Reserve Ranger Program Guide 2019 - POL.Docx General Overview

Approved by the Board of Directors on January 26, 2019

1 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx General Overview ...... 4 Purpose of the Reserve Ranger Program ...... 4 Responsibilities of the Reserve Ranger Program ...... 4 Reserve Ranger Program Fundraising Overview ...... 4 Reserve Ranger Positions Summary ...... 5 Position Appointments and Terms ...... 5 Reserve Ranger Leadership Team ...... 5 Reserve Ranger Program Coordinator ...... 5 Reserve Ranger Maintenance Coordinator...... 5 Reserve Ranger Fundraising Coordinator ...... 5 Reserve Ranger Support Positions ...... 6 Hospitality Reserve Ranger ...... 6 Fundraising Reserve Ranger ...... 6 Maintenance Reserve Ranger ...... 6 Reserve Ranger Position Procedures ...... 6 Hospitality Procedures ...... 6 Maintenance Procedures ...... 8 Maintenance Requests ...... 8 Ongoing Maintenance ...... 9 Fundraising Procedures ...... 12 Leadership Team Meeting Procedures ...... 13 Improvements/Special Projects Procedure ...... 13 Reserve Ranger Operational Sustainability Policy ...... 13 Operational Review Periods ...... 13 Financial Review ...... 13 Operational Review ...... 13 Property Financial Reserves ...... 14 Financial Reserve Funds Requirement ...... 14 Financial Reserve Funds Usage ...... 14 Wilderness Property Guidelines ...... 14 Forms ...... 19 Reserve Ranger Program Coordinator Position Description ...... 20 2 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Reserve Ranger – Maintenance Coordinator Position Description ...... 22 Maintenance Reserve Ranger Position Description...... 24 Hospitality Reserve Ranger Position Description ...... 26 Fundraising Chair – Reserve Rangers Position Description ...... 28 Fundraising Committee Reserve Ranger Position Description ...... 30 Reserve Ranger Special Project Request Form ...... 32 Property Reservation/Inspection Form ...... 33 Code of Conduct ...... 34

3 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx The Reserve Ranger Program Guide provides comprehensive who, what, when, where, why, and how information pertaining to the total operation of the Reserve Ranger Program. It provides a thorough understanding of positions within the program, detailed procedures, applicable policies, and responsibilities of the program.

5. 6.

•

4 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx •

•

5 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

6 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

7 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

8 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

9 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

10 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

11 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

12 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

13 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

14 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

15 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

16 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

17 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

18 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx This page is intentionally left blank.

19 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Department: Strategic Initiatives

Time Commitment: Varies, depending on required physical needs This volunteer position has a one-year term with the possibility of reappointment at the consent of both the volunteer and Girl Scouts- Diamond’s of AR, OK and TX.

Reports to: VP, Strategic Initiatives-Council Staff

Summary: Reserve Ranger Program Coordinator serves as part of the comprehensive Reserve Ranger program established for long term sustainability of council owned camp properties. Reserve Ranger Program Coordinator provides leadership and coordination of the reserve rangers including the Reserve Ranger Maintenance Coordinator and Reserve Ranger Fundraising Coordinator.

Benefits: The individual who fills this volunteer position will gain a sense of accomplishment, develop transferable skills and connect with the community. The Reserve Ranger Program Coordinator will also gain valuable experience in the managing of real property through planning, coordination, and implementation of maintenance processes and task delegation.

Support: Reserve Rangers will receive training and orientation in their assigned positions according to their skill set and the needs of their role.

Qualifications and Core Competencies – Required: • Accept the Girl Scout Promise and Law and register as a member of GSUSA.

20 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx • Agree and sign the Reserve Ranger Program Code of Conduct. • Present a positive image of Girl Scouting to girls, volunteers and community members through effective communication, high personal standards of conduct and knowledge of the Girl Scout program and organization. Promote the benefits of Girl Scouting and the importance of volunteering time to Girl Scouts- Diamond’s of AR, OK and TX. • Willingness to learn about and work with adults and girls with diverse backgrounds/abilities.

