Volunteer-Host Manual
The mission of To Our House is
providing thermal shelter and compassionate care to homeless men in the New River Valley, and to make available any resources that could help
the men reintegrate into society.
TABLE OF CONTENTS
INTRODUCTION
WELCOME TO TO OUR HOUSE 3
YOUR VOLUNTEERS
MAIN RESPONSIBILITIES HOST AND SUPPORT 4 GENERAL GUIDELINES FOR VOLUNTEERS 5 APPROACHING A TOH GUEST: DO AND DON’T 5 VOLUNTEER/STAFF RELATIONS 6 VOLUNTEER/GUEST RELATIONS 6 HOST VOLUNTEER ROLES 7 SUGGESTED TEAMS 7 VOLUNTEER RECRUITMENT 8 DATA COLLECTION 8 TRAINING 8
HOSTING TOH
DAILY SCHEDULE 9 YOUR FACILITY 9 HEAT, HOT WATER, NOISE, PHONE AND SMOKING AREA COTS AND OTHER SUPPLIES 10 THE FIRST NIGHT AND BEYOND 11 MEALS, MENUS & SNACKS 11 ACTIVITIES 12 SHOWERS, RELIGIOUS SERVICES, GUEST LAUNDRY & OTHER SUGGESTIONS OVERNIGHT 14 MORNINGS 14 THE LAST MORNING 15 MEDICAL CARE 16 APPENDIX 17 KEY COORDINATOR CHECKLIST OVERNIGHT CHECKLIST IN-CHARGE CHECKLIST GUEST RULES TOH EVALUATION
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WELCOME TO TO OUR HOUSE
Winter, 2014-2015
Dear TOH Volunteers,
It is our privilege to join you as we begin the fourth season of our winter sheltering program for homeless men in the NRV area.
Volunteers are the heart and soul of To Our House. You bring the warmth of human companionship into our shelters. The gift of your space, time, and your presence—your willingness to engage in a smile or a conversation with a neighbor in need of a hot meal and warm place to sleep—creates a sense of community benefiting all. To say that we are grateful is an understatement. Our program simply would not exist without you.
As we open our doors on November 2, we come together to help neighbors in need. We hope that you find this shelter season a rewarding service. On behalf of To Our House, we thank you for your kindness.
Please let any of us at To Our House know, at any time, how to make the service we offer together stronger. There is also a volunteer evaluation form included at the end of this manual so that we may improve our program for next year.
In peace,
To Our House Policy Council
Contact: Carol Johnson TOH Program Coordinator [email protected], 540-200-5053
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Main Responsibilities for Host and Support Congregations Host Congregation Key Coordinator(s)
Primary Responsibilities: Overall planning for entire week, including coordinating with support Submit Master Schedule by Tuesday evening of week before hosting “Point” person for host congregation Smooth operation of host’s responsibilities
Host Congregation Provides: 10 Toiletry kits (soap, deodorant, shaving cream, razors, toothpaste, toothbrush, wash cloth) Check with previous host to see if you need to provide the toiletry kits…
Support Congregation/Organization Key Coordinator Primary Responsibilities: Overall Support planning for entire week Submit Master Schedule to Host Key Volunteer by Monday evening of week before supporting “Point” person for support congregation Smooth operation of support’s responsibilities
Support Congregation Provides each day – please check with staff prior to your week to get an estimate of the number of guests: Cold breakfast food – cereal, milk, bananas, juice, bagels, cream cheese, coffee, cocoa, tea, sugar, other Dinner food for up to 15 (excluding support volunteers) (up to 12 men, 1 staff, and up to 2 host volunteers) Evening Snacks for up to 12 Up to 12 Bag lunches
Other Ideas for either Host or Support: Bring sewing machine and do mending and repairs, iron and ironing board, have children make placemats or welcome cards, help with taxes, arrange with a barber to do hair cuts, …
Important Things to Do When you First Arrive at the Shelter: Check in with the In-Charge volunteer when you arrive. Put your coat, personal items in designated area. Sign in on the current day’s log page
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General Guidelines for ALL VOLUNTEERS
APPROACHING A To Our House GUEST
Many volunteers have little difficulty in unfamiliar social situations and need no guidance in matters of initiating conversation. However, the following may be helpful places to begin and build upon a conversation: DO
Introduce yourself to initiate conversation Be yourself Be warm, friendly, and available Share your experiences, strengths, and hopes as you are comfortable Let guests know you care Talk about sports, weather, movies, etc. Listen Have fun and be yourself
DON’T Try too hard Dig for personal information Ask a lot of questions Ask if a guest has children, is married/divorced Take it personally if a guest is non-responsive or does not want to talk Push religion or politics
VOLUNTEERS PLEASE NOTE
Please do not let anyone in your building unless they are known to you. Please check with the TOH staff if you are unsure if an individual is a TOH guest. Current guests may only enter your site when the TOH staff is present. Terminated guests may not enter a TOH site, including the host congregation site, for any reason. Friends and extended family of guests may not enter a TOH site including the Host congregation site. Do not address any issue of concern with staff in the presence of any guests Outside of TOH, volunteers may engage with guests with whom they develop a particularly strong relationship, but volunteers may not follow guests to a host site and offer special services. Favored treatment of one guest must occur outside the TOH shelter program. The To Our House name may not be used by anyone without the explicit permission of the policy council.
