team leader toolkit australia - s3. · pdf fileintroduction introduce the community partner to...
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TEAM LEADER TOOLKIT AUSTRALIA
CONTENTS
ACTION ITEMS &TIMEFRAMES
o Before Project
o During Project
o After Project
FORMS & TEMPLATES
o Project Planner
o Funding Application & Process
o Merchandise T-Shirts & Caps
o Paint - Dulux
o Attendance Sheet
o Publicity Waiver & Release
o Volunteer Story
o Media Activity Protocol
NEED HELP?
WELCOME Volunteering during Community Day is a great experience and we hope you enjoy the day! Thank you for making a commitment to being a Team Leader and managing your community project. When creating a Community Day project here are some key things to consider:- ▪ Working with existing community partners to provide ongoing support ▪ Understanding the community group needs and matching those needs ▪ Focusing the project on social, economic and/or environmental issues ▪ Ensuring the project has a minimum of 3 volunteers ▪ You are able to manage & deliver the project within one (1) day ▪ You are able to manage & deliver the project within the allocated budget of $50 per volunteer
(NOTE: this will be based on number of volunteers who have joined the project on C365 website) Below we’ve provided a quick checklist to help you with being a part of Community Day. We value the significant contribution you are making in committing to be a Team Leader and we hope you get a lot out of participating. The Lendlease Foundation Team - AUSTRALIA
BEFORE Please note, if your volunteer event is earlier than September 15, please adjust the dates accordingly to allow for delivery and/or processing lead times. If you need guidance with this, please contact your regional Foundation team
Area
Task Document Due Date
Event Planning
▪ If you need to, please use the Project Planner to assist with your volunteer event.
Project Planner Fri, 29 July
Register
▪ Log into Community365 and register your project. Complete all the steps as per Userguide.
▪ Organisation – please search if unable to locate
your preferred organisation - click add your own
▪ Address when adding State use - NSW, VIC,
QLD, SA, WA, TAS, NT
Mandatory: Lendlease Foundation website
Fri, 19 Aug
Resources
▪ Work out how many volunteers you need and start recruiting.
▪ Work out what materials you need and start sourcing.
- Fri, 26 Aug
Risk Assessment
▪ Everyone must complete a Risk Assessment ▪ Also refer to the new GMRs ▪ High Risk Activities will REQUIRE for you to
complete SWMS and get additional approval by EHS rep
Mandatory: Formsite
Fri, 26 Aug
Funding
▪ Everyone needs to apply for their funding online whilst completing their Risk Assessment. Additional funding will also need to be requested via Risk Assessment.
▪ This year you will be using the corporate or visa credit card and processing expenses through iExpenses.
Mandatory: Funding Application
Wed, 31 Aug
Shirts & Caps
▪ Please encourage your team volunteers to use their t-shirts & caps from last year
▪ New orders can be placed via contacting Lyreco Contact Centre
Mandatory: 1300 363 608 Monday - Friday; 8.30am to 5pm
Fri, 2 Sept
Catering
▪ Organise catering for your team of volunteers. ▪ Maximum spend per head is $15. ▪ This amount is included in the allocated $50 per
volunteer.
- Fri, 9 Sept
Safety ▪ Look through the safety document and prepare your
safety brief Mandatory: Lendlease Foundation website
Fri, 9 Sept
Media
▪ You can arrange media coverage with your local Media team.
▪ Print copies of Publicity Waiver Form for volunteers to sign on the day.
▪ All participants must sign this form including family members and community volunteers if they are photographed and it should be emailed to LLF
Mandatory: Publicity Waiver Form
Thu, 15 Sept
DURING The ‘official’ date for Community Day: AUST is Thursday 15 September 2016. However, we do encourage you to schedule your Community Day event on any date during September/October if needed. It is preferable that the volunteer event is held on a day that suits your community partner and fits in with your work schedule.
Area
Task Document Due Date
Introduction ▪ Introduce the Community Partner to the Lendlease project team.
