M-T1-CP-08-SD-03 — Volunteer Roster

Release control

Controlled field	Controlled value
Status	REVIEW — configured derivative; not approved for operational release
Supporting-document code	M-T1-CP-08-SD-03
Exact derivative title	Volunteer Roster
Source initiative	M-T1-CP-08 - Rotary in the Park
Source initiative code	M-T1-CP-08
Source initiative title	Rotary in the Park
Initiative disposition	Canonical retained with new title
Canonical parent	M-T1-CP-08 - Neighbourhood Outdoor Connection Event
Canonical parent code and title	M-T1-CP-08 - Neighbourhood Outdoor Connection Event
Named overlay or migration label	Former title remains a title alias
Redirect or tombstone route	Permanent title alias: “Rotary in the Park” remains attached to M-T1-CP-08; stable derivative code retained
Production family	F02 — People, Roster and Safety
Family master	Playbook_F02_People_Roster_Safety_Master.md
Family master version	1.0, issued 1 August 2026
Index authority	Playbook Supporting Documents Master Index v1.1, issued 2 August 2026
Family / master version	F02 / 1.0
Recorded master SHA-256	e9c57df5391e7774a9c00b8ac8ca21906d0c5c2f1e87592601079309620a9b74
Authoritative index	Playbook_Supporting_Documents_Master_Index.md v1.1
Configured master variant	F02 Section 20 — M-T1-CP-08-SD-03 Neighbourhood Outdoor Connection Event roster overlay
Derivative version	0.1
Release status	REVIEW — initiative-configured working derivative; local approval required before operational release

Adaptation note: This roster applies the former “Rotary in the Park” configuration to the renamed Neighbourhood Outdoor Connection Event. It requires land-manager and weather coverage, setup and pack-down pairs, entrance and roaming hosts, competent activity leads, first-aid and safeguarding coverage, authorised lost-person and parent/carer handover roles, outdoor relief and hydration, environmental handback and a buddy plan for the final team.

This roster is a planning tool, not a substitute for the approved land-manager, safety, safeguarding, emergency, insurance or weather process. Confirm current local requirements and event-specific controls before use.

1. Instructions

Use the canonical internal initiative title, while retaining “Rotary in the Park” as the controlled public/title alias where approved.
Complete land-manager, weather, access, emergency and safeguarding gates before assignment.
Define each activity's competence, supervision, accessible option and stop trigger.
Avoid isolated perimeter, car-park, early setup and late pack-down duties unless the approved lone-work gate and backup controls are complete.
Keep personal contact, adjustment, screening and incident information outside the public duty list.
Record every weather review, break, handover, role change, sign-on and safe departure.

2. Controlled event fields

Field	Entry
Canonical event name	Neighbourhood Outdoor Connection Event: ______________________________
Approved title alias, if used	Rotary in the Park: ______________________________
Date / public hours	______________________________
Park, reserve or outdoor site	______________________________
Land manager / booking reference	______________________________
Event lead / alternate	______________________________
Roster lead	______________________________
Site and weather lead	______________________________
Safety / first-aid lead	______________________________
Safeguarding / lost-person lead	______________________________
Accessibility contact	______________________________
Environmental/site-handback lead	______________________________
Related F01 plan and controlled roster location	______________________________
Emergency access / meeting point	______________________________

3. Outdoor readiness gate

Gate	Decision, threshold or evidence	Owner	Complete
Land-manager conditions, site boundaries and public access	______________________________	__________________	[ ]
Weather source, check times and modify/pause/cancel triggers	______________________________	__________________	[ ]
Shade, drinking water, toilets, seating and accessible route	______________________________	__________________	[ ]
Emergency access, first aid, communications and meeting point	______________________________	__________________	[ ]
Activity competence, equipment, supervision and accessible option	______________________________	__________________	[ ]
Child-safe conduct, screening, supervision and parent/carer handover	______________________________	__________________	[ ]
Lost-person process and authorised roles	______________________________	__________________	[ ]
Perimeter, car-park, setup/pack-down and safe-departure controls	______________________________	__________________	[ ]
Insurance, photography, data and incident routes	______________________________	__________________	[ ]

Gate decision / reviewer / date: ______________________________________________

4. Required roster pattern

Required function	Primary	Alternate / relief	Coverage rule
Site and weather lead	__________________	__________________	Checks before travel, setup, opening and at approved frequency
Setup and pack-down pairs	__________________	__________________	Shelters, weights, signs, seating and activity equipment; no isolated close
Welcome / entrance hosts	__________________	__________________	Cover approved entrances without blocking public use
Roaming host	__________________	__________________	Maintain observable public support across the activity area
Activity lead(s)	__________________	__________________	Verified competence and accessible participation option
Safety / first aid	__________________	__________________	Approved full-period coverage
Safeguarding / lost-person	__________________	__________________	Authorised supervision and parent/carer handover route
Relief / hydration	__________________	__________________	Cover outdoor roles before breaks are taken
Environmental / handback	__________________	__________________	Waste, vegetation, equipment, public access and site acceptance

