can be valuable for solving problems or generating new ideas. Being unable to understand why someone holds a viewpoint doesn’t mean that they’re wrong. Don’t forget that we all make mistakes, and blaming each other doesn’t get us anywhere.

Specific Rules of Conduct

1.   Do not engage in conduct that violates SFC Harassment Policy. 

2.   If conflicts arise (that do not rise to claims of Harassment), request mediation within the SG.

3.   No name calling.

4.    No attacking people’s character.

5.    Recognize and acknowledge diversity and differences.

6.    Respect differing opinions

7.    Disagree without being disagreeable

8.    Attend to principles before personalities

9.    All feelings are legitimate

10.  Use “I” statements

11.  One person talks at a time.  No cross-talk.

12.   Let the person finish speaking, without interruption.  

13.   Be aware that if time is limited, one person may be requested to be the timekeeper to  insure that all members are heard and on topic.

14.   Be honest in what you are saying.

15.   Be willing to take some risks.

16.  Focus on issues not positions.

17.  Stay solution and topic focused.

18.  Avoid  gossip or talking about others in a negative manner.

19.  Avoid sarcasm, and side talk during meetings.

Statement of Ethics

A. Personal and Professional Integrity – SFC Steering Group (SG) Members, Working Team (WT) Coordinators and Project Volunteers shall act with honesty, integrity and openness in all their dealings as representatives of the Organization. SFC promotes a working environment that is open to all that support the SFC Mission and values respect, fairness and integrity.

B. SFC has a clearly stated mission and purpose, approved by the Steering Group, in pursuit of the public good. The SFC mission is “to make Sherwood Corridor residents safer and properties more prepared for emergencies through civic engagement programs and practical capacity-building projects that reduce risks to life, property, and resources caused by wildfires and earthquakes.” All SFC programs shall support that mission and all who work for or on behalf of the organization will understand and be loyal to that mission and purpose. The mission shall be responsive to all subdivisions and neighborhoods served by SFC.

C. SFC has an active governing and vision body, the SG, which is responsible for setting the mission and strategic direction of the Organization, oversight of the finances and  operations, and enforcement of the policies of the Organization. The SG ensures that its WT Coordinators have the requisite skills and experience to carry out their duties and that all members understand their duties acting for the benefit of SFC and its public purpose.

D.  All SG, WT, active volunteers assigned projects  and volunteer consultants will be requested to have on file a current resume, application, and signed-Volunteer Agreement.

Conflict of Interest

The SFC conflict of interest policy ensures that any conflicts of interest or the appearance thereof are avoided or appropriately managed through disclosure, retraction, mediation or other means.  SFC conducts all transactions and dealings with integrity and honesty; ensures that the Organization promotes working relationships with  members,  volunteers, and program beneficiaries that are based on mutual respect, fairness and openness; ensures that the organization is fair and inclusive in its appointment policies for all  volunteer positions; ensures that the policies of the Organization are in writing, clearly articulated and officially adopted by both SFC SG Members and WT Coordinators; and, ensures that the Organization has the capacity to carry out its programs effectively. 

The SG reserves the right to remove a volunteer from SFC for any reason.

All SG Members and WT Coordinators and Project Volunteers are requested to read and sign this Statement of Code of Conduct and Ethics.

SFC Project Volunteer Agreement 

As a SFC Project Volunteer, you are an important member of our volunteer staff and act as a representative of our organization to the community at large. For a better understanding of what you can expect as a volunteer and what is expected of you by our organization, we ask you to read and sign the Project Volunteer Agreement.

SFC will provide for you:

 •  Information and experience in the field of fire and other emergency preparedness. 

 • Orientation and any specialized training required for specific assignments, such as data entry, mapping or project goals.

• Opportunities for social interaction with other volunteers.

• An opportunity to learn about fire prevention policies, emergency preparation, planning and funding or communication within the Sherwood Firewise Communities.

The organization asks that you:

• Work toward your assigned goal in a timely manner with a suggested date for completion of the task that is acceptable to both you and the organization.

• Choose an assignment within your abilities, interests, and time.

 • Conduct yourself in an appropriate and ethical manner following SFC’s Procedures and Policies and in compliance with the SFC Code of Conduct and Ethics at all times when dealing with SFC volunteers, groups and in representing SFC to the general public.

 • Have fun and agree to ask questions if needed. Remember we are here for you! If you have specific questions, talk to your WT Coordinator or a member of the SG.

SFC Project Volunteer Agreement

As a SFC Project Volunteer, you are an important member of our volunteer staff and act as a representative of our organization to the community at large. For a better understanding of what you can expect as a volunteer and what is expected of you by our organization, we ask you to read and sign the following Project Volunteer Agreement.

SFC will provide for you:

 •  Information and experience in the field of fire and other emergency preparedness. 

 • Orientation and any specialized training required for specific assignments, such as data entry, mapping or project goals.