- On the Day
Safety Briefing ▪ Conduct a safety briefing using the Safety Guidelines. ▪ Make sure everyone know the emergency procedures. ▪
Safety Guidelines Lendlease Foundation website
Today’s Plan ▪ Let the team know what they will be doing and when. ▪ Make sure to schedule in breaks for the team. ▪
-
Attendance ▪ Make sure everyone signs the Attendance Form on the day
▪ This is a safety requirement for every volunteer
Mandatory: Attendance Form
Media ▪ Make sure everyone signs the Media Wavier Form on the day
▪ This includes both Lendlease and non-Lendlease individuals. This should be emailed to LLF
Mandatory: Publicity Waiver Form
Say ‘Thanks’ ▪ Don’t forget to thank your volunteers for their efforts and your Community partner for inviting you to their organisation
-
AFTER Area
Task Document Due Date
Attendance ▪ Attendance must be recorded in the Community365 site. ▪ If participants are registered to your event, they will receive
an automated email after the event has occurred reminding them to log on and enter the hours volunteered.
Mandatory: Lendlease Foundation website
Fri 23 Sept
Safety ▪ If there has been an incident it must be logged in ENABLON and you must contact your Foundation team to brief them on the incident.
Mandatory: [email protected]
Following day of event
Media ▪ Publicity Waiver Forms are to be returned to your regional Lendlease Foundation team
Mandatory: [email protected]
Fri 23 Sept
Expenses ▪ Email Project Cost Form and receipts to Lendlease Foundation team
▪ Submit all expenses via iExpenses by18th Nov at the latest
Mandatory: [email protected]
Fri, 30 Sept
Photos ▪ Send us your photos and stories to [email protected]. We will love to hear about your Community Day experience.
Optional: My Volunteer Story
Fri, 30 Sept
FORM | PROJECT PLANNER (Optional)
A. PROJECT DETAILS
Project Name
Project Date
Start Time
Finish Time
Description of Project
Location of Project (full street address)
B. COMMUNITY PARTNER
Registered Name
Description
Full Street Address
Contact Person Name
Contact Person Phone
Contact Person Email
Web Address (if applicable)
Public Liability Insurance
Permission for Photos
C. LOGISTICS
Tasks
No. of Volunteers (min. 3 volunteers)
Skills Required
Materials & Tools
Transportation
Catering
Safety Equipment
First Aid
Permit(s) Required?
FORM | FUNDING APPLICATION
1. ALL Team Leaders must complete and submit a funding request when lodging your online Risk Assessment. 2. Funding is allocated at $50 per volunteer. If you require less than this amount that is great. If you require more
than this amount per volunteer please provide an explanation. 3. Please use your corporate or visa credit card for purchases and claim via iExpenses. 4. Important Note: volunteer events that have not completed a risk assessment via the online platform will NOT be
able to proceed with the project or receive funding. 5. Receipts/ invoices for all transactions are required. This will need to be submitted via eFinance. 6. All team leaders are required to complete the Project Cost Form and email it to Farzana Gani no later than 2
weeks after your volunteer event.
FUNDING PROCESS
HOW DO I GET FUNDS FOR MY PROJECT?
To receive funding for your project, you must submit a funding request by completing your online Risk Assessment. You will not be allowed to proceed with your project nor will Lendlease Foundation provide any funding if the risk assessment is not completed.
Note: for High Risk Activities, you will need to get the Safe Work Method Statement (SWMS) reviewed and signed by your EHS representative. The signed copy will need to be uploaded onto Formsite as well.
HOW MUCH FUND DO I GET?
Funding is allocated at $50 per volunteer (up to $15 for food and $35 for materials). Funding is provided based on the number of volunteers who have joined your community day project on C365 platform.
HOW DO I GET ADDITIONAL FUNDING?
You will be able to request for additional funding when completing your risk assessment. Lendlease Foundation team will contact you within 2 weeks to inform you if the request has been granted.
WILL LENDLEASE FOUNDATION COVER THE COST IF MY PROJECT SPEND IS MORE THAN ALLOCATED BUDGET?
No, Lendlease Foundation will only cover the agreed cost. You may need to look for suppliers to donate materials. Amount spent above the allocated budget will need to be covered by your Business Unit.
HOW DO I PAY FOR THE COMMUNITY DAY EXPESNES?
You will need to use your (or another team members) corporate or visa credit card for purchases as reimbursement will occur via eFinance
CAN I SPEND MORE THAN $15PP ON CATERING?
