Winter Nights Manual: Volunteer Roles
Staple Shoppers
- Before Winter Nights begins, various volunteers will receive a list of perishables, non-perishables, or paper goods that need to be bought for Winter Nights.
- The quantities and size will be designated on your list.
- Bring your supplies to the Temple no later than 10:00 a.m. on Monday, 12/14/09.
- During Winter Nights, we run out of some staples. There are individuals assigned every other night to do replacement shopping. They will be informed via e-mail as to what they need to purchase. Those things need to be brought to the Temple no later than 5:00 p.m. the following day.
- If the expense of shopping exceeds what a volunteer is able to donate, simply send your receipts to Sandy Anderson, and you will be reimbursed.
Set-Up
- On Monday, 12/14/09, 4-6 people will gather in the Social Hall to meet the truck delivering the clients’ bedding and personal belongings. Time TBD.
- Tables and chairs for 40 people will be set-up in the Oneg area.
- The truck will be unloaded. (Guests will make their own beds.)
- Store supplies for the kitchen, bathrooms, etc.
- Set up the Evening Activities area, using the supplies and equipment that arrive on the truck as well as the donated games and puzzles
- Set-up the sign-in table, hang all signs, lay out paper, pens, pencils, tape, nametags, etc.
- Set-up Smoking Area.
- All set-up needs to be completed no later than 1:00 p.m.
Take Down
- On Friday, 12/28/09, 4-6 people will gather in the Social Hall to meet the truck that will take the clients’ bedding and personal belongings to San Ramon Valley Methodist Church. Time: Approximately 9:00 - 11:30 a.m.
- Fold and prepare all client possessions.
- Pack all Shelter supplies for transport, including disposables, food, kids’ activities equipment and supplies, and clean linens.
- Load truck.
- Rearrange furniture, room dividers, etc. that have been used in the Social Hall and the Oneg area. Ensure that the spaces used have been returned to the condition preferred by our Temple Isaiah congregation.
Crew Chief
- Person who will communicate with all volunteers assigned for each night and coordinate what everyone will be cooking.
- Person will be on duty from 5:00 – 7:45 p.m.
- Details of responsibilities of Crew Chief found on pages 14-17 of printed manual.
- Be the “go to” person on your assigned night
Sleepover Volunteers
- Arrive by 8:30 p.m. to allow time to meet some of the guests.
- Bring your own sleeping bag or bedding and pillow. You will probably be most comfortable sleeping in sweats.
- Put on a clearly printed nametag with your first name only.
- Assist the Shelter Coordinator in locking up for the night.
- Lights are out at 10:00 p.m., so you can expect to get a good night’s sleep, even with the 5:00 a.m. wake-up call.
- Feel free to join in wherever you can be helpful.
- There is a paid Shelter Coordinator who works the night shift and is up all night. S/he will be able to resolve most problems. Only if there is an emergency, will you be awakened by the Shelter Coordinator to assist in some manner.
- The guests leave the shelter by 7:00 a.m. except on Sundays and on Christmas Day.
- Make sure that all lights are turned off and that the doors are locked.
Breakfast Preparation Team (Sleepover Volunteers)
- Wake up at 5:00 a.m.
- Start the coffee pot and tea water.
- Wear disposable gloves while handling food.
- Carry everything needed for breakfast out of the refrigerator onto the serving area. This includes cereal, milk, juice, sweetener and sugar, dishes, bowls, tableware and napkins.
- Breakfast must be ready by 5:30 a.m.
- Take the bag lunches out of the refrigerators (labeled with the guest’s name) to be picked up.
- Sit down (with the guests), mingle and enjoy breakfast.
- Cleanup, putting garbage in cans.
- Place all recyclables in appropriate containers.
- Wash tables and restock supplies for meals.
- Check the bathrooms and Oneg area to make sure that they are clean. (Wear disposable globes while cleaning bathrooms.)
- Notify the Chairperson of any supplies that are low.
- Leave the kitchen as you found it – or better.
Laundry Volunteers
- Arrive promptly at 8:00 a.m. on Friday, 12/22/09 & Monday, 12/28/09.
