slobc

San Luis Obispo Bicycle Club

Wildflower / Lighthouse Volunteer Job Descriptions

The following are short descriptions of the duties required of Ride Volunteers.
Once you've found a job that interest you, click here to volunteer.

Brunch

• (Decorate 9am/ Brunch 10:30/11am - 1pm/ Clean up 1pm)
• Need 6-8 people to help decorate
• Wildflower Decorating Ideas - Arrange flowers in vases, place vases on tables, tape whirlygig flowers outside and around walls of room, arrange sign-up table with name tags, put wildflower banner on podium.
• Lighthouse Decorating Ideas - Arrange red, white & blue carnations in Lighthouse pails, place pails on tables, place small Lighthouse cloth under pails on tables, place Lighthouse on each table, put up Lighthouse pictures on walls, arrange sign-up table with name tags, put Lighthouse banner on podium.
• Arrange bike-parking area outside for bike parking with signs to direct cyclists
• Need 1 person to help direct bike parking
• Clean up after brunch
• Give away flowers, pick up/put away vases/decorations, clean up bike parking area.

Clean Up

Our tasks are as follows:

• Unload the trucks
• Clean all the items that are dirty
• Sort everything so it is ready for storage
• Load the trucks and take them to storage
• Put everything in storage

Our job will start at about 1pm at community center at 1001 Kennedy Way in Morro Bay You should wear cloths that can get a little wet as we will be washing a lot of items

Clothing Bagging

Clothing Bagging volunteers will spend their time folding T-shirts and organizing jerseys and T-shirts into boxes and bags for distribution and sales. This work is done on Sunday afternoon, one or two weeks before the ride (captain will notify the team of the exact date). The job requires standing for a few hours, reading labels and moving bags and boxes of clothing.

Clothing Sales

Clothing sales volunteers work either Friday night or Saturday. Friday hours are from 4 pm to 8pm. Saturday, coverage requires all day, with two shifts, either morning or (6:15 am until noon) or afternoon (noon to 5:00pm).
Duties include distribution of prepaid clothing items during registration and sales of non-prepaid clothing.

Course Marking

The Course Markers meet on the Thursday or Friday before the ride. Usually, they divide into teams to take different parts of the Routes. They place the arrows on the road with chalk paint. Course Markers are reimbursed for auto expenses.

First Aid

Before the preride, the first aid team collects the first aid kits from the shed, inventories them, restocks them and distributes them to the preride captain and to the rest stop captains and SAGS at the volunteer meeting.

Food Ordering

• 6 weeks Send out an email reminding club members that the shed has been inventoried and have them contact the food captain if they plan to remove any of the items from the shed. 6 weeks - Review pre-ride food and supply requirements with the pre-ride captain.
• 6 weeks - Determine if the club picnic or potluck will be a factor in the quantities of food and supplies left in the storage shed.
• 5 weeks - Update spreadsheets with the "on hand" list from the shed inventory. Fill out order forms for each of the food and supply vendors.
• 4 weeks - Deliver or fax orders to the food and supply vendors.
• 1-3 weeks - Pick up nonperishable food and supplies (paper products, jams, mustard, peanut butter, etc.) and deposit them in the shed.
• 3 weeks - Contact truck drivers and loaders with the schedule for the Friday before the ride. Arrange a food and supply pickup schedule with the rest stop captains.
• 2 weeks - Do a follow up on the food orders with the food and supply vendors. Ride week - Prepay for things like the salads, cookies, etc. to save time on food fight day.
• 2 days - Volunteer meeting meet with truck loaders and drivers to review schedule and answer questions.