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ALL VOLUNTEERS SHOULD DEFER TO TOH STAFF IN THE FOLLOWING INSTANCES:
Verbal or physical conflicts involving guest. Any discussion of a gift or financial contribution to a guest. Any acute medical condition of a guest (unless you are a Paramedic, RN, LPN or MD) Smoking times and place. The admittance of late guests. Removal of guests from our property. Assignment of cots or sleeping space. Passing out extra blankets or clean linen. Anything involving a violation of TOH Policy.
If you feel there is a problem in the performance of a Staff, call the Staff Supervisor.
VOLUNTEER/GUEST RELATIONS
Consult with staff before giving a guest special attention. Do not give out any item to an individual or to the group without first checking with the Staff Member. Do not give out any personal information – address, phone number. Avoid touching guests without their consent. Try to use guest’ names or respectful titles (Mr., Sir) Be respectful of different personality types (introvert, extrovert). Never take pictures of guest without their written permission. Practice a “ministry of presence,” making yourself available to your guests, not just talking among yourselves. Avoid taking sides in conflicts between guests. Help our needy guests avoid temptation by keeping your possessions (purses, coats, etc.) in a separate, secure room.
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HOST VOLUNTEER ROLES
KEY COORDINATOR
All Host and Support Congregations are required to have one person serving as the Key Coordinator. This person is To Our House’s direct link to your congregation and to the person who coordinates your volunteers. We need to have his/her current address, email and home, work, and cell phone numbers. The Key Coordinator from both the Host Congregation and the Support Congregation work with the TOH staff to coordinate the functions listed in this manual. The Key Coordinator is not expected to be on site throughout the week, but there must be one designated person who is “in charge” of the volunteers each night that your congregation is sheltering.
SUGGESTED WORK TEAMS – Each team will have a Coordinator
*INTAKE/VAN DRIVER (One male each night from Host Congregation)
Be present at the intake site as support for staff
Take direction from staff
Transport guests (5:45 PM from Intake; 7:00 AM from Site back to Intake)
*IN-CHARGE (One person per night from Host Congregation)
Arrive at 5:30 PM and stay until 9 PM
Welcome volunteers, be sure they know their responsibilities
Complete In-Charge Check – List
Be in charge of the volunteers, both host and support!
*OVERNIGHT (two people per night – one must be male - from Host Congregation)
Serve as overnight hosts from 9 p.m. through morning breakfast
Provide, setup, and serve cold breakfast each morning to be eaten between 5:30 and 6:00 AM
Bathroom clean up (Nightly)
Clean up after breakfast and clean living space to prepare for guests’ arrival in the evening
*LAUNDRY (Several people from Host Congregation)
Wash and dry sheets and pillowcases on Saturday (1-2 people)
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*TRANSITION (Host Congregations)
Acting Host transition Coordinator contacts the next Host by Wednesday to arrange delivery of cots other items.
Deliver cots, linens and other TOH materials to next host group on the last Saturday (2-3 people), You will need at least a small pickup truck, maybe two.
Set up space for the guests (2-3 people)
VOLUNTEER RECRUITMENT Some congregations assign nights of the week to individual classes or groups from the congregation and let them recruit. Other congregations post sign-up sheets where individual volunteers can claim specific nights, shifts or duties. You may want to contact the men’s and women’s groups in your congregation to recruit volunteers.
VOLUNTEER DATA
To Our House requires a registration form for each volunteer. Every volunteer who works must log in when at the shelter. Volunteer log-in sheets are at the shelter site each night in a Volunteer binder. We need volunteer hours to apply for both federal and private grants to support our shelter system.
VOLUNTEER TRAINING
To Our House provides training for Key Coordinators. Staff are available to provide training for your congregation/organization.
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HOSTING To Our House
DAILY SCHEDULE
5:00 pm The Intake Site opens, 110 Roanoke Street, Christiansburg
5:45 pm Transportation begins from the Intake Site, arrives at Host Congregations between 6:00- 6:30 pm. Dinner is usually served immediately after arrival at Host Congregation, to be followed by evening activities such as medical services, entertainment, games, television, or showers.
11:00 pm Lights out in sleeping areas
5:30 am Breakfast available.
7:00 am Departure time.
YOUR FACILITY
When choosing the rooms you will use to shelter your guests, please consider their needs. Most are very tired and some may be sick. Please provide them with a sleeping area that is kept warm and as quiet as possible at all times.
HEAT
Each host site is required to furnish adequate heat every night that guests are being sheltered. A minimum of 70 degrees is requested throughout the night. Remember, your guests are particularly vulnerable to illnesses. Please make sure that all automatic thermostats are properly adjusted.
