MISSION STATEMENT:
To provide emergency shelter to our neighbors
during times of extreme weather or disaster.
When the temperature
drops 30 degrees Fahrenheit (30°F) or below or during other
hazardous conditions, the Warm Shelter provides a free place to take emergency
shelter for the night. When activated, the Warm Shelter operates 4:00
pm–8:00 am in the Fellowship Hall of Valley United Methodist Church at
25133 E. Broadway, Veneta, OR 97487. Check the Fern Ridge Community Dinners and
Community Warm Shelter website: www.fernridgecommunitydinners.org for the activation status.
Anyone coming in the
door during the hours of operation will get a warm place to sleep, along with a
free dinner and breakfast. Guests are often members of our community who are
homeless or need to take shelter. Guests are welcome to leave and return as
needed. Adult Chaperone(s) on duty will supervise behavior. (This is
not an Egan Center.)
Along with a place to sleep
and a meal, the shelter offers provide hot meals (dinner and breakfast) and
entertainment (music, movies, cards, games, etc.) to lift guests’ hearts from
the cold and darkness.
The Warm Shelter is made
possible by coordination with Valley United Methodist Church and community
partners such as the Community Emergency Response Team (CERT), Fern Ridge
Service Center, other local churches, and?most of all?volunteers.
We thank everyone who
volunteers their time and services. Without sufficient staff, the Warm Shelter
cannot open safely.
The Community Dinner-Warm Shelter Volunteer Contacts
Google sheet lists the contact information of all volunteers. This list
includes guests who provide their emails and phone numbers so they can be
contacted upon activation. This list is only available to the Dinner/Shelter
Planning Team.
Many volunteers are
needed to operate the Warm Shelter:
If you need to leave early or
cannot complete a full shift, contact the Team Lead.
Activation Leads are
volunteers designated to activate or close the Warm Shelter based on weather
conditions and temperatures. Responsibilities include:
Activation
Communicator will:
· Contact Sheriff Dispatch and Fire Department reader board.
· Place signs at the library and the Love Project.
· Place yellow ribbons on the gates at 8th St. and Territorial
Warm Shelter Volunteer Coordinator: venetawarmshelter@gmail.com.
Responsibilities include:
· Contacting all volunteers re: activation status.
Team
Leads are responsible for overseeing the staffing of a Warm Shelter activation
night and have access to a church key. Upon activation, responsibilities
include:
Team Leads are not necessarily assigned for the duration
that the Warm Shelter might be activated. When different Team Leads are
assigned for different nights, the activated Team Lead should pass along shift
notes and sign-up information from the previous night(s) in the Warm Shelter
notebook.
Activation of the emergency Warm Shelter
depends on the following 3 factors:
1.
Activation Lead will:
·
Monitor
NOAA
website and emergency reports to
determine whether to activate or close the Shelter.
·
By 4:00
pm on the previous day, make the decision to activate the Warm Shelter for the
following night.
o
For
example, the decision is made to activate for Monday night by 4:00 pm
Sunday afternoon.
· Notify website manager to set activation status.
· Contact activation coordinator to contact the Sheriff Dispatch and Fire Department.
2.
Warm Shelter Volunteer
Coordinator will:
·
Send a
mass email for early warning of possible
activation of the Warm Shelter.
·
Notify
all volunteers of activation.
o
Send a
mass email for activation of the
Warm Shelter.
·
Ensure
there is a Team Lead.
·
Work
with the Volunteer Coordinator/Team Lead to fill shifts.
o
Ensure
1st-night duty slots are filled.
o
Keep
the sign-ups current.
3.
Activator then:
·
Coordinates
with Warm Shelter Volunteer Coordinator about possible next night(s) as
per weather conditions.
4.
Repeat
above until Activation Lead deactivates
the Warm Shelter.
5. Upon deactivation of the Warm Shelter: Volunteer Coordinator/Activation Lead sends mass email announcing the close and contacts starred (*) contacts on the Emergency Contact List.
