Motown Mission Experience Information Materials
MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS
MOTOWN MISSION EXPERIENCE
GROUP LEADER INFORMATION PACKET
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS
GROUP LEADER INFORMATION PACKET
TABLE OF CONTENTS
PLANNING FOR YOUR TRIP Staying In Touch with Motown Mission…………………………… 3 Registration Timeline...... 4 Travel and Transportation Arrangements ………...... …. 5 Preparing With Your Group………………………………………… 6 Packing Notes...... 7
ON YOUR TRIP General Week Schedule……………………………...... 8 Group Packing Checklist...... 9-11 Individual Packing Checklist...... 12 Participant Info Form & Medical Form...... 13-14 Rules and Expectations...... 15-16
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS STAYING IN TOUCH WITH MOTOWN MISSION
OUR WEBSITE: Is the first step for finding information and answering questions
www.motownmission.org
CONTACTS: In case you do not find the answer you need please feel free to contact us at:
Carl Gladstone - Director Metropolitan UMC – Front Office 313.718.2275 313.875.7407 [email protected]
LOCATION: 8000 Woodward Ave, Detroit, MI 48202 Motown Mission is hosted at Metropolitan UMC on Woodward Ave just North of Grand Boulevard.
Parking lot is accessible from Chandler St. on the South side of the building.
WE NEED TO HEAR FROM YOU IF: · Your contact person changes. · Your group size changes. · Your trip date changes. · You want to cancel your trip. · You need to know what your balance is. · You have any questions.
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motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS REGISTRATION TIMELINE
The Motown Mission Experience registration process is as follows:
1. Complete the registration form online ( motownmission.org/register )
2. Send in your per person deposit via motownmission.org/register OR with a check. Make checks out to: "Motown Mission Experience", 8000 Woodward Ave, Detroit, MI 48202.
3. To start the process by receiving an invoice, fill out the Group Info Form at motownmission.org/groupinfo
4. Download and collect one Participant Information Form for each of your Motown Mission participants. Form available for download at motownmission.org/downloads. Submit pdfs of collected forms as attachments via email to [email protected] – this is our preferred method!
5. Your $200 per person remainder is due upon arrival. Total cost of Motown Mission is $289 per person for Early Bird registrations before December 1, or $299 for regular registrations.
Once we receive your registration materials, we’ll process it and contact you. We must have both your application and deposit before we can confirm your group’s Motown Mission week.
Item Amount Date Due Early Bird Deposit $89/person With Registration, Prior to December 1 Regular Deposit $99/person With Registration, After December 1 Remainder $200/person Upon arrival at Motown Mission . Your deposit will be refunded only if we cannot schedule your group. This fee can not be refunded if you cancel your participation. Unused deposits can be transferred to cover remainder balances for your group. OTHER DATES December 1 REVGO.org fundraising tool available to registered groups.
March 30 All Registrations + Deposits due All Group Info Form submissions due
April 30 Work plan sent to Groups for review Update on group numbers due to Motown Mission staff Study/Preparation materials available to participant groups
30 Days Before Trip Participant Information Forms due – (pdfs submitted via email attachment preferred) Final group numbers due Final instructions, directions, work plans sent to Group.
Upon Arrival Final $200/person payment due ###
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS TRAVEL AND TRANSPORTATION ARRANGEMENTS
Plan your travel so that your group will arrive at Metropolitan United Methodist Church between 3:00 and 5:00 p.m. on Sunday. If you have to arrive late, it can be difficult to fit in all of the prep information that you’ll need to get started on your first day at the work site, so it is important to notify the staff of any deviations to your schedule.
On departure day (Saturday), everyone will pack up and head home between 7 am and 10am Some groups elect to depart earlier due to the length of their drive home. We encourage everyone to move out without too much delay so that the staff can prepare for the next group that will be arriving. They need time to get prepared and rested themselves.