• Opportunities for social interaction with other volunteers.

• An opportunity to learn about fire prevention policies, emergency preparation, planning and funding or communication within the Sherwood Firewise Communities.

The organization asks that you:

• Work toward your assigned goal in a timely manner with a suggested date for completion of the task that is acceptable to both you and the organization.

• Choose an assignment within your abilities, interests, and time.

 • Conduct yourself in an appropriate and ethical manner following SFC’s Procedures and Policies and in compliance with the SFC Code of Conduct and Ethics at all times when dealing with SFC volunteers, groups and in representing SFC to the general public.

 • Have fun and agree to ask questions if needed. Remember we are here for you! If you have specific questions, talk to your WT Coordinator or a member of the SG.

By my signature I declare that I have read, understand, and agree with all parts of the Project Volunteer Agreement and will strive to fulfill all parts therein.

Statement of Code of Conduct and Ethics

Code of Conduct and Ethics

We promote freedom of expression, creativity, and open communication. But we expect all members to follow our code of conduct. Members should avoid offending, participating in serious disputes that disrupts the SFC mission.  

The SFC must earn public trust every day and in every possible way.  SG Members, WT Coordinators, Project Volunteers and other individuals within SFC must demonstrate their ongoing commitment to the core values of integrity, honesty, fairness, openness, respect, and responsibility. We must embrace the highest standards of integrity. Transparency, openness and responsiveness to public concerns must be integral to our behavior. Name-calling, gossip and intolerant behavior, harassment, and disrespect will not be tolerated. We should be clear and respectful in our associations.

We find strength in diversity. Different people have different perspectives on issues, and that can be valuable for solving problems or generating new ideas. Being unable to understand why someone holds a viewpoint doesn’t mean that they’re wrong. Don’t forget that we all make mistakes, and blaming each other doesn’t get us anywhere.

Specific Rules of Conduct

1.   Do not engage in conduct that violates SFC Harassment Policy. 

2.   If conflicts arise (that do not rise to claims of Harassment), request mediation within the SG.

3.   No name calling.

4.    No attacking people’s character.

5.    Recognize and acknowledge diversity and differences.

6.    Respect differing opinions

7.    Disagree without being disagreeable

8.    Attend to principles before personalities

9.    All feelings are legitimate

10.  Use “I” statements

11.  One person talks at a time.  No cross-talk.

12.   Let the person finish speaking, without interruption.  

13.   Be aware that if time is limited, one person may be requested to be the timekeeper to  insure that all members are heard and on topic. 

14.   Be honest in what you are saying.

15.   Be willing to take some risks.

16.  Focus on issues not positions.

17.  Stay solution and topic focused.

18.  Avoid  gossip or talking about others in a negative manner.

19.  Avoid sarcasm, and side talk during meetings.

Statement of Ethics

A. Personal and Professional Integrity – SFC Steering Group (SG) Members, Working Team (WT) Coordinators and Project Volunteers shall act with honesty, integrity and openness in all their dealings as representatives of the Organization. SFC promotes a working environment that is open to all that support the SFC Mission and values respect, fairness and integrity.

B. SFC has a clearly stated mission and purpose, approved by the Steering Group, in pursuit of the public good. The SFC mission is “to make Sherwood Corridor residents safer and properties more prepared for emergencies through civic engagement programs and practical capacity-building projects that reduce risks to life, property, and resources caused by wildfires and earthquakes.” All SFC programs shall support that mission and all who work for or on behalf of the organization will understand and be loyal to that mission and purpose. The mission shall be responsive to all subdivisions and neighborhoods served by SFC.

C. SFC has an active governing and vision body, the SG, which is responsible for setting the mission and strategic direction of the Organization, oversight of the finances and  operations, and enforcement of the policies of the Organization. The SG ensures that its WT Coordinators have the requisite skills and experience to carry out their duties and that all members understand their duties acting for the benefit of SFC and its public purpose.

D.  All SG, WT, active volunteers assigned projects  and volunteer consultants will be requested to have on file a current resume, application, and signed-Volunteer Agreement.

Conflict of Interest

The SFC conflict of interest policy ensures that any conflicts of interest or the appearance thereof are avoided or appropriately managed through disclosure, retraction, mediation or other means.  SFC conducts all transactions and dealings with integrity and honesty; ensures that the Organization promotes working relationships with  members,  volunteers, and program beneficiaries that are based on mutual respect, fairness and openness; ensures that the organization is fair and inclusive in its appointment policies for all  volunteer positions; ensures that the policies of the Organization are in writing, clearly articulated and officially adopted by both SFC SG Members and WT Coordinators; and, ensures that the Organization has the capacity to carry out its programs effectively. 

The SG reserves the right to remove a volunteer from SFC for any reason. 

All SG Members and WT Coordinators and Project Volunteers are requested to read and sign this Statement of Code of Conduct and Ethics.