5. Controlled internal roster

Volunteer ID / preferred name	Role / activity / zone	Start	Finish	Briefing	Supervisor	Planned break	Relief	Competence/screening status	Adjustment flag only	Handover to	Sign-on	Sign-off
__________________	Setup pair / __________	______	______	______	__________________	______	__________________	Verified / Pending / N/A	Restricted / None	__________________	[ ]	[ ]
__________________	Site/weather lead	______	______	______	__________________	______	__________________	Verified / Pending	Restricted / None	__________________	[ ]	[ ]
__________________	Welcome / entrance ___	______	______	______	__________________	______	__________________	Verified / Pending	Restricted / None	__________________	[ ]	[ ]
__________________	Activity lead / _______	______	______	______	__________________	______	__________________	Verified / Pending	Restricted / None	__________________	[ ]	[ ]
__________________	Safeguarding/lost person	______	______	______	__________________	______	__________________	Verified / Pending	Restricted / None	__________________	[ ]	[ ]
__________________	Relief / hydration	______	______	______	__________________	______	__________________	Verified / Pending	Restricted / None	__________________	[ ]	[ ]
__________________	Pack-down/handback pair	______	______	______	__________________	______	__________________	Verified / Pending	Restricted / None	__________________	[ ]	[ ]

6. Activity and supervision plan

Activity / zone	Audience	Lead	Required competence	Accessible option	Approved supervisor model	Relief	Stop/escalation trigger
__________________	__________________	__________________	__________________	__________________	__________________	__________________	__________________
__________________	__________________	__________________	__________________	__________________	__________________	__________________	__________________

7. Weather and site review record

Check point	Planned time	Actual time	Official source / observation	Threshold status	Decision	Communicated by / method
Before volunteer travel	______	______	__________________	Within / Near / Exceeded	Proceed / Modify / Pause / Cancel	__________________
Before setup	______	______	__________________	Within / Near / Exceeded	Proceed / Modify / Pause / Cancel	__________________
Before opening	______	______	__________________	Within / Near / Exceeded	Proceed / Modify / Pause / Cancel	__________________
Scheduled review	______	______	__________________	Within / Near / Exceeded	Proceed / Modify / Pause / Cancel	__________________
Close/pack-down	______	______	__________________	Within / Near / Exceeded	Proceed / Modify / Pause / Cancel	__________________

8. Briefing and coverage checklist

[ ] Site boundary, public access, toilets, water, shade, accessible route and emergency access are shown.
[ ] Shelter/weight, furniture, equipment and manual-handling instructions are demonstrated.
[ ] Weather checks and modify/pause/cancel authority are understood.
[ ] Activity leaders know competence limits, supervision, accessible options and stop triggers.
[ ] Child and family contact remains observable and within the approved supervision model.
[ ] Lost-person and parent/carer handover roles use the authorised process.
[ ] No unapproved isolated perimeter, car-park or final pack-down role remains.
[ ] Break, hydration, fit-for-task and welfare reporting routes are active.
[ ] Final team has a buddy, transport and safe-departure plan.

9. Break, handover and safe-departure record

Volunteer ID	Planned break	Relief	Actual break	Handover output / accepted by	Finish	Safe departure / buddy	Shift-lead check
__________________	______	__________________	__________________	__________________	______	__________________	__________________
__________________	______	__________________	__________________	__________________	______	__________________	__________________

10. Public duty list

Time	Public role	Preferred name	Location	Ask this person about
______	__________________	__________________	__________________	__________________
______	__________________	__________________	__________________	__________________

Exclude private contact, adjustments, screening evidence and emergency details.

11. Close-out and REVIEW approval

[ ] Every person is accounted for, signed off and safely departed.
[ ] Activities are closed and equipment, signs, weights and seating are reconciled.
[ ] Waste, vegetation, public access and site condition are checked.
[ ] Land-manager handback is accepted and damage/issues are recorded.
[ ] Safety, safeguarding, lost-person, privacy and welfare matters are transferred by restricted reference.
[ ] Weather decisions, breaks, late changes and lessons are recorded.

Approval role	Name	Decision	Date	Evidence
Roster/site lead	__________________	Reconciled / Return for action	__________	__________________
Safety/safeguarding reviewer	__________________	Controls accepted / Conditions	__________	__________________
Event lead / land-manager handback	__________________	Approved / Not approved	__________	__________________

Until approved, this derivative remains REVIEW.