1.      Arrive at or about 10:15 a.m.

2.      Disinfect counters, sinks and cutting boards and carts.

3.      Prepare baking deserts for dinner and something for volunteers’ tea time.  Cover all baking with plastic wrap.

4.      Prepare utensils, food processors, hot pads, etc. for cooks.

5.      Prepare dishtowels, cloths, soap, bleach for dish washing.

6.      Prepare bread table – plastic table cloth, serrated bread knife, butter knives, trays covered with serviettes.

7.      Check fridge to see what vegetables, milk, margarine and oranges are to be used first.

8.      Either Church Co-ordinator or Co-ordinator of Volunteers check with volunteers to see how many tables and chairs need to be set up.

9.      Prepare lists and booklets for security.

10.  Have a rest!

11.  Prepare coffee and tea urns.

12.  Prepare oranges and bananas.

13.  At 3:00 pm, plug in coffee.

14.  Prepare tea for volunteers.

15.  Make sure everything is ready to go before you unlock the door at 4:00 pm to receive guests.

16.  Every so often check with security for number of guests – this enables you to know how many vegetables need to be cooked and how much salad to make.

17.  Ask volunteer to make bag lunches for guests – sandwiches, orange or banana, juice box, serviette.

18.  Lead announcements, then grace before meals.  Example of announcements:

a.      A brief welcome

b.      No cooked food is allowed out of the room

c.      Ask what guests would like on their plates from the menu

d.      At least once a month read the rules

19.  Check with security to call or you call the 2 security that are on duty from midnight to 8:00 am.

20.  Leave some supper in fridge (and dessert if available) for security.

21.  Lock doors, except guest door.

22.  Pay security - $110. (until midnight)     $55. (if until 8 pm)

Next Morning

1. Organize breakfast.

2. Send dirty sheets and pillowcases to St. Joe’s Hospital and place blankets near church door by 7 A.M. for Highland Cleaners.

3. While waiting for guests to leave, enter in statistics re: menu (how much produce was used) and number of guests.

4. After guests leave, disinfect washrooms.

5. Security will disinfect mats and pillows and will wash washroom, hall and gym floors with dustbane.

6. Pay security $110.00 each.

7. Go home to bed!

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Job Description Of Co-ordinator Of Volunteers

1. Work closely with the Church Co-ordinator in setting up the Out of the Cold Program.

2. Be responsible for all volunteer personal information – Names, Addresses, telephone numbers.

3. Prepare volunteer sign-up sheets.

4. Make up a duty roster for the volunteers.  (This can be combined with sign-up sheets to save time and double work.)

5. Keep the Church Co-ordinator informed of any problems of the volunteers or guests in the dining room.

6. Make sure all signs and information charts are available – such as the do’s and don’ts, washroom signs, coffee and tea, instructions for the guests, etc.

7. Supervise dining room activities.

8. Notify all volunteers of Annual Volunteer Appreciation Night.

9. Contact volunteers as necessary for their upcoming duties.

10. When a volunteer cannot fulfill duty, the Co-ordinator then contacts someone to replace the absent person.

11. Informs the Church Co-ordinator when supplies are running low.

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Example Of Duties – Co-ordinator Of Volunteers

1. Prepare name badges ahead of time, making sure you have one for each volunteer (first names only).

2. Oversee volunteers preparing cutlery, serviettes, salt and pepper shakers, tea, coffee, etc.

3. Make sure that the security area is set up with table and chairs near the door where the guests enter.

4. Make sure volunteers are ready to go before the security person opens the door at 4 pm.

5. Encourage volunteers to bring any problems to you or any of the co-ordinators.

6. Choose 3 or 4 volunteers and ask them to act as Team Leaders of designated areas.

7. Oversee the volunteers coming and going and make sure that they are happy.

8. When a volunteer finishes his or her shift encourage them to leave unless they have signed up to do something else.

9. Encourage volunteers to remember the area they signed up for and the time.

10. Make sure that any young person has a ride or is accompanied home by an adult.  You don’t want him/her walking the streets alone at night.