When you arrange for your transportation, please plan to have one vehicle for each work crew (about 6-12 people). This is preferable to one large vehicle (like a motor coach or school bus) because the work sites may not be in close proximity to each other and Motown Mission does not have extra transportation available. If your group requires a big bus to get to Detroit, please call us so we can make special arrangements with you.
Vehicles should be able to transport 6-12 people each, along with tools, equipment, coolers, lunches, and building supplies or materials to the worksites each day.
When groups come with vehicles that are not capable of hauling supplies to the worksite, they should be prepared for possible delays in receiving what they need for their project. The summer staff can make deliveries, but since they must make multiple site visits there is no guarantee of timing on their arrival.
Each vehicle should always have a copy of work plans and contact information, copies of Participant Information Form for those in your crew, Motown Mission staff phone numbers, and a first aid kit.
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motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS PREPARING YOUR GROUP
Your group reservations will only be confirmed once you have submitted your group application along with the deposit.
Pre-trip planning with your team should include the following. Many document downloads are available at motownmission.org/downloads to help you in this process. Fundraising (see revgo.org) Packing Checklists, Travel Arrangements Group Info Form submission Project Plan review Pre-trip Bible discussions Participant Information Form gathering
REVGO Fundraising Now groups can use revgo.org to raise support for their trip from home church, family, and friends. Group leaders can start a project on the site in connection with Motown Mission and all donations given there will go directly to lower your group costs.
Rules & Expectations It is important to allow time in the early stages to develop your group as a team. Time spent together and shared information will strengthen the bond and readiness of all team members. When you do your team building, you will need to include a review of Motown Mission Expectations, Rules, and Regulations. All volunteers must have read that document prior to the trip.
About Detroit Take time to review materials and learn about the local Detroit culture. The project area will likely be culturally diverse and distinct from that of the volunteers, so your group should plan to listen and learn, be open to new ideas, and be capable of making adjustments to the local culture of Detroit.
Metropolitan UMC Motown Mission staff has overall responsibility for all activities at Metro UMC. So, all volunteers must plan to participate in the activities directed by staff including meals and chores, as well as the evening programs that are conducted each night. Volunteers are expected to help keep the center clean, help with loading and unloading of building materials, and to keep the tool and supply area organized. Please review this with your team prior to travel. ###
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS PACKING NOTES!
EACH WORK CREW SHOULD ALWAYS HAVE: 1) A fully equipped First Aid kit 2) A good size cooler to carry ice, drinks and lunches 3) Water jugs/bottles/coolers
EACH CHURCH GROUP IS INVITED TO BRING: 1) Musical instruments and favorite songs 2) Recreational equipment - both indoor and outdoor 3) A devotional to share at your center
EACH INDIVIDUAL SHOULD BE SURE TO BRING: 1) Enough appropriate clothing. (Laundry facilities are NOT available) For WORK: Pack inexpensive clothing you would not mind getting really dirty or trashed. Shirts with sleeves are required and long pants are encouraged at all times at the work site. Shorts should knee length. Close-toed shoes should be worn at the work site. No flip-flops, sandals or open-toed shoes. For LEISURE: Pack comfortable, modest clothing for non-work time and at the church. Shirts with sleeves are encouraged. No short shorts are permitted. No clothing with negative or offensive messages is permitted.
2) Basic tool list for each volunteer. The following are helpful for each volunteer to have. Please label all personal tools with your name. • Hammer, Measuring Tape, Eye Protection / Goggles / Safety Glasses, Ear Plugs, Work Gloves, Nail Apron and/or Tool Belt.
3) Other recommended items for individuals. • Air Mattress or cot, Personal toiletries: (pack liquids in plastic bags), Soap/deodorant/ shampoo/toothbrush/ toothpaste/etc., Towels & washcloths, Showering shoes, Sleeping bag/pillow, Water bottle, Sunscreen, Flashlight, Pen and paper, Fans
General Guidelines: Please remember that you are representing a faith-based Christian organization. Your dress needs to be modest, sensitive to the culture, and safe.