No, please ensure catering cost for the day is not more than $15pp. This will enable the project to spend maximum funds to help the community partner. Projects have, in the past, prepared a sizzle or bought ingredients to make sandwiches.
IF THERE IS MONEY LEFT CAN WE GO FOR POST EVENT CATCH-UP OR DRINKS?
No, Lendlease Foundation will not cover any post Community Day events. In line with our Employee Conduct Guide no prior approval has been given to consume alcohol as part of Community Day. If you choose to celebrate with your colleagues in a personal capacity after Community Day, please remember you may be wearing a Lendlease branded shirt and are therefore a representation representative of Lendlease. Please act safely and responsibly.
WILL LENDLEASE FOUNDATION PAY MT TRAVEL COST OR PARKING?
No, Lendlease Foundation will not cover your travel or parking costs. Please liaise with your Business Unit to confirm if they will cover your travel cost.
HOW DO I CLAIM FOR THE EXPESNES INCURED? Please process your expense through eFinance (iExpenses). Details below:
Task - 11010
Expenditure Type – Conferences and Seminars
Justification – CD2016_Name of the project _State_ description of expense
Project Codes -
Business Unit Project Task Expenditure Type
Lendlease Building 254043
Lendlease Engineering 254044
Investment Management 254036 11100 Other Recharge
Retirement Living 206913 OVH11100 Recharges – Intl Interco
Lendlease Development 250857 OVH11040 Office Expenses
Lendlease Management Services
200378 11010 Education & Conferences
Lendlease Group Services 251974 4000.11010 Education & Conferences
Lendlease Services Invoice: Lend Lease Group Services Pty Ltd and attached all documents as per below
Scan and submit all the invoices/receipts and Funding Project Cost Form
Expenses submitted - no later than Friday 18 November
DO I NEED TO SUPPLY ANY FUNDING INFORMATION TO FOUNDATION TEAM POST EVENT?
Please complete the Project Cost Form (next page) and email to Farzana Gani within 2 weeks of your event.
WHAT HAPPENS IF I DO NOT SUBMIT EXPENSES OR EMAIL THE COST FORM WITHIN THE REQUIRED TIMEFRAME?
Lendlease Foundation will not cover the agreed cost and the amount spent will need to be covered by your Business Unit.
FORM | FUNDING – Project Cost
1. Please use your corporate card and claim via eFinance (iExpenses) 2. Funding is allocated at $50 per volunteer. If you require less than this amount that is great. Details for any
additional funding will need to be requested while lodging the Risk Assessment. 3. Funding is provided based on number of volunteers who have joined your project on C365. 4. Receipts/ invoices for all transactions are required.
Project Name
No. of Volunteers
TEAM LEADER: Is accountable completing this form and emailing to Farzana Gani within 2 weeks after your event. The reimbursement claim via eFinance will need to be completed by Friday 18th November 2016. Failure of completion of these steps within the required timeframe will mean Lendlease Foundation will NOT reimburse the costs.
Team Leader Name
Email Address (work email is preferred)
Work or Mobile Phone
Business Unit
FUNDING: Please itemise the estimated costs and provide a total amount of funding requested below:
Item Visa/Amex Card Holder Name $
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
TOTAL
MERCHANDISE | T-SHIRTS & CAPS
▪ Encourage your volunteers to use their merchandise from last year ▪ When your volunteer event is full it is time to order your Community Day shirts and caps for people
who are new or do not have old merchandise. ▪ You must allow at least 1 week prior to your event to receive your order ▪ Collate your teams shirt requirements, call Lyreco Contact Center 1300 363 608 and place your
order for your Community Day T-shirts and caps ▪ It will be shipped to you directly for distribution to your team ▪ If you have any issues with your order please contact the Lyreco Customer Service Team on 1300
363 608. The Customer Service Team operates between the hours of 8.30am to 5.00pm, Monday to Friday. All exchanges must be made directly through Lyreco. Lyreco offer a 30 day return policy.