11. Monitor the volunteers and make sure that they are not becoming too familiar with the guests.

12. Monitor the volunteers so that none are alone with a guest.  Encourage volunteers to always have someone else present.

13. Assign a mature volunteer to check washrooms every half hour to an hour to see that supplies are replenished and any loiterers are deterred.

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Job Description -- Security Person

1. For each night that “Hamilton Out of the Cold Program” is in operation, persons are recruited to assume the responsibility for the organization, management and safety of the guests.

2. In effect, the person in charge should be familiar with the purpose and mission of the program, and willing to carry them out with consistency and equity.  Any incident that may occur contrary to the purpose and mission of the program should be critiqued and communicated to the Co-ordinator(s) as soon as is feasible.

3. The security person possesses mature judgment and is able to provide leadership and direction in “crisis situations” while assisting volunteers to maintain an atmosphere of calm for the other guests of the program.  The security person should be in good health, and have the physical and mental capability to deal with occasional difficult guests.

4. The security person is a “team player” who relates well, with honesty and integrity to the clergy, the co-ordinator(s) and other members of the Volunteer Team.  This person also is aware of the confidential nature of information relating to our guests.  Such information is used with discretion and insofar as is possible, with permission either of the Co-ordinator(s) or the guest(s).  The security person demonstrates a consistently “stable” emotional stat3e and is free from chemical dependency.

SHIFT HOURS

One person is recruited for the first shift (3:45 p.m. – 12:00 a.m.)

Two persons are recruited for the second shift (11:45 p.m. – 8:00 a.m.)

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Example Of Duties – Security Person On Day Of Dinner

 In an emergency inform the church Co-ordinator, then call police – 911. 

 In a psychiatric case, phone the police station at 905 546-4925 and tell them the problem. 

 They will send either an officer or C.O.A.S.T.

After the church Co-ordinator leaves for the night, if you have a serious problem,

please call St. Carole Anne at 905 308-8447.

The security station is never left unattended while guests are in the building.

Familiarize yourself with the fire evacuation procedures for the church building.

Please do not use the phone, except to phone for security

 (if someone didn’t show up) or 911.

1. At 3:45 p.m., ensure that a sheet of paper to register names and number of guests, pen, incident logbook, security booklet and statistics page are ready when the Church Co-ordinator unlocks the door.

2. At 4:00 p.m.

a)  Register first names and ask if they have a place to stay overnight (if offered);

b)  If overnight is offered, register names if they wish to stay at the Church.

3. a)  Every half hour to one hour a volunteer will check washrooms to see that supplies are replenished and any loiterers are deterred.

b)  Check smoking area every so often for drugs or glue sniffing.

c)  Be aware that a drug dealer might be working the hall.

4. Stay at the desk.  When you have to leave the desk to go to the washroom or to solve a problem, be sure a volunteer is advised.

5. If your shift ends at 8 p.m.:

a)  Help to wash floors in washrooms, dining room, halls and kitchen.

b)  Fill in statistics page.

6. Call police if an intoxicated person is really stumbling and cannot care for himself or herself.  It may take the police a while.

7. Call police if there is a disturbance – tell them we need someone right away.  It should take the police 5-8 minutes.  If the police are not there within 10-15 minutes, or if the disturbance is escalating, call again and tell them we need someone right away.

8. In the evening and during the night when a guest goes to the washroom, follow him to check for smoking.

9. If overnight is offered:

a)  Move the security table and chair into area where all guests are visible to you.

b)  Settle the guests down and turn off the lights except one for security.

c)  Have the evening volunteer close to you (not sitting in the kitchen with the window down and the kitchen door closed.)

d)  If you are watching T.V., keep the volume low and make sure you are facing the guests.

10. Between 9:30 p.m. and 12:00 a.m. complete statistics page.

11. Keep awake – I’m not giving you a stipend to sleep.

12. At 12:00 a.m. pass the master key, information booklets and registration sheets to the midnight shift security people.