Insurance

The club carries two insurance policies:

1. One provides financial protection for the Board and it's members as well as the Club. Frequently it is referred to as an "Errors and Omissions" or "Directors and Officers" (D &O) policy. This policy is scheduled for renewal on January 1st of each year.
2. The second policy covers Club members and riders on Club sponsored rides. It is a liability and medical policy and renews each year on April 1st. The club's insurance liaison contacts our insurance agent, Ed Moore (HCM Insurance Brokers, 131 No El Molino Ave. Suite 100, Pasadena, CA 91101, 800-800-3256), in March and gives him the current number of club members which is used to set the premium for the liability policy.
3. We request special certificates for our two major events, the Wildflower and Lighthouse, to cover the other agencies involved in putting on the rides. On receipt of those Certificates, they are provided to the appropriate contact person at each agency. For the Wildflower, we provide to California Dept. of Transportation (CalTrans), Atascadero Unified School District, County of San Luis Obispo Parks Department, and the city of Morro Bay (for cleanup at the Community Center after the ride. For the Lighthouse Century, we obtain comparable insurance and provide Certificates to Cuesta College, CalTrans, City of Morro Bay and the County of San Luis Obispo Parks Dept. Other Certificates can be obtained on request as needed with three weeks notice to our agent.
4. In order to be eligible to purchase these policies, we have to renew or membership in the Bicycle Ride Directors Association of America at the beginning of each year. This entitles us to carry our insurance through the overall coverage of BRDAA.
5. BRDAA Membership Application. Please print out this application, complete the information, and mail with check or money order for $125 if new member, $75 if renewing, to: BRDAA, 755 North Leafwood Court, Brea, CA 92821
   Questions? Call BRDAA (562) 943-0817

Leftover Food Delivery

Logistics

Logistics Captain

• Recruit HAM operators as needed and provide their information to the Volunteer Coordinator.
• Assign responsibilities and coordinate SAG, Response and Communications Teams.
• Develop informational handouts that communicate job responsibilities and procedures to SAG, Response and Communications team members.
• Consult with HAM volunteers to develop a communications plan for the ride.
• Convene a Safety meeting the includes the Logistics, Route Marking, Route Signs, and Traffic Control Captains and the Ride Chair prior to the ride to coordinate and identify issues that need to be addressed in preparation for the upcoming ride.
• Prepare SAG boxes and HAM radios to be handed out at Volunteer meeting.
• Monitor the weather as the ride nears and develop a plan for meeting weather contingencies.
• Meet with SAG, Response and Communications Teams during the Volunteer Meeting to review responsibilities and procedures, hand out equipment and present contingency plans.
• Oversee the SAG, Response and Communications Teams on the day of the ride and respond to situations as they arise.
• Provide SAG functions as possible during the ride.

Note: Logistics Captain is reimbursed for mileage driven during event.

Communication (HAM) Volunteers

Requirements

• Must be a licensed HAM operator.
• Attend the Volunteer Meeting .
• Be available as assigned between 7:00 a.m. and 5:00 p.m. on the day of the ride.

Communications Central HAM Responsibilities

Be located at the beginning of the ride
Direct ride communications
Record communications as appropriate
Record names of riders transported to the ride beginning or a hospital
Keep track of Logistics Captain, SAG and Response unit locations and activities

Rest Stop HAM Responsibilities

Be located at the assigned rest stop
Establish communication with the Communications Central
Communicate with the Rest Stop Captain
Communicate rest stop and rider needs to Communications Central
Communicate when the first riders arrive to Communications Central
Communicate when the last riders arrive to Communications Central
Communicate the end of transmission to Communications Central
Return equipment to Communications Central as appropriate.

Logistics, SAG & Response HAM Responsibilities

Ride in the assigned Logistics, SAG or Response unit
Establish communication with the Communications Central
Keep Communications Central informed as to your location, direction and activities
Inform Communications Central when leaving and returning to the air
Inform Communications Central of the names of riders transported
Inform Communications Central of accident locations and rider names
Inform Communications Central of number and location of last riders if you have sweep assignment
Inform Rest Stop Captain and HAM when the last riders have arrived if you have sweep assignment.

SAG Volunteers

Requirements

• Have a vehicle that can carry two or three bikes and riders in addition to themselves and a HAM operator.
• Attend the Volunteer Meeting.
• Be available as assigned between 7:00 a.m. and 5:00 p.m. on the day of the ride.
• Know how to change tires and tubes (basic bike repair knowledge is desirable).

