Hospitality INC - Volunteer Roles, Responsibilities, Requirements

 

PLEASE DO NOT:

·   Give money to a guest, for any reason

·   Loan your cell phone to a guest

·   Impose on a guest

·   Try to solve an argument or fight.  Contact the Shelter Coordinator

·   Dispense any prescription medications

·   Argue with a guest

·   Offer to provide assistance with a guest outside the shelter without first checking with a Shelter Coordinator

 

PLEASE DO:

·   Call 911 immediately if a fight breaks out or you feel someone is in danger

·   Know which areas are out of bounds and keep guests out

·   Wear a name tag with your first name only

·   Show love and respect to the guests.  Many of them are wading through life’s deepest waters

·   Mentor a guest that seems receptive

·   Laugh or cry with a guest

·   Pray for all guests

 

Volunteer Requirements/Procedures:

·   Complete Volunteer Application form. (Appendix A)

·   Complete Volunteer Background Check form. (Appendix B)

·   Youth Volunteer Policy and Application form. (Appendix C)

·   Submit completed forms in a sealed envelope prior to the start of your

   volunteer date.

·   Send forms to:

Hospitality INC  

c/o Tim Martin

1336 N. Lendale Rd.

Ludington, MI   49431

 

Volunteer Coordinator:

• This is a key role within the Host and Partner churches for planning your week.
• Responsible for appointing:

o    The Food Coordinator

o  The Setup/Teardown Coordinator

 

 

• Responsible for organizing.

o   Daily Volunteers for the week

o    Team Leader	o    Overnight Hosts
o    Evening Visitors	o    Emergency Backup

 

 

 

 

• This person is THE communication link between the Host church and Hospitality INC team.
• Determine approximate Guest head count by contacting the prior week Host church.
• Responsible for making sure all volunteers have completed and submitted their:

 

o    Volunteer Application

o   Volunteer Background Check

 

 

 

Food Coordinator:

• This is another key role within the Host and Partner churches for planning your week.
• This person is responsible for organizing the following Daily Volunteers for the week:

o   Dinner/Snack Hosts

o   Breakfast Hosts

• Responsible for meal planning, preparing meals and feeding the guests throughout the week.

 

 

Setup/Teardown Coordinator:

• This is a key role within the Host and Partner churches for planning your week.
•  This person is responsible for organizing the following Daily Volunteers for the week:

o   Setup

o   Teardown

 

 

• They are responsible for:

o   Setup of the shelter at the beginning of the week

o   Teardown of the shelter at the end of the week

o   Day setup/teardown that is required by the church for normal use throughout the week

• Communicates with the previous and next Host church Coordinators to make arrangements for the transfer of the shelter items.

 

Daily Volunteers:

·    Team Leader:                   1 volunteer

·    Setup Volunteer:               2 volunteers

·    Evening Visitors:               2 - 4 volunteers

·    Dinner/Snack Hosts:            2 - 4 volunteers

·    Overnight Hosts:               2 - 4 volunteers, 2 male and 1 female (includes Team Leader)

·    Breakfast Hosts:                2 volunteers

·    Teardown/Cleanup             2 volunteers

·     Emergency Backup:             2 - 3 volunteers

 

Please note:  It is totally acceptable for a volunteer to perform more than one role in any given evening.  See the Volunteer Daily Scheduling Template (Appendix D)

 

Shelter Coordinators:  [Provided by Hospitality INC] 5:45 PM to 11:00 PM

• A limited number of Shelter Coordinators is designed to promote continuity throughout the twenty two weeks.
• Be prepared and ready to greet the guests 15 minutes prior to the doors opening at 6:00pm.
• Write your first name only on your name tag, sign volunteer log book.
• Responsible for

o   Guest Intake

o   Performing bag searches

o   Confiscating non-urgent medications, alcohol and weapons

o   Finding alternate resources for shelter assistance will be provided

o   Resolving conflicts

o   Completing the Nightly Guest Report

• You are encouraged to document notes of blessings, issues, challenges and lessons learned in the volunteer logbook.