13. During Cold Alert, allow new guests to enter church to sleep anytime during the night (add to statistics page).  Otherwise, doors should be locked at 10:00 p.m., except for Central at 9:00 p.m.

14. On Cold Alert nights, don’t send anyone away because he or she is a problem.  Let him/her sit on a chair in the hallway; phone police.

15. Monitor guests during the night.

16. At 5:30 a.m. make coffee (use only HOOTC coffee) for guests and put breakfast items on kitchen table: plates, cereal, bowls, tea bags, sugar, cereal, porridge, forks and jam.

17. Get guests up no sooner than 6:30 a.m.

18. After guests leave, disinfect the breakfast table(s), chairs, mats and pillows with Omega.  Be sure they are dry before putting away.  Put sheets and pillowcases in plastic laundry bags for St. Joseph’s Hospital.  Put blankets and towels (not cleaning cloths) in linen laundry bags for Professional Cleaners.

19. Wash sleeping floor, washrooms and halls with Dustbane (measure little less than ½ cup per bucket.  Change the water half way through.

20. Be sure the master key and log books are given to the Church Co-ordinator.

21. Be sure to fill out the statistics page in the morning.

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Job Description – Dining Room Co-ordinator

1. Oversee the setting up of the dining room with tables, chairs, tablecloths.

2. Make sure there are plenty of knives, forks and spoons wrapped in paper serviettes.

3. Make sure that the tea and coffee urns are switched on at 3:00 p.m.

4. Make sure all the signs for the washrooms, coffee and tea, the rules for the guests at the front door, the volunteer do’s and don’ts are in place.

5. Make sure the prayer candle is in place with matches.

6. Oversee the operation of the dining room.

7. Make sure the disposable gloves are available and ensure that they are used for clearing and cleaning the dining room tables.

8. Oversee the dining-room, bathrooms, hallways and kitchen to make sure they have been cleaned and disinfected properly after the guests leave.

9. In the event of any problem consult with other Co-ordinators or Security.  DO NOT ACT MY YOURSELF.

10. Make sure the team leaders are in place to meet the culinary needs of the guests.

11. Choose as team leaders people who know the program and can help new volunteers with their jobs.

12. During snowy weather, when the floor is wet, use a “Wet Floor” sign when mopping up.

13. Assign a volunteer to be on washroom duty – to check for smoking and replenish supplies.  Check with security when a problem arises.

 
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Duties 

SET UP 3:15 – 4:00 P.M. 

1. Set up required number of tables and chairs.  Do not crowd.

2. Put tablecloths on the tables.  Put salt and pepper on the tables.

3. Set up two tables for the tea and coffee in the dining room.

4. Set out prayer candle and matches on table in the dining room.

5. Place HOOTC soap in all the bathrooms.  Make sure that the signs for the Men and Ladies are on the doors.

6. Make sure the tea and coffee urns have water in them and are switched on to be ready for 4:00 p.m.

7. Make sure that the jitneys are clean and ready for use outside the kitchen.

8. Butter buns and wrap cutlery, as appropriate, in a paper serviette.

9. Prepare baked goods and fruit for dinner (save containers for leftovers).

10. If you have any questions, check with the dining room Co-ordinator.

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Duties

SERVE SOUP  4:00 P.M. – 5:15 P.M.

1. Volunteers who are serving soup should receive filled bowls from the soup server.  Please use a tray.

2. Always use a clean bowl when serving seconds.

3. The buttered buns are served to our guests using tongs.

4. Empty any soup remains into a slop container.  Place used soup bowls in kitchen window, counter or jitney for cleaning.

5. Please WEAR GLOVES when clearing the dishes and PLEASE DO NOT GO INTO THE KITCHEN WITH DIRTY DISHES when the cooks are getting ready to serve the next course.