· 3:30-7:30 pm: Dinner
(2 people)
· 7:00-12 Midnight: Overnight 1 (2 people)
· 12-5:00 am: Overnight
2 (2 people)
· 5:00-8:00 am: Morning/Cleaning (2 people)
Overview of Schedule
? 3:30 pm: Dinner shift arrives
? 4:00 pm: Doors open
? 5:00 pm: Dinner is served; dinner chaperones
arrive
? 6:00 pm: Snacks (if being served)
? 7:30 pm: 1st shift of overnight
chaperones arrive
? 10:00 pm: Quiet time
? 12:00 Midnight: 2nd shift of
overnight chaperones arrive
? 5:00 am: Morning/Cleaning shift arrives
? 7:00 Wake up guests
> Hand out breakfasts packaged for takeout &
clean area
? 8:00 am: Doors close; final clean up and lock up
Volunteering should be fulfilling and joyful.
Come to the Warm Shelter ready to work and to enjoy fellowship with guests and
other volunteers.
? 3:30 pm: Dinner shift arrives
? 4:00 pm: Doors open
? 5:00 pm: Dinner is served
? 6:00 pm: Snacks (if being served)
? 7:00 pm 1st shift of overnight
chaperones arrive
? Sign the volunteer log and provide contact
information if you are a new volunteer.
o Remind guests that they cannot leave their
belongings in the church. Everything they bring in must be removed when they
depart in the morning.
? Wear a name tag.
? Ensure that every guest signs in and understands
the behavior expectations.
? Provide beverages.
? If someone arrives hungry (including dogs),
find something for them to eat.
? If someone arrives and needs clothing, check
the pantry for socks, hats, gloves, etc.
? Do walk-throughs,
e.g., check the bathrooms.
? Keep up with the cleaning (clean as you go).
Sleeping pads, cots, and
blankets. Supplies for the Warm
Shelter are stored in the shed at the northwest corner of the church. The shed
can be opened with a church key. Contact the Team Lead to access or if
additional supplies are needed.
Emergency blankets (the
kind that can’t be washed) are on-site and also available at the Food Pantry.
Changing the thermostat. The thermostat is located on the west
wall. If the temperature needs to be adjusted, press the up or down arrows to
temporarily change the temperature. (Last person will need to change temperature
back to appropriate setting.)
Washing dishes. Instructions on how to run dishwasher are
on the dishwasher.
Trash and recycling. The garbage and recycling containers are located outside of the
east side of the church. Combine trash into single bag, if possible.
Dinner Shift: 3:30 pm to 7:30 pm (cook, serve, clean
up)
? Set up beverages.
? Cook dinner.
o Food served at the Warm Shelter needs to stay
separate from the food from the Community Dinner. The Warm Shelter food comes
from direct donations. Suggested menus and location of food are in the Warm
Shelter Binder.
o This is not a 3-course meal. It’s something hot
and easy, e.g., soup, stew, pizza. Dessert is also served.
o Set up beverages.
? Check that the following are ready for dinner:
o Silverware wrapped in napkins (35–40)
o 2 tables set up and cleaned with anti-bacterial
cleaner
o Full napkin holders and salt and pepper shakers
on the tables
? Ensure everything is ready for guests.
o Set out sign-in/expectation sheet.
o Put rope up for the doors from the Fellowship Hall to the Narthex
(entrance to Sanctuary). This is to discourage people from going to the
Sanctuary.
o Ensure sleeping pads are accessible in the
Fellowship Hall.
o Remove pillows from couches. (Couches are not to
be slept on.)
? 4:00 pm: Open doors.
o Guests choose their sleeping spaces on mats on
the floor of the Fellowship Hall.
o With the approval of a volunteer, families with
children may sleep in the Pastor’s Study.
? 5:00 pm: Serve dinner.
o Grace will be offered in the dining room. Guests
may choose to pray with you, but it is not a requirement.
o Serve guests at the serving window.
o This is not a 3-course meal. It’s something hot
and easy, e.g., soup, stew, pizza. Dessert is also served.
o Guests are responsible for bussing their tables,
but check dining room for dishes.
o Document number of dinners served and number of
takeout meals in the Warm Shelter notebook.