HOT WATER
Many congregations are able to arrange for regular showers, but it is not always possible to provide them every night for all guests. Therefore, it is important that every congregation provide access to hot water for washing purposes..
NOISE
Your guests are awakened early in the morning and many are on their feet all day. They may want a quiet place to lie down immediately after dinner. If you have additional rooms available, it is highly recommended that you use these for television and any other activities, so that the sleeping area can be kept quiet.
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PHONE
To Our House staff carries a cell phone at all times. You may want to block long distance and 900 numbers from your facility phone and other nearby phones. You will want to have a cell phone in the room to be carried by one of your volunteers. If you are in an area that does not receive cell phone coverage please provide a land phone for staff use.
SMOKING AREA
We would encourage you to designate an area outside of your building as a smoking area and to place ash cans there. There is a smoking policy set by staff to be followed if smoking is allowed at your facility. Do not allow guests to smoke inside. There is no smoking outside of the designated time and designated area.
COTS AND OTHER SUPPLIES
TOH supplies all cots, towels, linens, blankets (two sets each) and pillows necessary to run your shelter. As the season passes our cots break and our supplies disappear or are given away. We will try to keep every site adequately supplied, but please feel free to supplement our supplies with any donated linens, blankets or pillows you have if the need occurs. We prefer polyester blankets because they dry quickly.
COTS
You will receive all the cots you need from the previous host congregation. Guests are told before they come that some may have to sleep on the floor if necessary. Even the most durable cots will break as the season progresses, leaving us in short supply.
DELIVERY TIME
Supplies will always arrive in the morning of the day your shelter week begins. Your Transition Coordinator will work with the Transition Coordinator from the church/group that will deliver your supplies so there is coordination with your group’s time schedule. It is imperative that volunteers be present to help unload during delivery and load during pick-up (this is a good project for Scouts or youth). The other church will try to be on time, but please be patient.
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SET-UP
Volunteers should set up cots on Saturday after delivery. Distribute 2 sheets, 1 pillow & pillowcase, and blanket on each cot. More pillows and blankets may be passed out if available. Please store extra linens somewhere that only staff and volunteers have access. Make sure that no cots are touching. Cots are approximately 6’ x 3’ in size. If possible, place a folding chair between each cot. This helps in spacing and reduces wear on the cots.
COLLECTIONS
Collect within your congregation extra towels and wash cloths needed, collect men’s underwear, socks, hats and gloves, shower flip flops and toiletry kits if you wish. This is an excellent project for the teens or children of your congregation or for a nearby congregation too small to provide shelter. You can also collect items such as rolling suitcases, backpacks, and OTC cough/cold medicines.
THE FIRST NIGHT and BEYOND
Your first night of providing shelter will always be on a Saturday unless other arrangements have been made. You will know the specific arrival time of your guests well in advance, but it will be between 6:00 and 6:30 PM. The scheduled arrival time will remain the same throughout the week, although traffic, weather and mechanical trouble may sometimes delay arrival. Please try to have dinner ready for your guests shortly after the scheduled arrival time. Please quickly show staff around your facilities pointing out sleeping areas, dining areas, outside smoking areas, activity areas, restrooms, linen storage and areas that are off-limits upon arrival to site. The staff may be vary each night. A volunteer will then supervise while your guests unload the bus, are assigned a cot, and store their possessions. TOH staff will make cot assignments.
MEALS, MENUS & SNACKS
Use the meal-time as an opportunity to fellowship and eat with your guests. Clean-up tasks may be shared by guests and volunteers, though guest are not allowed in the kitchen area. In the morning, breakfast should be out when guests awaken.
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EVENINGS
Activities should take place in a separate room from the sleeping area. Some of the men will want to opt out of activities and be in a quiet space. Be willing to participate in activities with your guests, but never force a guest to participate. Typical evening activities include videos/DVDs, television, table games, entertainment, and visiting. Also popular are reading materials such as magazines and short stories. Current editions of the newspaper are especially important for job hunters. During holidays, greeting cards to send to loved ones are especially appreciated.
Showers
If your site does not have showering facilities, men will wash up at the sink in the bathroom. As an optional activity, Host Congregations can take the men to the Blacksburg Community Center on Patrick Henry Drive or the Radford Recreation Center on George Street in Radford for showers after the dinner hour. The Host congregation will arrange transportation.
Toiletry Kits – check if needed
Fill zip-lock bags with soap, deodorant, shaving cream, disposable safety razors, toothpaste, toothbrush, and washcloth. Also, make extras for new guests coming later in the week. This is an excellent project for the teens or children of your congregation or for a nearby congregation too small to provide shelter.
Religious Services
Your congregation may hold any type of religious service for your guests including Bible study and prayer meetings. However, do not push any guest to attend. Please hold religious functions in separate rooms, never in your sleeping areas or in your dining areas during mealtime.
Clothing Closets
Volunteers are usually eager to donate used clothes for your guests. This is a decision to be made by each host congregation, as TOH has no way to transport or store clothing. If you decide to accept donations and set up a clothing area for guests, please put clothes in a separate room. Please refer guest requests for clothing to TOH Staff, as they can provide guests with a voucher to the MCEAP Thrift Store in walking distance from the Intake site.