6. Please maintain a separate area for clean dishes and dirty dishes.

7. ALWAYS keep in mind that our guests come first and we want them to feel comfortable as we would any guests in our homes.  Take your time, DO NOT RUSH.  There’s lots of time.  Relax and enjoy your time with our guests.

8. Check coffee, tea, water and milk frequently.  Reserve juice to be served as part of dinner.

9. If there are any questions, please check with the dining room Co-ordinator.

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Duties 

SERVE DINNER  5:30 P.M. – 6:40 P.M.

TEAM LEADERS:

1. Make sure the jitneys are clean and ready for transporting the food and plates into the dining room.

2. Give each of your team members specific jobs to do, either serving the main course, salad or buns, or pouring juice, coffee and tea.

TEAMS:

1. When you get the signal from the Team Leader that it is time to clear plates, use the jitney and collect up the plates and knives, forks and spoons.  DO NOT SCRAPE the plates at the table.  REMEMBER TO WEAR GLOVES.

2. Take the plates to the designated area.

3. Part of the team can be getting ready to serve dessert, making sure that the jitneys are clean so that the cooks can load them up with dessert bowls and the fruit dish with oranges and bananas.

4. Check that there are enough spoons out for dessert.

5. If you wish to chat with the guests between courses, we suggest you do so in the dining room in twos, never alone.  Please circulate, do not stand around in the dining room staring at our guests.

6. Unless you have signed up to do another job, you may leave when your shift is over.  Check with your Team Leader before leaving.

7. If there are any questions, please check with the Church Co-ordinator or the Volunteer Co-ordinator.

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Duties 

CLEAN UP KITCHEN  5:30 – 7:30 P.M.

1. Package all left-overs and put in freezer immediately.

2. There should be soapy water in the first sink.  The second sink should have clean hot water.  The third sink should have clean hot water with two tablespoons of bleach in it.  Change water frequently as needed.

3. Please use the heavy rubber gloves when doing the washing up to protect your hands.

4. When all the dishes are finished, all counter tops, sinks and stove must be cleaned off.  The kitchen should be left spotless.

5. If the stove needs it, use appropriate cleaners and check inside the oven to make sure nothing has been spilled.

6. The kitchen floor is swept by the dining room clean-up crew after they have finished in the other areas.

7. Double bag all garbage and please be sure the garbage bags are clean on the outside and well sealed.

8. In there are any questions, please check with the Church Co-ordinator or the Volunteer Co-ordinator.

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Duties

Clean Up Dining Areas/Bathroom/Hallways 6:30 – 7:30 P.M.

CLEAN UP IS NOT TO BEGIN UNTIL ALL GUESTS HAVE FINISHED THEIR MEAL!

DINING AREA

1. Spray the tablecloths with disinfectant, rinse, then wipe dry with a bath towel   carefully before you fold them up.  If the plastic is folded wet it will get mildew on it, smell musty, and will not be reusable.  Thriftiness is the key!

2. Fold and put away the tablecloths.

3. All the chairs must be washed off with the disinfectant as well as the salt, pepper and sugar shakers, dried off and put away.  (This is a requirement of the Health Department).

4. Stack all tables and chairs and put away (except for breakfast tables and chairs).

5. The floor must be swept to clean up any crumbs, etc.. If there is no overnight, the floor is washed with disinfectant.

BATHROOMS

1. The bathrooms must be cleaned using Omega.  Clean around the taps, basin, toilets, door and light switch.

2. The floors are to be washed the same way as the dining area floors, and will be done by the Security person.

3. Remove HOOTC liquid soap.

4. Remove the MEN and WOMEN signs from the washroom doors, also any other signs on the walls and return them to the cupboard.

5. REMEMBER ALWAYS WEAR GLOVES WHEN CLEANING UP.

HALLWAYS AND KITCHEN

1. The hallway floors outside the bathrooms and the kitchen must be dry swept and washed with disinfectant before the kitchen is done.  Do the kitchen last after the volunteers have left the area.
2. If there are any questions, please check with the Church Co-ordinator or the Co-ordinator of Volunteers.

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