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The
Sheltering Tree Flagler County Family Assistance Center (FCFAC) |
TEAM TASKS
|
The
Sheltering Tree Flagler County Family Assistance Center (FCFAC) |
HOSPITALITY TEAM: 3 Volunteers
Volunteers will serve from 5:00 to 10:00 pm. or until the Overnighter Team arrives. Optional: The team may be split into two sessions, from 5:00 to 7:00 and 7:30 to 10:00 to cover designated times, with 2 or 3 people to cover each session. Hospitality team may also wish to combine with Supper Team from same organization.
Set up welcome/registration table and chair at entrance.
Ask volunteers to please sign in.
Offer each guest a ''Grace ba''; sign out towel and washrag
Set up tables and chairs for serving supper.
Set up amount of cots, mats, sheets and blankets necessary.
Check bathrooms for paper towels and toilet paper (one extra TP in each restroom), pump soap dispenser, and hand sanitizer.
Supply each bathroom with older towels/rags for guests to use as floor mat.
Welcome and register guests as they enter.
After supper, set out cards, games, paper, pens and envelopes
Set up TV/DVD in front left corner of Fellowship Hall. TV/DVD is kept in Friendly Parlor.
Provide needed items from clothes closets for guests. Two volunteers should be with the guests in the clothes room to insure safety. Guests can visit the closet two at a time.
OVERNIGHTERS: 2 Volunteers; one male, one female preferred
Overnighters will serve from 10:00 pm until 6:30 am.
Provide hot and cold beverages.
Set out peanut butter, jelly and bread if guests get hungry.
Welcome new arrivals throughout the night and provide them with cot, mats, blankets, Grace Bags, and food and beverages if they wish.
Check bathrooms for supplies and cleanliness.
Stay awake , monitor the room and enjoy the company. It is perfectly acceptable to alternate sleeping/dozing times with other overnighter.
Make coffee for breakfast; may help serve breakfast at 6:30 am.
SUPPER TEAM: 3 or more Volunteers
Decide on menu for supper. We encourage a “signature meal” that you can plan on making every night you are called to serve supper. For suggestions, see the list of menus provided by Jack Burnette.
Prepare a supper for the estimated number of guests plus hospitality and supper team members. Presently, plan on 12-15 total if guests are local and 35-40 total if we host guests from Daytona Beach. A 24 hour advanced notice will be given for numbers to prepare for.
Preparing a main dish and freezing it is a good plan-ahead idea.
Meals may be prepared on site or at your own home or facility.
You will have access to the pantry at any time the church is open to take advantage of the staples stored there.
The freezer at the shelter may also be used for short-term storage.
Provide hot and cold beverages for the guests for supper.
Serve supper for the guests. Most guests have not arrived until 7:00 or later.
Wash dishes according to posted guidelines.
Clean kitchen and wipe off tables.
Set up a few tables if none are up.
Serve breakfast of your choice. It has been our experience that the guests will eat bacon, eggs, sausages, pancakes, oatmeal, ham, etc., and are generally not interested in a high sugar/carbohydrate breakfast such as Danish, etc. We usually have donations of coffee, oatmeal, grits and bacon you can use. Call Carla Traister at 517-7305 to check availability of breakfast supplies.
Please document the number of guests served and the type and amount of food used. This will help in future planning.
Guests can roll up used sheets and place in trash bags to be laundered. Spreads or mats are folded and put away or kept on cots if shelter is to be opened that night again. Put away extra blankets and clothing in storage closets.
Stack cots if shelter is to be closed for foreseeable future.
Take TV and DVD to Friendly Parlor.
Take out garbage.
If transportation can be provided, offer the guests the availability of a shower at The Church on the Rock.
Offer each guest a roll of TP to take with them.
Wipe tables, wash dishes according to posted guidelines.
Clean bathrooms. Restock TP and paper towels if necessary.
Dry mop Fellowship hall if needed and wet-mop where necessary.
Local guests are invited to help with cleaning kitchen and bathrooms, restocking bathrooms and breakdown of shelter cots if necessary.
LAUNDRY TEAM
Pick up towels and linens in trash bags in morning at First United Methodist Church. Launder and return at your convenience.
OTHER POSITIONS:
SHELTER REPRESENTATIVES (CONTACT Person at each faith community/agency)
Liaison between the Shelter Coordinators and faith community/agency they represent.
Receives call from Coordinator and then calls individual volunteers to inform that the shelter will be open and their services are needed.
Maintains roster of volunteer teams, members of all teams, dates served and contact information.
Communicate successes, needs and challenges to teams and Coordinators.
Please identify and alert an alternate volunteer to cover for you when you are unavailable (e.g., out of town, have guests, illnesses, etc.).
COORDINATORS
Two or three Shelter Coordinators will share operating and staffing the shelter.
Develop and maintain a “Phone tree” of Shelter Representatives, team member name and numbers at each agency and Individual volunteer teams used each shelter night. Teams used will be called on a rotating schedule.
Using NOAA and local weather forecasts, 1st UMC will decide on the opening of the shelter and contact coordinators. On weekends or holidays, or when our church secretary is not present, Notify Sheriff’s office (number: 437-4116 ext. 1 and they will contact all other police departments), Sue Bickings at Bunnell Elementary School (437-7533, ext 4051), and Labor Finders (437-0126) that shelter will be open.
Initiate the “phone tree”; call Shelter Representatives to fill assigned positions for each shelter night. Representatives and individuals should receive 24 hours notice whenever possible.
Open and close FUMC Building; you may want to oversee shelter operations for that night and the following morning but it is not necessary.
Communicates volunteer assignments to other Shelter Coordinators to facilitate rotation of volunteers among participating organizations.
Maintain updated records of Team and Individual participation and notify teams of rotation schedule in advance.