21 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Department: Strategic Initiatives

Reports to: VP, Strategic Initiatives-Council Staff Reserve Ranger Coordinator-Volunteer

Summary: Reserve Ranger Maintenance Coordinator serves as part of the comprehensive Reserve Ranger program established for long term sustainability of council owned camp properties. Reserve Ranger Maintenance Coordinator provides leadership and coordination of the physical support to the camp properties by addressing grounds, maintenance issues, and housekeeping to keep the property safe and functional.

Benefits: The individual who fills this volunteer position will gain a sense of accomplishment, develop transferable skills and connect with the community. The Reserve Ranger Maintenance Coordinator will also gain valuable experience in the managing of real property through planning, coordination, and implementation of maintenance processes and task delegation.

Support: Reserve Rangers will receive training and orientation in their assigned positions according to their skill set and the needs of their role.

22 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx •Ensures that general maintenance (such as changing oil, repairing brakes, etc.) is done on camp vehicles and equipment either by either ranger or a qualified service facility. •Retains documentation of all service, repairs and actions taken. Documentation complied and submitted to VP of Strategic Initiatives. •Maintains inventory of tools, equipment and supplies.

Qualifications and Core Competencies – Required: • Accept the Girl Scout Promise and Law and register as a member of GSUSA. • Agree and sign the Reserve Ranger Program Code of Conduct. • Present a positive image of Girl Scouting to girls, volunteers and community members through effective communication, high personal standards of conduct and knowledge of the Girl Scout program and organization. Promote the benefits of Girl Scouting and the importance of volunteering time to Girl Scouts- Diamond’s of AR, OK and TX. • Willingness to learn about and work with adults and girls with diverse backgrounds/abilities.

23 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Department: Strategic Initiatives

Reports to: VP, Strategic Initiatives-Council Staff Reserve Ranger SKIP Coordinator-Volunteer

Summary: Maintenance Reserve Rangers serve as part of the comprehensive Reserve Ranger program established for long term sustainability of council owned camp properties. Maintenance Reserve Rangers provide physical support to the camp properties by addressing grounds and maintenance issues to keep the property safe and functional.

Benefits: The individual who fills this volunteer position will gain a sense of accomplishment, develop transferable skills and connect with the community. Maintenance Reserve Rangers will also gain valuable experience in the managing of real property through planning and implementation of maintenance processes.

Support: Reserve Rangers will receive training and orientation in their assigned positions according to their skill set and the needs of their role.

Responsibilities/Tasks: • Remain informed about and comply with the most current policies, procedures, and guidelines of Girl Scouts- Diamonds of AR, OK and TX and Girl Scouts of the USA (GSUSA). • Complete training appropriate for this position as recommended by council property staff. • Provides year-round preventative and restorative maintenance in a timely manner; repairs to buildings and equipment within ranger’s capabilities in the areas of plumbing, carpentry, electrical and painting. Including but not limited to maintaining grounds such as cutting weeds and grass, trimming trees, and clearing brush. Work completed to be prioritized and assigned by the Reserve Ranger Maintenance Coordinator. •Demonstrates sound time management skills by effectively and efficiently organizing, prioritizing and completing multiple assignments in a timely manner •Conducts regular site inspections and report findings to the Reserve Ranger Maintenance Coordinator. •Maintains written log of work performed and time spent on each job; prepares monthly summary report of all work activities. Log to be submitted to the SKIP Coordinator and VP of Strategic Initiatives at the beginning of each month. 24 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx •Ensures that general maintenance (such as changing oil, repairing brakes, etc.) is done on camp vehicles and equipment either by either ranger or a qualified service facility. •Document all service, repairs and actions taken and communicate with Reserve Ranger Maintenance Coordinator. •Maintains inventory of tools, equipment and supplies.

25 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Department: Strategic Initiatives

Reports to: VP, Strategic Initiatives-Council Staff

Summary: The Hospitality Reserve Ranger serves as part of the comprehensive Reserve Ranger program established for long term sustainability of council owned camp properties. The Hospitality Reserve Ranger serves a supportive role in the day to day customer service of checking reservation holders in and out of the camp property and reporting physical deficiencies.

Benefits: The individual who fills this volunteer position will gain a sense of accomplishment, develop transferable skills and connect with the community. The Hospitality Reserve Ranger will also gain valuable experience in customer service and property management while interacting with many Girl Scout and non-Girl Scout groups.