 

Team Leader - (1) 5:45 PM to 8:30 AM

• Be prepared and ready to greet the guests 15 minutes prior to the doors opening at 6:00pm.
• Verify that all aspects of the shelter are ready to go.
• Write your first name only on your name tag, sign volunteer log book.
• Available to assist with guests at check-in.
• Keeper of the keys and in charge of locking and unlocking doors for overnight hours.
• Return medications to guests prior to their leaving for the day.
• Make sure the guests have left the church by 8:00am.
• You are encouraged to document notes of blessings, issues, challenges and lessons learned in the volunteer logbook, however, do not allow the guests to read the logbook.
• Communicate the following information to all volunteers and designate:

o   Sleeping areas for guests

o   Kitchen and eating areas

o   Restrooms

o   Relaxing and game area

o   Smoking area

o   Out of bounds areas

o   Sleeping arrangements for the evening with Overnight Hosts

o   Provide a briefing each morning to Breakfast & Cleanup teams

o   Guest and Volunteer rules

o   Emergency exit plan

o   Location of first aid kit

o   Telephone for emergency purposes

 

Setup Volunteers – (2):  5:00 PM to 6:00 PM

• Arrive by 5:00pm.
• Write your first name only on your name tag, sign volunteer log book & report to the Team Leader.
• Set up the cots and needed tables and chairs.
• Setup should be completed by 6:00pm each evening.
• You are encouraged to document notes of blessings, issues, challenges and lessons learned in the volunteer logbook.

                                           _____________________________________________________________

 

 

Evening Visitors – (2 – 4):  5:45 PM – 11:00 PM (maybe earlier)

• Arrive 15 minutes before the church doors are unlocked for the guests.
• Write your first name only on your name tag, sign volunteer log book & report to the Team Leader.
• Be available to welcome guests at intake, give guests tour of shelter and escort them to their sleeping and dining areas.
• Help dinner team set up, assist with serving if necessary.
• Make new friends.
• Eat, watch TV, play games, visit with guests.
• You are encouraged to document notes of blessings, issues, challenges and lessons learned in the volunteer logbook.

 

Dinner/Snack Hosts – (2 – 4):   5:45 PM – 8:00 PM

• If preparing food off site please arrive with prepared food by 5:45pm.
• If preparing food on site arrive as appropriate for serving at 6:00pm.
• Write your first name only on your name tag, sign volunteer log book & report to the Team Leader.
• Serve and clean up after the meals.
• Have snacks prepared and ready for Overnight Hosts to serve at 8:30pm.
• You are encouraged to document notes of blessings, issues, challenges and lessons learned in the volunteer logbook.

 

Overnight Hosts – (2 – 4):  8:00 PM – 6:30 AM

• Arrive by 8:00pm on assigned night for briefing.
• Write your first name only on your name tag, sign volunteer log book & report to the Team Leader.
• Serve the snacks at 8:30pm.
• Make sure all of the food in the dining and kitchen areas are properly stored, etc.
• Assist the Team Leader with verifying the exterior doors are locked at 8:00pm.
• Monitor the evening activities.
• Bring alarm clock and set accordingly.
• Assist the Team Leader with putting the guests to bed and lights out at 11:00pm.
• Wake guests that have to be up earlier than 6:15am for work.
• Make coffee and have ready by 6:00am when morning crew arrives.
• Assist with setting up for continental breakfast.
• Wake guests at 6:15am.  They need to be out of their cots by 6:30am.
• Feel free to stay and have breakfast with your new friends.
• You are encouraged to document notes of blessings, issues, challenges and lessons learned in the volunteer logbook.

 

Breakfast Hosts – (2):  6:00 AM – 8:00 AM

• Arrive by 6:00am.
• Write your first name only on your name tag, sign volunteer log book & report to the Team Leader.
• Serve continental breakfast from 6:30am – 7:30am.
• Clean up the eating area after breakfast.
• You are encouraged to document notes of blessings, issues, challenges and lessons learned in the volunteer logbook.