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A Word about Videos/DVDs
Movies and videos viewed in the living area must be chosen by the church or by TOH. Individuals may watch videos alone on their computer using earphones. Please do not leave your videos lying around.
Guest Laundry
Guests will be given the opportunity to do their laundry at The Drop-In Resource Center at Fieldstone Church most Tuesdays, Wednesdays, and Thursdays form 10:00 am – 2:00 pm.
Haircuts
You may contact local barbers, or ask barbers or stylists in your congregation to make their services available.
Other Ideas
You can help your guests write their resumes, collect used rolling luggage from your volunteers to give to guests, bring sewing machines for repairs and alterations, provide an iron and ironing board, provide good clothes for job interviews, and help with taxes in February and March. You may want to provide access to volunteer nurses and doctors from your congregation.
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OVERNIGHT
Lights Out
If they are still on, all lights should be turned off in the sleeping area no later than 11:00 pm. Exceptions may be made on special occasions such as holidays and special sporting events.
Overnight Volunteers
It is essential that the Host Congregation has two volunteers present (one must be male) from 9:00 PM until the guests’ departure in the morning. We need these volunteers to serve as representatives of your congregation and for an extra safety factor. They will be able to sleep and the staff member will be awake all night. Volunteers should sleep in close proximity to the guests and staff. If there is a crisis between 11 PM and 5:30 AM, the TOH staff member will awaken the Host overnight volunteer, and the staff member will be in charge while the crisis is taken care of. In the morning, host congregation volunteers will help with breakfast, pass out bag lunches and secure the building after guests and staff have left. Adult couples often work well.
TOH has an “Overnight Volunteer Checklist”. The Overnight Volunteer should check off everything on the list before going to sleep.
Overnight volunteers may bring their own bedding and cots or air mattresses. Overnight volunteers know of the regular morning pick-up time, but they need to know that traffic, weather or mechanical problems can cause a possible delay. Volunteers need this information in order to make the necessary alternate arrangements at home or at their job if there is a delay in leaving the shelter.
MORNINGS
Wake-Up Time
It is best to have coffee or hot water ready and breakfast items set out before guests are awakened. TOH staff begin to wake up guests at 5:45 AM. TOH guests will be woken up at least 45 minutes before the transportation is due or 45 minutes before you send them out. Guests depart from the facility at 7:00 AM every morning.
After the Guests have left
When every guest has left, volunteers should check the sleeping area and restrooms for anyone left behind. No guest should ever be left behind. Volunteers can secure the building. 14 | P a g e
THE LAST MORNING
Guests should use this time to help fold cots and blankets and to stack pillows.
Cot Drop-off Time
The Transition Coordinator from the active Host congregation contacts the next congregation’s Key Coordinator listed on the Master Schedule by Wednesday evening to arrange a time to deliver the cots, linens, etc., on Saturday morning. Cots, clean linens, pillows, leftover food, toiletry kits and other TOH materials must be moved by the Host congregation to the next Host Congregation. Ensure unused pillows, linens, towels and any extra cots are brought out of storage and left with pillows, cots, clean linens and blankets for your transfer team. PLEASE have an adequate number of volunteers present to help load and unload.
Dirty Linens
The Host congregation Laundry Coordinator will provide volunteers to pick up and take linens to the Laundromat or to launder the linens in their homes on Saturdays.
At the completion of your turn to host, deliver the clean linens to the next host site. Please note: Linens should be done once per week even if you are hosting two consecutive weeks. Guests are responsible for their personal laundry.
Discarding Guest Possessions
TOH and our congregations DO NOT transport belongings for guests. Exceptions are made ONLY for hospitalization and emergencies. Only TOH staff may authorize exceptions. All other belongings left behind must be disposed of, in any manner you desire. Please do not transport these items to the next church.
List of Items Transported By Host
Sheets Cots Blankets Pillows First-Aid Kit Box Storage crates Unused Toiletry Kits *NOTE- Food will NOT be transported between hosts sites
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MEDICAL CARE Please inform the TOH Staff of all medical situations for volunteers and guests of which you are aware.
First-Aid Kit
To Our House has a First-Aid Kit that travels from site to site, but it’s a good idea for each host congregation to have its own First-Aid Kit available as well. The kit could contain bandages, antiseptic and also over-the-counter medicines such as aspirin, Tylenol, antacids, Pepto Bismol, cold and cough medicines and athlete's foot cream. The TOH First-Aid Kit includes bleach and disposable gloves for body fluid clean up.
NOTE: TOH staff are trained and expected to handle body fluid clean-up.
Medications
The guests will keep their own medicines and will take them when they are scheduled to.
No volunteer will be asked to become involved with a guest’s medicines. If a guest asks for an aspirin or other things from the First-Aid Kit, ask the To Our House staff to handle the request.
Needles To Our House First-Aid Kit contains a sharps container for needle disposal.