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS GENERAL WEEK SCHEDULE
Sunday 3:00-5:00pm Arrive at Metropolitan United Methodist Church 5:00pm Orientation for Youth and Adult Leaders 6:00pm Dinner 7:30pm Opening Worship 10:00pm Rest Time
Monday – Friday (With one half work day which varies depending on Tigers schedule 7:30am Breakfast/ Pack Lunches 9:00am-4:30pm At the Work Site 4:30-6:00pm Chill Out / Shower Time 6:30pm Dinner 7:30pm Evening Program/ Devotions 10:00pm Rest Time
Half Day (Please check with us to confirm your half day before making excursion plans) 7:30am Breakfast/ Pack Lunches 9:00am-1pm At the Work Site 1:00-7:00pm Longer Detroit Excursion + Group Meal Out On The Town 7:30pm Evening Program/ Activities 10:00 pm Rest Time
Saturday 7:30am Continental Breakfast 8:00am-9:00am Pack and Clean Up 11am On the road!
We are looking forward to your group’s arrival and working with you to better the City of Detroit! ###
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS GROUP PACKING CHECKLIST
TOOLS Every team of 10-12 people in your group (roughly “a van load”) should bring the following recommended tools to be prepared for all the kinds of work you might do at Motown Mission. We recommend filling 5 gallon buckets with tools for each of the following project types: Construction/Deconstruction, Painting/Drywall, Landscaping/Greening. We realize that gathering all these suggested tools might be challenging, but the more of them you bring the easier it will be to succeed on the work site.
PER GROUP of √ TOOL NOTES 10-12 PEOPLE
ALL PARTICIPANTS
Safety Goggles 10 to 12 1/person is best
Work Gloves 10 to 12 pair 1/person is best
Water Bottle 10 to 12 1/person is best
First Aid Kit 1 per group
GARDENING / GREENING
Hatchet 1
Hedge Clipper 3
Hoe 3
Pick 1
Pruner - Hand 3
Pruning Shears 4
Rake - Gravel 2
Rake – Leaf 2
Saw - Pruning 1
Shovel (Flathead, Spade) 2
Trowels 5 Any type
HOME REPAIR / DECONSTRUCTION
Carpenter’s Level 1 - 2
Chalk Line 1 With chalk
Crow bar 3
Drill - Corded or cordless 1
Drill Bits 1 set For wood and masonry
Electric Adapter 2 2 prong to 3 prong
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS
Extension Cord 1 50' +
Hammer 7 16 oz +
Measuring Tape 3 16' +
Pliers 3 Various
Saw - Hack 1
Saw - Hand 1
Screwdrivers - Flat 2
Screwdrivers - Phillips 2
Sledge Hammer 1 10 lb.+
Socket Wrench Set 1
Square, or Speed Square 2
Tin Snips 1
Utility Knife 2
Wood Chisel Set 1
Wrecking Bar 1
PAINTING
Drop Cloth 2 For painting
Paint Brush - Thin 3
Paint Brush - Wide 4
Paint Roller 3
Paint Roller Pad 6
Paint Scraper 5 Wide and thin
Paint Tray 3
Putty Knives 3
Rags 10 Bring them clean
Scrub Brush 1
Utility Knife 2
OPTIONAL ITEMS FOR SHARING Items checked out by any group that might need them on a given workday.
Bucket with lid 5 gal, for mixing paint 2
Axe 1
Hoe 1
Hoe – Grubbing 1
Ladder 1 8 ft.
Ladder-Extension 1 20 ft.
Mattock 1
Pencil Point Bar - Sounding rod 1
Post Hole Digger 1
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS
Rope/Ratchet strap At least 2 To tie down ladders
Saw - Circular 1 With extra blade(s)
Swing blade 2
Reciprocating Saw 1
Wheel barrow 1
OTHER ITEMS For every 10-12 people (or approx. 1 van load) your group should bring the following items to be prepared for other activities, duties, scenarios, etc.