Responsibilities

Check in at Communications Central before beginning assignment
Maintain route assignment unless instructed to change by the Logistics Captain
Help riders including providing tires and tubes, fixing flats, etc.
Transport riders as needed
Fill out incident report for all accidents attended
Stop at rest stops and check in with Rest Stop Captain and HAM
If assigned Sweep, notify the Rest Stop Captain and HAM when the last riders arrive
If assigned Sweep, pick up SLOBC signs on the route swept
Complete SAG Driver Report and bring it to communications central at end of assignment
Bring SAG and HAM materials to communications central at end of assignment.

Note: SAG drivers are reimbursed for mileage driven during assignment.

Response Volunteer

Requirements

• Have a vehicle that can carry two or three bikes and riders in addition to themselves and a HAM operator.
• Attend the Volunteer Meeting.
• Be available between 7:00 a.m. and 5:00 p.m. on the day of the ride.
• Have a vehicle/pickup that can carry a water tank or large water bottles.
• Know how to change tires and tubes (basic bike repair knowledge is desirable).

Responsibilities

Check in at Communications Central before beginning assignment
Provide SAG support when not involved in one of the following responsibilities
Make deliveries to rest stops as assigned
Transport water, food, etc. between rest stops as required
Meet other logistical needs as assigned
Transport riders as needed
Fill out incident report for all accidents attended
Stop at rest stops and check in with Rest Stop Captain and HAM
Complete SAG Driver Report and bring it to communications central at end of assignment
Bring SAG and HAM materials to communications central at end of assignment.

Note: Response driver is reimbursed for mileage driven during assignment.

Permits and Reservations

• Permits are required to conduct both Century rides.
• Park usage is arranged with the County Parks Dept and can be reserved a year in advance
• A permit is also needed for the use of Cuesta College (Lighthouse) and Creston Elementary (Wildflower)
• For cleanup following both rides we reserve the Community Kitchen at the Morro Bay Community Center.
• We may need to make added contacts should the routes be changed.

Portapotties

Preride

Captain	Coordinate volunteers to help get shed items & food to the event.	Before ride
	Updating master inventory list & food list based on rider sign-ups.	Before ride
	Open shed and help get gear from Shed to registration	Friday before ride
	Coordinate & pick up Creston food, Ice, Coffee, Carlocks Bakery orders.	6-7am day of ride
	Help Clean up at Shandon, take gear to shed and unload/clean up.	2:00-5:00
	Captains reports, update food list, ran out or extras, accident reporting.	After ride
Food Purchasing	Purchase food for pre-ride, meet at Creston 6am.	Before ride, 6:00-6:15 Ride Day
Truck Loading	With Captains help, use master list, take items out of shed, organize by rest stop.	Fri day before
Registration	Help rest stops load gear and run registration	6:00 - 9:00
Rest Stop	Meet at ride start to, pick up food/gear, run rest stop, drop gear off at designated location.	Time based on rest stop.
Clean up	Meet At lunch stop, use soap and hot water pots to clean items, help load truck, meet at shed, unload	2:00 - 5:00
SAG	Pick up gear at Registration at 7:00am	7:00am-4pm

Press Release

1. Prepare and mail notification letter to all agencies.
2. Prepare and mail request for county public works permit.
3. Make presentation to local advisory councils notifying them of the event and requesting their help to get the word out.
4. Prepare and email press releases to local newspapers.
5. Prepare and post bulletin board notifications a week prior to the event.

Recycle

Recycle Captain/Assistant. Saturday 9 am to 3 pm (approximately) and post ride at own convenience. Stationed at lunch stop: collect recyclables from lunch prep area; rinse and sort into on-site bins; coordinate collection from outlying food stops; Post ride: bring collected plastic bags to Von's; return any reusable items to source, e.g. strawberry boxes (Wildflower) to strawberry farm.