? 6:00 pm: Put out snacks (if being served).
o Snacks should be in a designated Warm Shelter
box in the kitchen.
? Breakfast prep (if time): prep takeout/bagged
breakfasts for the morning.
? Clean kitchen and wash dishes.
Overnight Shift 1: 7:30 pm
to 12:00 Midnight (chaperone)
? 10:00 pm: Start of quiet time.
Overnight Shift 2: 12:00
Midnight to 5:00 am (chaperone)
? Quiet time.
Morning/Cleaning:
5:00 am to 8:00 am (provide takeout breakfast at 7:00 am cleanup)
? Breakfast prep:
o Ensure that takeout/bagged breakfasts are
prepped.
o Items can include boiled eggs, pastries, or
fruit.
? 7:00 am: Wake guests and provide takeout
breakfast.
o It is vital that we keep records to report to
the institutions that support the community program.
o Document the number of takeout meals in the Warm
Shelter notebook.
? Guests are responsible for putting pads up and
cleaning their sleeping areas.
? Ensure that all guests have removed their
belongings. As necessary, remind them that they cannot leave their belongings
on the property.
? Cleaning: Clean kitchen, dining room, and fellowship
hall. Sweep and mop all floors. Take out trash and recycling.
o If the Shelter will be open multiple days, check
with Team Lead or the church calendar posted in the entryway to see if there
are activities in the Hall and a full clean is necessary.
? 8:00 am: Close doors.
? Bag leftovers. With clean hands, bag all remaining food. Leftover food will be
delivered to the Food Bank.
o Look in both refrigerators and check the oven
for leftover food.
o Use the sandwich-size baggies or a plastic
container.
o Before filling the bags/containers, label and
date them with a permanent marker.
o Put everything that needs to be refrigerated in
the refrigerator.
o Don’t turn drinks like milk or juice or soy on
their sides. Mayonnaise or thick dressings are okay to leave on their sides.
o Give cut desserts/pastries away. Freeze
unopened desserts/pastries for next time.
? Toss out food that is questionable (e.g., moldy bread or hard
noodles).
? Check the ovens and refrigerators for leftovers.
? Clean up the coffee service and snack/dessert
tables.
? Clean the stoves and counters. Wipe under the
stove tops.
? Wash all dishes that are left—including pots,
pans, roasters, and bowls.
? Put all dishes, cookware, and serving
implements away.
o Cabinets and drawers are labeled with the
correct placement of dishes and utensils.
o Store the roasters and other cooking appliances.
? Rinse out the dish tubs and wipe down the carts.
? Turn off the dishwasher and clean the drains.
? Run the garbage disposal and rinse the sinks.
? Make sure that all stoves and faucets have been
turned off.
? Guests are responsible for putting pads up and
cleaning their sleeping areas.
? Ensure that all guests have removed their
belongings. As necessary, remind them that they cannot leave their belongings
on the property.
? Restack the tables and chairs. Use a dolly to
move the chairs so that the floor doesn’t get scuffed.
? Vacuum rugs by the entryway door to the Fellowship Hall and in the
kitchen.
? Take down and bring in the signs.
o Don’t forget the one on the corner of
Territorial and Broadway.
? Take out the garbage and recycle items. The
garbage and recycling containers are located outside of the north door (back
entrance) of the Fellowship Hall.
o Do not recycle the banana boxes. They will be
returned to Food for Lane County.
Pastor’s Study clean-up
? If the pastor’s study was used, clean and
vacuum the room and return the table and chairs to their positions.
Last Person Out
? Check the temperature on the thermostats:
o In the winter, turn down to 65 degrees.
o In the summer, turn up to 75 degrees.
? Check that all windows are closed.
o Fellowship Hall
o Classrooms
o Nursery
? Turn off the lights.
? Lock the door(s). Check that all are shut and locked.
o Front and side doors to Fellowship Hall.
o Front and back doors to Narthex (foyer between
Fellowship Hall and Sanctuary).
o Doors to Pantry and Pastor’s Study.