VOLUNTEERS SHOULD NEVER HANDLE ANY NEEDLES. INFORM THE TOH STAFF IMMEDIATELY IF YOU FIND ANY IMPROPERLY DISCARDED NEEDLES.
Medical Emergencies Staff will call 911 immediately for any guest becomes seriously ill or injured at your site.
If you are able, assure the guest that a bed space will be held for them.
Chronic Health Problems Some guests may have chronic problems that flair-up from time to time.
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APPENDIX
HOST KEY COORDINATOR 18 OVERNIGHT VOLUNTEER CHECKLIST 20 IN-CHARGE VOLUNTEER CHECKLIST 22 HOST VOLUNTEER DESCRIPTIONS 23 TOH HOUSE RULES FOR GUESTS 26 TOH LIABILITY INSURANCE 27 TOH EVALUATION 28
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Host Congregation: Key Coordinator
Very Early Planning Phase:
Become familiar with TOH materials. Communicate and coordinate with your Pastor and governing bodies of your church. Give the pastor a copy of the TOH materials as you feel necessary. Well before the week(s) of hosting, write a letter to your town requesting verification that your church is zoned for or will have a special use permit for this activity. Arrange a site visit with your town to be sure that the building is up to code. The town will send someone to verify fire safety. See reference sheet for names, addresses, and phone numbers related to the towns we serve. If your church has a van, please plan to use it. Fieldstone Methodist has a van that TOH can use. Provide Fieldstone ([email protected]) with the names, birthdays and driver license numbers of your drivers. Fill out the NRCA’s form for addition insurance coverage if needed. Educate the congregation about To Our House. Perhaps make a presentation for congregation, or ask TOH to do so. Put information in bulletin insert, newsletter, letters to men’s group(s), women’s group(s) Recruit Coordinators (or do this work yourself) o Intake Center Coordinator, Transportation Coordinator who works with Intake Coordinator(to find drivers of the Fieldstone van, In-Charge Coordinator, Overnight Volunteers Coordinator, Transition Coordinator (from previous site and to next site responsibilities) o Work with Coordinators to recruit their volunteers.
Planning Phase:
Schedule:
o Work with Coordinators to create schedules. o Oversee your volunteer schedule using the Master Scheduling Form. You may take multiple responsibilities yourself if that seems right. o Obtain the Support Organization’s schedule of volunteers and include their information on the Master Schedule. o The Master Schedule should be complete the Tuesday before you host.
Volunteer Form: o Have each volunteer print information for the Volunteer Registration Form legibly. The form includes the volunteer’s name, address, email, home phone, cell phone, affiliation, and emergency contact information. o Obtain all Support Congregation/Organization’s Volunteer Registration Forms. o Add your congregation’s emergency numbers.
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Coordinate Responsibilities:
o The Laundry people will need to set up their own schedule and ways of delivering soiled and clean laundry. o Arrangements will need to be made for exchanging the church or other site key for entry and locking up. o Put together toiletry kits if needed. o Meet with and coordinate all responsibilities of Host Congregation and Support Congregation volunteers serving at the same time at the shelter. See if anyone can organize haircuts, mending and sewing, nurse or doctor visits, attorney visits, anything that will help the men. But be sure to discuss with TOH staff before providing.
Hosting Phase:
Ensure you have the transportation schedule. Be sure Overnight Checklists and In-Charge Checklists are in the kitchen on clipboards. Be sure the Volunteer Log is available in the kitchen. Let the staff know where these items are. Post Master Schedule in the kitchen. Provide cigarette butt can for outdoor smoking. Determine where circuit breakers are for your site, and be sure overnight volunteers and staff know where they are. Support TOH staff in communicating to volunteers that the guests like and respond well to a consistent routine. To make for a smooth transition, staff maintain the same rules, regardless of the facility. Volunteers should follow the staff’s lead if any question about procedure or rules arises. During your week(s) of the shelter, check in with your In-Charge volunteer and Overnight volunteers and other coordinators to see what they are hearing from their volunteers. Ask your coordinators to keep in contact with you. Follow up with anyone who has serious questions or concerns. Let TOH know if there is a problem they should address. Be sure you have the emergency phone numbers for your volunteers and for TOH staff and staff supervisor. Be sure that your volunteers have the emergency numbers. Work closely with the Transition Coordinator and Laundry Coordinator. Be sure communication with the next Host is happening by mid-week with regards to delivering cots and materials, and clean linens, establishing a time for delivery.
After:
Check toiletry kits, making sure there are 20 complete kits at the transition after your hosting time. Have a follow-up session with all the volunteers from both the host and support congregations to celebrate the week(s) you have worked together. Provide a time to talk about what went well and what might have been better. Be sure that everyone has filled out an Evaluation Form (the last page in Volunteer Guidelines).