√ ITEM Per Group of 10-12 NOTES Cell Phone 1 At least 1 per van Cooler - Ice Chest 1 For bag lunches Cooler - Water 1 5 gallon Fans - Box or Rotating 2 Sometimes even MI gets warm First Aid Kit 1 Games, Playing Cards 2 to 3 Laptop/Internet Connected Device 1 For blogging/emailing about trip Map of Detroit / GPS 1 Medical Information Forms - Copies 10 to 12 1 for each person in team Sunscreen 2 Bottle/Can
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motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS INDIVIDUAL PACKING CHECKLIST
TOOLS Every individual should try to bring the following tools if they are available to them. These help work projects go more smoothly as more people can keep working throughout the day.
√ TOOL NOTES Hammer 16 oz + Measuring Tape 16' + Paint Brush Various Paint Scraper Wide or thin Pliers Various Safety Goggles Screwdrivers phillips and flat Work Gloves Nail Apron and/or Tool Belt
OTHER ITEMS The following non-tool items are important for each individual to bring as well.
√ ITEM NOTES Close-toed shoes or boots Worksite Long pants Worksite Safety Goggles/Glasses Worksite Sunscreen Worksite Water bottle Worksite Air Mattress or Cot Accommodations Sleeping Bag or Bedding Accommodations Shower shoes, gym shoes, or sandals Accommodations Soap, Shampoo, and Other Toiletries Accommodations Towel Accommodations Bible Program Board Games, Playing Cards, etc Program Football, basketball, boomerang, etc Program Musical Instruments Program Notebook or Journal / Pen or Pencil Program Any item with inappropriate or offensive content DO NOT BRING! Drugs or Alcohol DO NOT BRING! Firearms DO NOT BRING! Fireworks DO NOT BRING!
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motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS PARTICIPANT INFORMATION FORM
Name Date of Birth Sex Male Female
Parent/Guardian Name Have you attended Motown Mission before? Yes No
Age (during Motown) Age Level / Grade in Fall T-Shirt Size (s, m, l, xl, xxl, 3xl)
Address (Street) City State Zip
Home Phone Cell Email
Work Experience (Please check the boxes below that indicate your experience in each of the following areas.)
Some/Volunteer Experience Professional Experience Carpentry/Rough Construction
Concrete/Masonry
Drywalling
Electrical
Flooring
Painting
Plumbing
Roofing
Personal Commitment: I agree to participate in all work skills and servanthood preparation activities with my youth group. I also agree to participate fully in the Motown Mission program, including the work projects and planned programs. I understand a Christian atmosphere and attitude is expected during the program, both at the church and at the worksite. I agree to conduct myself in such a manner and abide by the rules and directions of the Motown Mission leadership. (Please check the box below to indicate your willingness to participate in this way.) I Agree.
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS EMERGENCY MEDICAL FORM * Please attach a copy of your medical insurance card to this form, and return to your group leader. Group leaders please return your group's forms to the Motown Mission office at 8000 Woodward Ave., Detroit, Michigan 48202. Medical Insurance Company Name Insurance Company Phone
Company Address (Street, City, State, Zip Code)
Policy Number Policy Holder's ID # Relationship to Policyholder
Emergency Contact Name: Day Phone Evening
Cell Phone Emergency Contact on trip? Date of last Tetanus shot Yes
Medication(s) you CURRENTLY take (prescribed & over-the-counter – please list all)
Medication(s) you CANNOT take
Any Allergies, Dietary Restrictions, and/or Other health problems or concerns
Medical Release: I (we) am (are) the parent(s) or legal guardian(s) of this participant, and hereby grant my (our) permission for him (her) to be transported to a doctor or hospital and hereby authorize medical treatment, including but not limited to emergency surgery or medical treatment, and assume the responsibility of all medical bills. I Agree.