Long Sleeve Polo
Specification (CM) XS S M L XL 2XL 3XL
Across Chest 47 50 53 56 59 62 65
Front Body Length (HPS) 67 70 73 75 77 79 82
Across Hem 47 50 53 56 59 62 65
Shoulder to Shoulder 42 45 47 50 53 55 58
Neck Width (Seam to seam) 17 18 18 19 20 20 21
Short Sleeve Polo
Specification (CM) XS S M L XL 2XL 3XL
Across Chest 47 50 53 56 59 62 65
Front Body Length (HPS) 67 70 73 75 77 79 82
Across Hem 47 50 53 56 59 62 65
Shoulder to Shoulder 42 45 47 50 53 55 58
Neck Width (Seam to seam) 17 18 18 19 20 20 21
PAINT | Dulux Dulux is agreed to supply paint for Community Day projects at no charge. The accessories needed, can be purchased at discounted rates and they will also provide advice on painting and site assistance. Please contact the relevant individuals to organise the paint and other logistics. Guidelines:
Dulux staff can visit projects and provide coatings advice, scope quantities and provide specification as required, please contact your Dulux state contact at least 3 weeks prior to the community day to organise if this service is needed.
Project leader to email paint requirements at least two weeks prior to community day - type of paint, sheen level, quantity and colour.
Dulux will organise collection from the most suitable Dulux Company owned trade centre.
The Dulux contacts:
QLD – Nathan Brown (0412 204682) [email protected] or Tim Stephenson (0413 115689) [email protected]
NSW / ACT – Ben Poppleton (0421 144646) [email protected] or Cameron O'brien (0401 135015) [email protected]
VIC – Luigi Mercurio (0412 362 888) [email protected] or Joe DiBenedetto (0411 040 539) [email protected]
WA - Ted Bucknell (0481 013 843) [email protected]
SA – Karl Hulleman (0402 965 625) [email protected]
Please Note – Dulux does not guarantee assistance if the requested timeframes (highlighted above) are not met.
FORM | ATTENDANCE SHEET (Mandatory)
Requirement: All registered volunteers must sign the Attendance Sheet on the day of your project. Please print this form and take with you on the day.
Due Date: Fri 23 September Send To: [email protected]
Project Name
Team Leader Name
Team Leader Phone
Team Leader Email
Volunteer Name
Lendlease Employee?
YES/NO
Arrival Time
Sign In Departure Time
Sign Out
FORM | PUBLICITY WAIVER AND RELEASE
IN RELATION TO LENDLEASE COMMUNITY DAY
To: Lendlease Corporation and all its subsidiaries (“Released Persons”)
I, the undersigned,
1. agree that I will be photographed by photographers engaged by the Released Persons;
2. agree that the copyright (and other intellectual property) and any moral right in the photographs and film (video film etc.) is owned by the Released Persons;
3. agree and acknowledge that the photos taken of me may be used for a wide variety of marketing activities,
including, but not limited to the following:
advertising/generated publicity in newspapers, magazines and on television;
printed materials developed by the Released Persons, e.g. posters, brochures;
placed on websites which are operated by the Released Persons.
4. agree to waive, release and discharge all and any claim, right or course of action however arising, whether or not presently ascertained, immediate, future or contingent which I may otherwise have for or arising out of loss of life, injury, damage or loss of any description whatsoever caused which I may suffer or sustain in the course of or consequent upon being photographed, and/or filmed, and the use of those photographs by the Released Persons.
5. agree that the waiver, release and discharge shall operate in favour of the Released Persons, their agents,
assigns, servants, officers, directors and related bodies corporate (as that term is defined in the Corporations Law), and shall so operate whether or not the loss, injury or damage is due or attributed to the act, neglect, omission of any one or more of a Released Person;
6. agree that this waiver, release and discharge may be pleaded as a complete bar to any claim, notice, demand,
action, proceeding, litigation or judgment which has or may be brought or made or recovered against any or each Released Person.
7. Agree that if I wish to gain a copy of my photograph I can do so for personal use only by contacting Lendlease.
I have read carefully this waiver and release, and having done so, I sign voluntarily. Name of person .....................................………............ Date .......................................... (guardian if under 18 years of age) Signature of person .....................................………............. (guardian if under 18 years of age) If the person being photographed is under the age of 18 years – the parents/guardian of the individual photographed must complete this waiver and release form.