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OVERNIGHT VOLUNTEER CHECK LIST
CONTACT INFORMATION:
YOUR CHURCH Name………….Phone
(alarm, water issues, building problems)
TO OUR HOUSE- Carol Johnson, Staff Supervisor 540.200.5053
___Check in with the In-Charge Volunteer. Sign in Volunteer Log. Make name tags.
___Complete Volunteer Registration Form if you haven’t already.
___Get the keys from the In-Charge Volunteer.
AT NIGHT
___Check that lunches have been made by support congregation. If not, pack lunches.
___Set up the coffee pot for breakfast.
___Lock the pantry door if needed.
___Lock the kitchen door if needed.
___Lights out at 11:00 pm (and TV is turned off). Lock the outside door to the building
___Keep the keys with you overnight.
___Check the bathroom and clean anything that needs cleaning.
IN THE MORNING
___Set out breakfast food (juice, milk, other designated foods in kitchen).
(TOH staff will handle the 5:45 am wake up.)
___CLEAN UP THE SERVING AREA AND THE KITCHEN.
___UNPLUG COFFEE POT AND RINSE IT OUT.
___Have the guests clean up the tables and area around them.
___Have the guests tie up and place full garbage bags at specified location.
___Make lunches available for the guests who want them.
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AFTER MEN LEAVE FOR THE DAY
___Check for stragglers. NO GUEST SHOULD BE LEFT IN THE BUILDING.
___Secure the building.
___Leave the keys where Key Volunteer has instructed you to leave the keys.
THE LAST MORNING
Have Guests…
___Remove bedding from cots.
___Place sheets and pillowcases in large plastic garbage bags and leave by the door.
___Place blankets in large plastic garbage bags and leave by door.
___Place pillows in large plastic garbage bags and put with the cots.
___Fold and stack cots.
___Help sweep and clean area.
GUEST MUST TAKE ALL OF THEIR POSSESSIONS WITH THEM ON TRANSITION SATURDAY WHEN THEY LEAVE. THE TOH STAFF WILL TAKE CARE OF ITEMS BELONGING Of MEN WHO DID NOT SPEND THE NIGHT FRIDAY NIGHT
ON TRANSITION SATURDAY, BE SURE:
To bring the following near the door to be transported:
___Extra sheets, pillowcases, blankets and other linens
___Toiletry bags & extra toiletries
___TOH materials
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IN-CHARGE VOLUNTEERS’ CHECKLIST
ARRIVE AT SITE BY 5:30PM AND STAY APPROXIMATELY UNTIL 9:15PM Unlock the door upon arrival and leave unlocked Find and wear your name tag Sign-in in the Volunteer Notebook Start the large pot of coffee in the kitchen Introduce yourself to the TOH staff and “Guests” when they arrive at the center Greet Support Church Volunteers when they arrive for dinner preparation Help them with name tags if needed Remind them to sign-in in the Volunteer Notebook and to complete their Registration Form if they haven’t already Help with set-up for dinner and get the Guests involved if possible Help with clean up after dinner and get the Guests involved if possible (sweep floor, wipe tables, put tables away, etc.) The Guests may watch TV: news, sports events, appropriate programs, movies chosen and provided by your church Make the snack available 8:00 to 8:30ish depending on when dinner is finished Periodically check the bathrooms for cleanliness. Make sure that there is a spray can of Lysol and antibacterial soap in the bathrooms Be available for assistance during the evening Let the TO OUR HOUSE staff know about and handle any problems Requests for clothing should be handled by the TOH staff WHEN THE OVERNIGHT VOLUNTEERS ARRIVE
Greet and introduce them to the staff and Guests Have them sign the Volunteer Notebook Have them get and wear their name tags Key: Pass on any information that they might need to know concerning the facility and the Guests Give a tour of the facility Show them where the breaker box and cleaning supplies are located Go over lunch (bag lunches for the guests) guidelines Show them which foods to put out for breakfast
GATHER UP YOUR PERSONAL ITEMS, SAY YOUR GOODBYES/GOODNIGHTS AND HAVE A SAFE DRIVE HOME.
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Host Volunteer Descriptions:
Male Intake Volunteer (5:00 PM – 6:00 PM) Arrive at Intake Center at 5:00 PM.
Directions to the Intake Center, 110 Roanoke St., Christiansburg o Out of Blacksburg take 460 BR towards Christiansburg. o Follow 460 until it merges onto N. Franklin St. (US 460-BRE) toward downtown o Keep on North Franklin. o Turn left on E. Main St. (US 11/ US460-BR). o Take second right onto Roanoke St. (US11 / US 460-BR). o 110 Roanoke St. is on the left (across from Hardee’s). You might notice the sign indicating MCEAP or NRCA – they are both in the same building. There is also a TOH sign. Introduce yourself to the staff member present, and ask what you can do to help. Generally you will look around and see what needs to be done. Take initiative. Be conversational with the men. When the transportation arrives, let everyone know to board the bus or van. You are done with your responsibility when the bus or van leaves.