Registration

General	Setup consists of setting up tables, putting up posts, attaching range signs, getting check in lists, wristbands, patches, and route slips, and organizing the boxes or pre-ordered clothing orders Operations - one line for signing in volunteers and finding numbers for riders who don't know them. Six lines for registration. Must sign our waiver. If the name has changes, ask them to fill in name and emergency contact information. Give them their wristband, patch and route slip. Two or three of the lines will also hand out the clothing orders to the riders who pre-ordered clothing items.
Friday Night	Pick up stuff from shed around noon on Friday pick up stuff from Vons around 3 PM Be at Creston/Cuesta no later than 4:00 PM Our official hours are 5 PM to 8 PM We're all invited to the spaghetti feed for dinner
Saturday Morning	Be at Creston/Cuesta no later than 6 AM Get stuff out of school and setup Our official hours are 6:30 AM to 9:00 AM There will be some bagels, muffins and coffee

Ride Chair

The Ride Chair is the face of the event. This position involves community outreach and coordination with authorities and entities through direct communication or by designating Club volunteers with pertinent positions to engage the public, State and municipalities. The Chair oversees the activities of the volunteers and facilitates the work of others and accepts duties that are not delegated as his or her own. The Chair often attends community events as invited or requests a presence to engage in descriptions of the event and its activities and to show the Club's support for cooperation between participants and other roadway and facility users during the ride. The Chair can expect support back from the communities and authorities as in the past the Club has worked well to create an outstanding reputation in the area. By accepting this position, you are enabled to show your commitment to the ongoing success of the San Luis Obispo Bicycle Club and all of the attending rewards that brings to cycling in our community.

Safety

Mail six letters to various agencies about 2 weeks prior to the ride. The letter advises these agencies of the ride, including start times and lunch location, and provides them with a route map.

Signs

Inventories existing supply of signs. Lays out a sign plan with locations for placement. Buys additional signs as needed. The signs captain gives the signs to the rest stop and SAG teams for disbursement and pick up.

Rest Stops

There are usually 5 rest stops not including lunch along the route. Some rest stop teams have only 2 volunteers while others have as many as 17. Work is all done on the Saturday of the ride. Times vary as the rest stop must be set up before the first riders appear. Usually rest stops operate from 7:00 am to 3:00 pm. Work entails setting up tables and tents, cutting up and preparing food items and breaking down the site.

Lunch

There are two shifts. Early shift volunteers arrive at 7:00 am and help set up and lay out food and set up tents. The shift ends at noon. The second shift starts at 11:00 am and ends at 4:00 pm. Second shift volunteers serve food and help with break down and clean up.

Traffic Control

Traffic Control volunteers direct the riders through rough left turns and possible road hazards. Working in pairs they stay at a prescribed station for the period of the expected riders to pass by. The early birds must be at their post before the early riders get there. Sometimes a station would be at the beginning of the ride. The active work can be from 7:00 am to 1:30 pm as we move through the course. The late volunteers may start at 8:00 am and work through the day till 4:00 pm. It is hoped that all volunteers are available throughout the day.

Truck Driver

Truck drivers pick up the trucks (usually 2) on the Friday before the ride at the rental place, drive them to the shed at 1:00 pm for loading of supplies. After the supplies have been loaded by the truck loading team, the drivers move to the food fight location for loading the food and redistributing food and supplies to the rest stop captains. On Saturday morning the truck drivers move the trucks to the stops designated by the food ordering captain. The trucks usually stay at that site until it is time to load up. They then take the trucks to the clean up site and leave them. The clean up crew will return the trucks.

Volunteer Coordinator

Distribute volunteer forms. Get as many volunteers at the brunch that you can. Assist members in making their selection of jobs, t-shirt choices, etc at our website. Advertise in each newsletter. Make announcements at club meetings. Coordinate with the clothing captain for ordering t-shirts. Coordinate with the Clothing Bagging Captain to provide a list of names, teams and t-shirt preferences. Provide the pre-ride captain with the volunteer route choices and the brunch captain with their brunch choices.