 

Teardown/Cleanup Volunteers (2):  7 AM – 8:30 AM

• Arrive by 7:00am.
• Write your first name only on your name tag, sign volunteer log book & report to the Team Leader.
• Clean up – wash floors, vacuum, empty trash in:

o   Sleeping areas for guests and volunteers

o   Kitchen and eating areas

o   Restrooms

o   Relaxing and game area

o   Smoking area

• Store cots and set up the rooms for the day’s normal activities (this may not be necessary if rooms are not needed throughout the day).
• Tasks should be completed by 8:30am each morning.
• You are encouraged to document notes of blessings, issues, challenges and lessons learned in the volunteer logbook.

 

Emergency/Backup Volunteers (2 – 3):

• Create a list of volunteers from each volunteer group that you can call if you have a last minute cancellation.

 

Youth Volunteers:

• Hospitality INC believes the youth of our community should be allowed to take part in this program

   under the following guidelines.   (Appendix C must be submitted to Hospitality INC prior to the    desired volunteer date.   The Supervising Adult shall be listed on the form and a      Parent/Guardian signature is required)

 

Youth under the age of 12

• Shall be accompanied by a parent at all times while at Hospitality INC
• Hospitality INC suggests that visiting times should be limited to 6:00 p.m. - 8:00 p.m.

        

Youth age 12-17

• Must be sponsored by a parent, guardian, or youth group director that signed this form.
• Youth volunteers will read and observe the following rules:

A.   No youth volunteers are allowed in sleeping areas at any time.

B.   Youth volunteers should remain in social area.  Any youth leaving social area, for any         reason, must inform supervising adult before leaving.

·     Available hours for age 12-17 youth volunteers will be from 6:00 p.m. - 10:00 p.m.

 

INTAKE – (Performed by Shelter Coordinator)

• The primary entrance should remain locked until the volunteers are in position to welcome the guests.  Having unsupervised access to facilities prior to formal opening invites issues.
• Shelter Coordinator and Team Leader should be ready 15 minutes prior to the doors opening at 6:00pm.
• Team Leader assists the Shelter Coordinator to assure all guests:

o   Sign the guest register (nightly)

§    Any changes to the guest Intake form:

·    If yes, update Intake form, initial changes and send a copy of the updated Intake form to Nicole Schwarz, Mason County Continuum of Care Coordinator,

      5868 US 10, Ludington, MI 49431.

o   Completes and signs Guest Intake Form (Appendix E)

o   Completes and signs Guest Disclosure Form (Appendix F)

§    Both documents are stored in a three ring binder and placed in the locked box.

o   Review of the MSP Sex Offender Registry after the forms are completed and signed

§    If the guest is a registered sex offender and the Host church is within 1,000 feet of school property, the guest will not be granted shelter at the Host church.  Alternate resources for shelter assistance will be provided.

• Shelter Coordinator will perform the following tasks:

o   Physical search of guest’s bags

o   Confiscate and lock up non-urgent medications

o   Confiscate alcohol beverages

o   Confiscate and lock up all weapons

•  Review all Shelter Rules with each guest.
• Contact 911 Central Dispatch at 231-869-5858 and inform them that Hospitality INC will be hosted at your facility.  Be sure to inform them of your LOCATION, TELEPHONE NUMBER, SPECIFIC BUILDING ENTRANCE AND NUMBER OF GUESTS AND VOLUNTEERS.

 

Medications:

• Prescription medications will be placed in a clear Ziploc bag with the guests’ name printed on the bag label.  The bag with the medications will be placed in locked box provided by HOSPITALITY INC.
• Shelter Coordinator will place the medicines into the locked box and the Team Leader and Shelter Coordinator will each retain a key.
• Guests may take medications per label instructions and return them to the locked box.
• The Shelter Coordinator and the Team Leader will not dispense medication to the guests; however they will supervise the medication intake.
• Guests will retrieve their medications when they depart the Host church each morning.