- Take all linens to our designated laundry site - Oakwood Athletic Club.
- Fold and sort them with your team of 2-3 volunteers.
- Place them in plastic bags for transport.
- Deliver them to San Ramon Valley Methodist Church, 902 Danville Blvd, Alamo, CA 94507, (925) 837-5243, by 3:00 pm on the afternoon of Monday, 12/28/09.
Weekend Breakfast
- Coordinate with other assigned volunteers and decide what menu you would like to serve or review suggested recipes provided by Sandy Anderson, Winter Nights Chairperson.
- Check with the Winter Nights Chairperson to determine number of clients in attendance.
- Bring aprons, pot holders, serving utensils, dish towels and any cooking skillets and pots that you need for food preparation.
- Breakfast differs from dinner in that you are preparing the meal at the Temple rather than preparing it at your home, although you can do pre-prep at home and then do reheating at the Temple depending on what you are serving for breakfast.
- Buy main course supplies.
- Basics such as coffee, tea, juice, milk, sugar, creamer, cereal, bread for toast, butter, jelly, paper products will already be in the Winter Nights supplies.
- If you are going to make pancakes, waffles, special egg dishes, etc., you will need to shop for those ingredients. Remember you cannot serve any bacon with breakfast because of Kashrut. Also, milk and meat cannot be served at the same meal (i.e., meat with eggs prepared with cheese or milk).
- Arrive by 6:30 a.m. as clients will be able to sleep in on the holiday weekends.
- Have breakfast ready by 8:30 a.m. as clients will be spending Xmas Day and both Saturdays and Sundays at Temple Isaiah.
- Start coffee by 7:30 a.m.
- After breakfast is completed, clean up kitchen and Oneg area so that it is ready for dinner cook/serve team.
- Put all leftovers in the refrigerator. Mark them with item name and date.
- The client-guests are very appreciative and it is not essential to provide a gourmet breakfast. It is just nice to have a hot breakfast for a few days in the shelter.
Evening Activities
- Plan to arrive by 5:00 p.m. (early shift) or 6:30 p.m. (late shift). Put on a name tag with your first name ONLY plainly written.
- Either Anita Weil or Nadav Rave’ will be on duty each evening.
- All evening activities must be conducted in full view of others.
- Plan group activities for younger children and obtain any supplies that are needed.
- Your role is to provide a cheerful, productive and structured environment and encourage good use of time by children and adults. Remember that they will retire at 8:30 p.m. so over stimulation is not desirable.
- Parents remain responsible for the behavior of their children. If you have problems, alert the parents. If they don’t respond, alert WN staff. (We rarely have needed to this do, so don’t worry).
- Before leaving, be sure all supplies and equipment have been put away, and any craft activity has been cleaned up.
- Evening activities are offered as an option. If adults and/or children choose not to participate, please do not take it personally. We are here to serve. Be respectful of our guests at all times.
Evening Tutoring
- Plan to arrive by 5:00 p.m. Sign-in and put on a nametag with your first name only.
- The target goal is to have each student gain a feeling of positive accomplishment and progress in their homework and activities.
- Winter Nights provides nightly tutors who work with the children every week.
- All students will have a homework folder. An individual educational program will be outlined on the inside of each child’s folder. This will help the tutor concentrate on specific activities that each child needs. Also check with parents or tutoring coordinator on just what homework needs to be completed.
- Tutors will work with students in the designated study area.
- Children’s attention span may be short so capitalize on the hour before dinner for homework. After dinner is a good time to either finish up homework or read stories with children.
- Volunteers are encouraged to bring educational materials pertinent to his/her individual background to share with the children.
- Many of the adults may have reading and math difficulties. The Tutor Coordinator may ask you to work with a specific adult who needs help. This may be before or after dinner.
- Volunteers are welcomed and encouraged to join the clients for dinner each evening.
- Be prepared for possible changes in the tutoring routine as we attempt to refine and improve the process throughout the two weeks of Winter Nights.
- Tutor Coordinator: Cindy Coleman, (925) 228-1756, .(JavaScript must be enabled to view this email address).