Trail Leaders Key Resources

The links below will be useful to Trail Leaders and anyone looking to explore these roles. Documents applicable to all volunteers such as reporting forms, Volunteer Service Agreements, Injury and Insurance Guidelines, etc. are available through the Dashboard, the Volunteer Forms page, or by contacting [email protected].

Onboarding Packet Guide

We know there’s a lot to learn, so this short guide highlights the key things you need to know. It also introduces all the resources available to you, some of which are linked below.

Getting Up to Speed

First Year Plan: The First Year Plan included in the welcome letter is a guide to everything you should accomplish in your first year, including trainings you should take.
- Trail Supervisor Welcome and First Year Plan
- Local Trail Chair Welcome and First Year Plan
Contact List: This lists key staff contacts and provides room for you to fill in applicable volunteer and park contacts for your region and role.
Managing Your Team: Learn best practices for managing your volunteer team. Remember, the Trail Conference has always been volunteer-powered – your leadership is the latest in a 100-year tradition!
Supervisor-Maintainer-Summary (SMS): This report lists all trail segments and assigned Trail Maintainers in a particular Supervisor region. To obtain your region’s updated copy or submit data updates (i.e. new/relocated trails, maintainer assignment changes, etc.) email [email protected].

Help to Succeed

Trail Help Available:
- Help with Trail Work: If you need help with a construction project, blowdown removal, or other project beyond basic trail maintenance, work with your Trail Chair and/or Program Coordinator to connect with the appropriate Trail Crew or chain sawyer.
  - Detailed information on sawyer support: https://www.nynjtc.org/content/find-sawyer
- Help with Recruiting People for your Workday: If you are a leader running a workday and need more people, contact [email protected] for recruitment help. We can 1) post the event on the webpage and promote it via email and social media, and 2) email our Roving Trail Team list once we receive your completed Roving Trail Team Information Form
- Tools and Signage: If you are running an ad hoc work day, we have a limited supply of tools and protective equipment for short-term loan. Regular crews are supplied their own supply of tools and protective equipment. If you are a Trail Crew Leader, work with your Program Coordinator during the annual planning period to budget for needed materials. Additionally, for any work day, we can provide signage to be posted along the trail for alerting the public that you’re out on the trail. These signs encourage folks to be aware, safe, and leash their dogs when approaching a work group.
- Trail Project Approval Processes: Follow this guidance for your region when a new trail or park is being adopted, or a trail construction project beyond normal maintenance is planned.
Complimentary Maps: A complimentary map of your region can be very helpful in managing your team of people and corresponding trails. Below is the policy on complimentary maps:
- Volunteer Leaders Entitled to Free Maps:
  - Chairs – Can receive print and/or digital maps of all the regions they oversee when they first start their position and each time a new edition of the map(s) is released.
  - Supervisors and Corridor Managers – Can receive the print and/or digital map that includes the park/area they oversee when they first start their position and each time a new edition of the map set is released.
  - Crew Leaders – Each year may receive the print and/or digital map(s) for the region they are working in that season.
- How Volunteer Leaders Will Receive Their Maps:
  - Leaders may choose to receive the print and/or digital version of a map.
    - Note: Avenza limits each individual to THREE complimentary individual maps. If you are a Chair that oversees a region covered by more than three maps (not map set) you will only be able to receive three digital and the rest will be print.
  - All new leaders will be provided a print map set when taking on their new role. They will also be provided a print map set when there is a new edition released.
  - Print maps can be picked up at headquarters or coordinated with a staff member for pick up at another location. Maps will not be mailed unless there are special circumstances preventing pick up via the other methods.
  - Digital map requests will be solicited and distributed at set times throughout the year (not on demand). Staff will collect the requests between each release date and then distribute the codes all at once. When you receive a code, you will have seven days to download your map, after which you will have to wait for the next release date.
Trail Walker: You will receive copies of our Trail Walker print newsletter that shares updates about trails, volunteers, Conservation Corps, and other goings-on in our community. As a volunteer leader on the front line of new and exciting initiatives, our communications team would love to receive photos and articles from you. Content deadlines can be found here.

Administrative Resources

Business Cards: Volunteer leaders are provided business cards. To obtain yours, work with [email protected].
Reimbursement and Tax-Exempt Purchases: Volunteer leaders (including Committee Chairs, Crew Chiefs/Leaders, Trail Chairs, Trail Supervisors and Corridor Managers) and sawyers are eligible to be reimbursed for certain expenses incurred while performing Trail Conference business. Occasionally Trail Maintainers or Crew Members may be eligible for reimbursement for items related to special projects. In all such cases the Supervisor or Crew Chief should approve these items prior to purchase. Expenses that are eligible for reimbursement include mileage (volunteer rate is $0.14/mile), pre-approved tools and construction materials, and budgeted supplies for volunteer meetings, workshops and recognition.
- Follow the provided guide and forms to be reimbursed.
- Note: We legally cannot reimburse tax as a nonprofit organization. Please use the enclosed tax-exempt form when making Trail Conference purchases.