In-Charge Volunteer (5:30 – 9:00 PM) -Unlock the door when you arrive if not already open. -Be on site from 5:30 PM until about 9:00 PM. -Identify yourself to the TOH staff. -Find and complete the In-Charge Checklist. -Be sure you have the Emergency Phone Numbers for your church, your volunteers, and TOH in case of an emergency. -Make contact with all volunteers who arrive during the evening. -Remind volunteers to sign in each night and pass on any information. -Know the roles of host and support volunteers during this time. You are in-charge of the volunteers during this time. Be available for assistance during the evening. -When the men arrive, welcome them. If anyone is new to the shelter, be sure they get a toiletry kit and a cot. Show them around the facility. Staff will assist with the welcome. -There is no phone available to the men. -Offer to let one of the guests say the meal blessing, or say it yourself. -Find out from staff how many late guests there will be and let meal volunteers know so that plates can be fixed and set aside. -Guests may smoke in designated area with schedule determined by staff. -Periodically check the bathroom for cleanliness. -Make sure that there is a spray can of Lysol in the bathroom.
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In-Charge cont.
When the Overnight people arrive: -Give them the key. Remind them to keep the key on their person, and to leave the key wherever your church has decided to leave a key. -Have them start an overnight checklist sheet found on clip board in kitchen. -Show them which foods to put out for breakfast. -Show them where the vacuum cleaner, broom, and other cleaning tools are. -Pass on any pertinent information about the guests. -Let the To Our House staff know about any problems. Let them handle the problem. -Staff handles distribution of toiletry items that need to be replaced. -Requests for clothing should be referred to the To Our House staff. We are giving out no clothing except the socks in the toiletry bags. If guests need clothing we will arrange for a voucher at the MCEAP Thrift Store. If your church has a clothing bank in-house, let staff know. -All volunteers (except overnight) should be gone by 9:00 pm. -Temperature should be at least 70 when the men are on site.
Overnight Volunteers (9:00 pm – 7:00 am) -TOH Staff will handle all emergencies. -Two volunteers (one must be a male) must be on site from 9:00 PM until the guests’ departure in the morning (about 7:00 am). A TOH Staff member will also be present. -You may bring your own sleeping bag or air mattress, sheet, blanket, pillow, alarm clock, and flashlight. You will sleep in your street clothes in the space provided. -The TOH Staff member must know where you are and have quick access to you in case of an emergency. -Introduce yourself to the TOH Staff member and In-Charge Volunteer upon arrival. -Locate the Overnight Checklist located in the kitchen, and check off each item. -One volunteer should get the key from the In-Charge Volunteer and keep it until in the morning. Then, place the key in the pre-determined location for your church. - Arrange to make fresh regular coffee for morning. -Lights out at 11:00 pm. (Staff takes care of this). Lock the outside doors to the building. -Set out breakfast food (coffee, juice, pastry). The guests have enjoyed a hot breakfast now and then. This is an option of the Host Congregation. -Wake-Up should be at 5:45 am. (TOH staff will handle this). -Clean up the serving area and the kitchen. Have the guests tie up and place full garbage bags by the door or in outside outdoor trash receptacles. -Time of departure is 7:00 AM. -Guests may leave their belongings at your site, except on the Transition Saturday. -TOH cannot be responsible to transfer guests’ personal belongings to the next site.
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After Men Leave for the Day: -Check for stragglers. No guest should be left behind in the building. -Secure the building. -Be sure soiled laundry is at the location determined by the Laundry team. -Leave the key at the designated location.
Transition Saturday Morning: -Ask guests to assist with removing bedding from cots. Have them place sheets and pillowcases in large plastic garbage bags and leave near the door. Place quilts and pillows in separate plastic garbage bags for each man, and leave -Help sweep and clean area and arrange for Sunday morning. GUESTS MUST TAKE ALL OF THEIR POSSESSIONS WITH THEM ON TRANSITION SATURDAY AT YOUR SITE. Staff will take care of any items of guests who did not stay Friday night.
Laundry and Linens Volunteers (During the day – at home or at Laundromat) -Arrange a schedule that works for you. -Pick up dirty laundry. Occasionally, there may be a few pillowcases or sheets – they can be done with the towels. -You may want to use protective gloves (latex or dishwashing gloves) when handling -Sheets, pillowcases and towels should be washed in hot water. -Each Saturday wash and dry all linens (sheets, pillowcases – NOT quilts). -Quilts should be laundered when a guest leaves the shelter completely. -On Transition Saturday be prepared to send ten complete sets of clean linens (sheets, pillow cases, blankets). TOH has 20 complete sets of linens so that laundry does not have to be done on Transition Day. You may clean any leftover, dirty linens by the following Tuesday and deliver to the next site, if you prefer. *Guests are responsible for their personal laundry
Transition from-one-Host-Site-to-Another Volunteers (The time of delivery of transition materials is determined by the Key Coordinators from the host who has just housed the shelter, and from the host who will be receiving the materials for the upcoming week of the shelter) First Saturday of being Host Site: -The previous Host Site will deliver about ten cots and bedding at the time arranged by your Transition Coordinator. Help unload everything brought from the previous site. There is a lot of materials delivered in addition to cots and bedding. -A folding chair should be placed between each cot. -Make up each cot with two sheets, pillow, pillowcase and blanket. Last Saturday of being Host Site -Deliver cots, linen supply, office supplies, toiletry kits, and all materials from your site to the next Host Site at the time arranged by the Transition Coordinator. -Deliver clean linens after doing laundry at the time arranged by the Laundry Coordinator.