Media Release: I hereby consent to the participation in interviews, the use of quotes, and the taking of photographs, movies or video tapes of the Student named above by Motown Mission staff. I also grant the right to edit, use, and reuse said products for non-profit purposes including use in print, on the internet, and all other forms of media. I also hereby release Motown Mission and its agents and employees from all claims, demands, and liabilities whatsoever in connection with the above. I Agree.
Signature of Parent or Legal Guardian (if under 18) Date
Signature of Participant Date
* Please attach a copy of your medical insurance card to this form, and return to your group leader.
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS RULES & EXPECTATIONS
The Motown Mission Experience staff have overall responsibility for all activities. Directions given by MME staff are to be strictly observed.
Adult Leaders are responsible for their youth volunteers at all times while your group participates with MME. This includes enforcing all the expectations, rules, and guidelines of MME.
MME’s youth program is designed for students who have completed 6th - 12th grade. Heavy construction work will be reserved for High School students and older. Groups with younger participants only will be given projects according to the skills you report. Please use tools, materials, and resources responsibly while participating in MME.
Possession or use of illegal drugs or alcohol is not permitted at any time during MME. Participants choosing to break this rule will be asked to return home immediately at your family’s own expense.
MME staff will inform each group of any project site or accommodation site specific guidelines prior to your arrival.
Smoking or use of tobacco products is prohibited inside any MME accommodation site or at any work project site. If needed, a designated area will be identified for legal adults.
No pets are permitted at the MME accommodation site. If a new pet is acquired during the week, arrange to retrieve the pet on your way home.
MME follows the Detroit Annual Conference Protection Policy for Children, Youth, and Vulnerable Persons. Certification in this policy is required for the appropriate ratio of adults from youth groups from the DAC. Other youth groups will need to show proof of similar and comparable training from their respective churches, conferences, or adjudicatory.
To ensure privacy of all participants, no females are permitted at any time in the males’ sleeping area. Likewise, males are not permitted in the females’ sleeping area at any time.
Quiet hours will be established and followed by all participants at accommodation sites. Some exceptions to set hours will be made when special evening activities occur.
MME and participants will follow a “minimum 2 Adult Leader rule” in all of the following situations during the week of MME: • 2 adult leaders of the same gender as the youth participants in every room at the accommodation site.
motownmission.org/downloads MOTOWN MISSION EXPERIENCE INFORMATION MATERIALS
• 2 adult leaders with every work team • 2 adult leaders with any group during Detroit cultural excursions and evening activities
Appropriate attire will be worn at both the accommodation site and work site. This includes not wearing clothing with offensive language, clothing that is overly revealing, or clothing that is inappropriate for the expected work.
All volunteers (youth and adults) are expected to participate fully in the program of MME. Adults will have the opportunity daily to check in with MME staff to handle any situations that may need attention and to ensure that the week is going as best it can.
Participants will be asked to help in chores (meal prep, clean up, etc) around the accommodation site to make that run smoothly and efficiently.
Each work crew must provide their own transportation to and from their work site. It is recommended that each work crew have their own van. 2 adults must be present with each work crew at all times except if one adult needs to care for an emergency.
Working hours are approximately 9am to 4pm on full workdays, and 9am to 1pm on half workdays. Groups are encouraged to visit cultural centers of Detroit on halfday afternoons before returning to the accommodations site. Dinner on the half day is not provided by Motown Mission, this allows groups to have dinner at the restaurant of their choice or to cook dinner at Metropolitan UMC at their own expense.
We expect lunch to be eaten at the work site. This is an important opportunity to get to know the people you are serving. MME will provide brown bag lunches for groups.
MME asks that participants refrain from using cell phones and portable electronic devices at work sites.
Firearms, air rifles or pistols, BB guns, replicas of firearms or any kind of weaponry (or replicas) are not permitted at MME. Adults who have professional license to carry weapons are asked refrain from exercising that practice while at Motown Mission.
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motownmission.org/downloads