Support: Reserve Rangers will receive training and orientation in their assigned positions according to their skill set and the needs of their role.

Qualifications and Core Competencies – Required: • Accept the Girl Scout Promise and Law and register as a member of GSUSA.

26 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx • Agree and sign the Reserve Ranger Program Code of Conduct. • Present a positive image of Girl Scouting to girls, volunteers and community members through effective communication, high personal standards of conduct and knowledge of the Girl Scout program and organization. Promote the benefits of Girl Scouting and the importance of volunteering time to Girl Scouts- Diamond’s of AR, OK and TX. • Willingness to learn about and work with adults and girls with diverse backgrounds/abilities.

27 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Girl Scouts – Diamonds of Arkansas, Oklahoma and Texas

Fundraising Chair Reserve Ranger Description

Department: Strategic Initiatives

Time Commitment: Varies, depending on fundraising events and initiatives. This volunteer position has a one-year term with the possibility of reappointment at the consent of both the volunteer and Girl Scouts- Diamonds of AR, OK and TX.

Reports to: Fund Development Director, with executive management by Vice-President of Strategic Initiatives.

Summary: Fundraising Reserve Rangers serve as part of the comprehensive Reserve Ranger program established for long term sustainability of council-owned camp properties. Fundraising Reserve Rangers work to bring in public and private support for Girl Scouts – Diamonds through fundraising events, appeals, and other philanthropic activities. Fundraising Chair volunteers oversee the fundraising plans for the specific property they support and lead a committee of volunteers to support the overall fundraising plan.

Benefits: The individual who fills this volunteer position will gain a sense of accomplishment, develop transferable skills and connect with the community. Fundraising Reserve Rangers will also gain valuable experience in the development of budgets and plans of work, event management, and wide ranges of fundraising skills.

Support: Reserve Rangers will receive training and orientation in their assigned positions according to their skill set and the needs of their role.

Responsibilities/Tasks: • Remain informed about and comply with the most current policies, procedures, and guidelines of Girl Scouts- Diamonds of AR, OK and TX and Girl Scouts of the USA (GSUSA).

28 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx • Adhere to the Association of Fundraising Professionals’ Donor Bill of Rights. • Complete training appropriate for this position as recommended by council fund development staff. • Develop an annual plan of work that supports the greatest needs of the property, in accordance with the Reserve Ranger committee and the Girl Scouts – Diamonds property and fund development board-approved plans of work and budgets, including but not limited to: alumnae events, personal asks, program events, and sale of approved merchandise.

• Submit fundraising activities using the Additional Money-Earning Form to Fund Development staff.

• Ensures that all gifts (cash, check, or in-kind) to the property and/or the council are processed accurately and promptly, in accordance with council Fund Development policies and procedures.

• Opens and maintains bank account with Reserve Ranger Manager to support fundraising activities.

• Prepares reports on volunteer fundraising plans and activities, as well as annual financial statement to be audited by Girl Scouts – Diamonds Council.

• Ensures donor confidentiality.

• Builds and maintains rapport with donors, council volunteers and staff, and community members to ensure overall satisfaction to support successful fundraising for Girl Scouts.

•Promote the benefits of Girl Scouting and the importance of volunteering time to Girl Scouts- Diamonds of AR, OK and TX. • Willingness to learn about and work with adults and girls with diverse backgrounds/abilities.

I understand and agree to the terms of the position as stated above.

______VP, Strategic Initiatives Fundraising Chair Reserve Ranger Date

29 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Department: Strategic Initiatives

Reports to: Fund Development Director, with executive management by Vice-President of Strategic Initiatives.

Summary: Fundraising Reserve Rangers serve as part of the comprehensive Reserve Ranger program established for long term sustainability of council-owned camp properties. Fundraising Reserve Rangers work to bring in public and private support for Girl Scouts – Diamonds through fundraising events, appeals, and other philanthropic activities. Fundraising volunteers work directly with the Fundraising Chair to implement the fundraising plans for the specific property they support.

Support: Reserve Rangers will receive training and orientation in their assigned positions according to their skill set and the needs of their role.

Responsibilities/Tasks: • Remain informed about and comply with the most current policies, procedures, and guidelines of Girl Scouts- Diamonds of AR, OK and TX and Girl Scouts of the USA (GSUSA).