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TO OUR HOUSE – HOUSE RULES
WEAPONS: Weapons are not allowed. Box cutters, screwdrivers, pocketknives, etc., must be given to staff at Intake.
ALCOHOL / DRUGS: The use or possession of alcohol or illegal drugs at Intake or shelter sites is strictly prohibited. Suspicion of this violation could lead to dismissal.
BEHAVIOR Uncontrollable, disruptive or destructive behavior of any kind will not be tolerated.
VIOLENCE: Threats of physical violence towards staff, volunteers, or other guests is not tolerated. Physical violence will result in a 911 call and immediate removal from the TOH shelter.
GUEST VISITORS No visitors on church property, including the parking lot.
NOTE: Anyone violating any of the four above rules will not be permitted to return to To Our House at any time in the future.
LEAVING THE SITE: Anyone leaving the shelter during scheduled hours will not be allowed to return that night.
LANGUAGE: Verbal violence is not tolerated. Threatening or abusive language is not allowed. Please avoid cursing.
SMOKING: Smoking is only allowed in designated areas and at designated times at Intake and at shelter sites. Guests must clean up after themselves, leaving no butts on the ground. Violation of this rule could jeopardize the smoking privilege for everyone.
PERSONAL BELONGINGS: All guests are limited to two bags. Belongings left behind without staff approval will be discarded. For your safety and the safety of others, we reserve the right to search personal belongings of our guests.
APPROPRIATE ATTIRE: Guests are required to sleep in appropriate attire. Shirt and pants must be worn at all times.
SHELTER RESPECT: 1. Guests must respect the property of others. 2. Guests must be considerate of other guests, staff, and volunteers. 3. Headphones must be used with radios or other electronic devices. 4. Each guest is responsible for helping to keep the shelter, the bathrooms, and the smoking area clean. 5. Guests must limit their use of the bathroom if others are waiting. 6. Only quiet behavior after lights out at 11 PM until 5:45 AM. 7. Guests must leave the shelter by 7:00 AM.
Due to limited space and resources, the continued participation of current guests could be re-evaluated; factors which may be considered include but are not limited to level of need, behavior at the host sites, and progress toward individual guest goals.
TO OUR HOUSE reserves the right to suspend guests who do not comply with House Rules.
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As the fiscal agent for To Our House (TOH), New River Community Action has liability insurance to cover the TOH program. New River Community Action can add a TOH sheltering facility to our policy as an additional insured at no cost.
To request this designation, please send (e-mail or postal) the following to Terry Smusz:
Name of facility Address Approximate square footage to be used in TOH service TOH service dates
Please do not hesitate to contact Terry if you have questions.
Thank you for your service to TOH!
Terry D. Smusz Executive Director New River Community Action, Inc. 644 West Main Street Radford, VA 24141 (540) 633-5133 ext. 416 (540) 633-2585 (fax) [email protected] www.newrivercommunityaction.org
New River Community Action's mission is to promote and support the well-being and self-reliance of individuals, families and communities.
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TO OUR HOUSE EVALUATION
Feedback from you and your volunteers is also very important. We use this information to evaluate employee performance, program effectiveness and quality of volunteer experiences. Be sure to fill out the Evaluation Form at the end of each week you host. The Evaluation Form is attached for your use.
To Our House THANKS YOU – with all our heart!
Finally, in the midst of all your dedicated and hard work, please remember to have fun during your week of TOH. Help others to see it as a time of education, humility, and reflection. From all of us at TOH, we offer you our deepest and most sincere gratitude. Thanks to you, homeless individuals are shown hospitality and hope, receive respect and dignity, experience a safe and warm environment for the night, and share food and fellowship with each other and your congregation. Thank you!
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To Our House EVALUATION FORM
CONGREGATION: ______
HOSTING DATES: ______
Person completing evaluation: ______
PLEASE ASSIST US IN EVALUATING TOH STAFF PERFORMANCE Overall how would you rate the staff? Poor Fair Average Good Excellent
Did the staff maintain order among the guests? Poor Fair Average Good Excellent
Did staff actively seek interaction with volunteers and guests? Poor Fair Average Good Excellent
Was the staff caring toward the guests? Poor Fair Average Good Excellent
PLEASE ASSIST US IN EVALUATING THE PROGRAM Rate your volunteer experience this week: Poor Fair Average Good Excellent
Is there anything TOH could do to make your job easier?
Were there any difficulties or concerns about guests?
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PLEASE ASSIST US IN RECORDING VOLUNTEER ACTIVITIES Did any other congregation or outside group assist you?
Other comments: (if needed, please use back of page)
Please complete this form at the end of your volunteering each week and give it to:
a To Our House staff member or the Key Volunteer from your congregation.
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