Our Reserve Management Plan general policies state that new proposals require Dunedin City Council (DCC) approval before a project can begin. Discussions with DCC staff should take place in the early stages of a proposal being developed to ensure that the activity is appropriate and permitted under DCC’s policies and relevant legislations. This will form the basis of a Volunteer Work Arrangement between the group and DCC.
When forming a Volunteer Work Arrangement, there are several things to consider. Scope of the Volunteer Work Arrangement is any voluntary work that are lower in risk. Any higher risk activities such as use of firearms and diggers, or work done by paid contractors are outside the scope of this arrangement.
Steps to set up a volunteer group
1. Site meeting
We will meet on site to discuss what you are intending to do, check any hazards and risks associated with the site, and clarify what the next steps are.
2. Make a plan
We will help you create a Work Plan to achieve your goals, and a Health & Safety Plan to keep everyone safe while doing proposed activities.
3. Sort out details
Do your activities require additional consents from DCC? Do you need to talk to other organisations? We will help you sort out the details so that you are all good to go with your activities.
4. Review arrangement
We will send you a draft arrangement for review and discuss if you have any questions or concerns.
5. Sign it
Once you are happy with the terms, both parties will sign the arrangement.
6. Let's get started
Now you are good to go! We are here to support you throughout, so contact us if you need to borrow equipment, need advice, or have any questions.
Volunteer work arrangement
Legal entity
Ideally, we are forming an arrangement with a legal entity, such as a Charitable Trust or Incorporated Society. If your group is not a legal entity, the main leaders of the group need to sign the arrangement.
Proposal
What are the activities that you are proposing to do? Is it planting, weeding, track maintenance, or rubbish collection? We'll help you come up with a Work Plan to make it clear.
Permits
Are you hoping to be engaged in activities that would require additional consent from DCC, such as use of drone, firearms, diggers, toxins, helicopter, or dogs.
Health and safety
We'll help you create a site-specific Health and Safety Plan. Visit the site and see the risks with your own eyes. Some activities require certificates (i.e., use of chainsaws and weed sprays).
Liability insurance
Voluntary work is covered by the DCC insurance, as long as your group doesn't already have a coverage of its own. Contractors or paid workers won't be covered. If your group has its own coverage, please provide the policy details.
Other concerns
We will help you find out if the site has any significant biodiversity/heritage values, land contamination, development plans, or operational concerns.
Contractors
Is your group going to contract out some of the work? This arrangement does not cover the work done by contractor, so the group needs to get a consent from DCC in advance of any activities by contractors.
Stakeholders
We'll help you find out if there are any other stakeholders that need to be notified for the location that your group is intending to work at.
Got questions?
We are here to help you!
Please feel free to email one of the DCC Parks and Recreation Volunteer Projects Facilitators at volunteer@dcc.govt.nz.