MY VOLUNTEER STORY
Here are some tips on what to include when telling us about your Community Day project. Please send your stories to [email protected]
WHAT WAS YOUR PROEJCT?
WHY WAS IT SELECTED?
HOW IS THE COMMUNITY BENEFITIING FROM THIS PROJECT?
WHAT WERE THE HIGHLIGHTS OF THE DAY?
QUOTES FROM PARTICPANTS.
PHOTOS FROM THE DAY.
DID A COMMUNITY ORGANISATION BENEFIT FROM YOUR COMMUNITY DAY EVENT? E.G Local catering company//School/Not-for-profit organisation
MEDIA ACTIVITY PROTOCOL This protocol sets out the obligations of employees, contractors and consultants in liaising with the media on behalf of
Lendlease.
Key points:
▪ Only approved Spokespeople may provide public comment on behalf of Lendlease about any matter impacting the company.
▪ No employee, contractor or consultant is allowed to engage with the media unless authorised to do so on a specific topic or story by the Lendlease Media Team.
▪ No employee, contractor or consultant may agree to participate in a story. All decisions regarding media are made by the Lendlease Media Team.
Managing media relationship: Lendlease’s relationships with media outlets and key journalists are owned and managed by the media roles in Group Corporate Affairs or Regional Corporate Affairs (collectively, the Lendlease Media Team). No other employee, contractor or consultant may interact with the media on behalf of Lendlease without the approval of the Lendlease Media Team.
Spokespeople: The following Company Spokespeople are permitted to provide public comment on behalf of Lendlease about matters affecting the company:
Chairman, Group Managing Director / Chief Executive Officer, Group Director Operations, Group Finance Director / Chief Financial Officer, Group General Counsel, Company Secretary, Corporate Disclosure Manager, Group Head Corporate Affairs, Media and External Communications Manager
In addition, experts within the company (known as Authorised Spokespeople) are permitted to provide comment on particular topics that have been allocated to them, but only if the media interaction has been approved by the Lendlease Media Team. A list of Authorised Spokespeople and their allocated topics is maintained by the Lendlease Media Team.
If approval has been provided to liaise with the media, then Authorised Spokespeople may comment on their topic on behalf of Lendlease and must adhere to the following: Restrict comment on information already disclosed to the Australian Securities Exchange (ASX) and New Zealand Exchange (NZX);
▪ Be aware of the disclosure history of Lendlease before making any public comment
▪ Avoid commenting on any price sensitive matters not already disclosed to the ASX and NZX
No other employee, contractor or consultant may speak to the media or agree to participate in a story on behalf of Lendlease unless they have the permission of the Lendlease Media Team. This includes providing ‘background’ briefings or having general discussions with media. Disciplinary action may be taken against anyone who liaises with the media without authorisation. Any matter in litigation should not be commented on unless prior approval is given by the Lendlease Legal Counsel.
Dealing with media enquiries:
Most media contact will come directly to the Lendlease Media Team. However if a media enquiry is received elsewhere within the company, it is essential that the journalist’s request is handled in a polite and timely manner and is immediately passed on to the Lendlease Media Team.
Recipients of a media enquiry, including Spokespeople, should take the following action:
▪ Advise you cannot provide information to the journalist as all media enquiries are managed by the Lendlease Media Team.
▪ Let the journalist know you will pass on their details to the relevant media representative in the Lendlease Media Team.
▪ Ask for the journalist’s full name, the media outlet/publication/program they are representing, their phone number and email address.
▪ Email this information immediately to the relevant media contact listed below.
▪ Next, telephone the relevant media contact in your Region to notify them of your email so they can respond to the media enquiry in a timely manner.
NEED HELP?
Option 1 Check out the Resources Page on the Community365 site. It has fact sheets, FAQ’s, user guides and policies as well as this toolkit. You can access by clicking the ‘Need Help?’ tab.
Option 2 HR Services are here to help you. Please contact you regional HR Services team. The team operates 24 hours a day from Monday (7.00am) to Saturday (7.00am) Australian Eastern Standard Time.
AUST
Please call HR Services on:
1800 554 044 Submit an HR Enquiry