• Adhere to the Association of Fundraising Professionals’ Donor Bill of Rights. • Complete training appropriate for this position as recommended by council fund development staff.

30 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx • Develop an annual plan of work that supports the greatest needs of the property, in accordance with the Reserve Ranger committee and the Girl Scouts – Diamonds property and fund development board- approved plans of work and budgets, including but not limited to: alumnae events, personal asks, program events, and sale of approved merchandise.

• Submit fundraising activities using the [specifically-named form] to fund development staff.

• Ensures that all gifts (cash, check, or in-kind) to the property and/or the council are processed accurately and promptly, in accordance with council fund development policies and procedures.

• Ensures donor confidentiality.

• Builds and maintains rapport with donors, council volunteers and staff, and community members to ensure overall satisfaction to support successful fundraising for Girl Scouts.

31 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Reserve Ranger Special Project Request Form Name of Person Making Request: ______Email: ______Phone: ______Name of Project: ______Project Description: ______Does this project address a physical/maintenance need for the property: Yes or No What is the estimated cost of the project? ______How do you plan on funding the project being requested? ______When would you like to see the project occur? ______Once submitted, I understand that the request form will be reviewed by council staff and forwarded to the council property committee for review at the next regularly scheduled meeting. Upon review by the Property Committee and the Board of Directors, a decision of approved or denied will be communicated via this form within 3 business days of the decision. Requestors Signature: ______Date: ______

For completion by the Property Committee Date of Review: ______Decision: ______Reason for Decision: ______Committee Chair Signature: ______For completion by Board of Directors Date of Review: ______Decision: ______Reason for Decision: ______32 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx Girl Scouts – Diamonds of Arkansas, Oklahoma and Texas Property Reservation Information/Inspection Form www.girlscoutsdiamonds.org

Name: Troop: # Phone:# Property Used: Facility Used: _ Date(s) of Use: Reservation:# _ **(Required) Attending: #Girls: #Female Adults: ___#Male Adults:____ #Non-Girl Scout: ___= TOTAL # Property Check-in Inspection: Take note of any problems, anything left unclean, or anything out of place. (Use separate sheet of paper if necessary) - Air conditioning/heating turn off/down (direction at each site)  Yes  No  N/A -Facility is clean, trash emptied, refrigerator emptied  Yes  No  N/A -Camp ground is clean  Yes  No  N/A -Received key  Yes  No  N/A -If you answered “No” to any of the above items, please explain.

Guest Signature: Date: Ranger Signature: Date:

Property Check-out Inspection: Use the checklist as a guide to ensure that you leave the facility clean and orderly. All Buildings: -Clean all tables and chairs and store properly  Yes  No  N/A -Empty trash bins into outside trash or take trash to the dumpster  Yes  No  N/A -Sweep, mop, or vacuum all floors  Yes  No  N/A -All appliances are clean - stove, oven, microwave, coffee pot, and refrigerator  Yes  No  N/A -Remove all food from cabinets and refrigerator  Yes  No  N/A -Wash and dry all dishes and utensils used and return to cabinets  Yes  No  N/A Bathroom: -Clean all countertops, mirrors, toilets, etc.  Yes  No  N/A -Sweep/mop floor as needed  Yes  No  N/A -Empty trash bins into outside trash or take trash to the dumpster  Yes  No  N/A Outside: -Properly extinguish any fires  Yes  No  N/A -Clean all tabletops  Yes  No  N/A -Sweep porch, patio area or pavilion  Yes  No  N/A -Pick up all litter  Yes  No  N/A Before Leaving: -Turn off all appliances/units/lights (i.e. stove, water faucet)  Yes  No  N/A -Air conditioning/heating turns off/down (direction at each site)  Yes  No  N/A -If you answered “No” to any of the above items, please explain.

-Returned key  Yes  No  N/A (Complete and return Property Usage Report within 10 days of usage)

Guest Signature: Date: Ranger Signature: Date: 33 PLEASE NOTE: Girl Scouts - Diamonds is not responsible for items left behind or lost during your stay. S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx

• • •

34 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx 35 S:\Property Information\Property Procedures_Policies_Forms\PR - Reserve Ranger Program Guide 2019 - POL.docx