Information for Our Church Coordinators

We have grouped together information for the coordinators in one easy to find location

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Coordinators Job Description

The success of Family Promise of Greater Kingsport depends upon the efforts and enthusiasm of hundreds of volunteers. The volunteers who organize those volunteers and manage the Network program in each congregation are called Coordinators and have the responsibility for ensuring that the host congregation’s program runs smoothly. Coordinators facilitate the work of the many volunteers needed to run the host week. They interact with volunteers, guests, clergy, and the Network Director. Good communication skills, flexibility, and diplomacy are essential for the job. The Coordinator or Coordinating Team perform these and other tasks:

  • Oversees the set-up & clean-up of the church facilities for hosting and the loading/unloading of the beds on Sunday.

  • Welcomes Guests at a Sunday orientation meeting where the Guests are introduced and the “Church Rules” are explained.

  • Remains on call during the host week to solve problems and make decisions.

  • Acts as liaison to the Network Director.

  • Attends quarterly Coordinators Meetings.

  • Assists with volunteer recruitment, scheduling, and support.

A Primary Coordinator may also do the following tasks or enlist assistant coordinators who manage particular aspects of the program:

  • Volunteer Coordinator:

    • Schedules volunteers to set-up & clean-up church facilities and do laundry.​

    • schedules Evening Hosts (5:30-8:30p.m.) and Overnight Hosts (8:30p.m.-7:30a.m.).

    • May work with the Meal Coordinator to schedule volunteers to cook & serve.

  • Meal Coordinator: 

    • Oversees the menu planning for the host week to avoid duplication and ensure that the meals are well balanced.

    • Schedules volunteers to prepare and serve dinner & breakfast.

  • Supply Coordinator:

    • Keeps needed items in stock by purchasing or securing donations of food staples, paper products, toys & games, linens, cleaning supplies, baby needs, and other items needed for the host week.​

  • Activities Coordinator:

    • Plans special events, arts & crafts activities, movies, and games for the children.

The Coordinating Team works together to plan how the program will best operate. Each congregation organizes the work in the most suitable manner for its circumstances.​

 
Coordinators Checklist

Preparing for Host Week All the hard work and organization of the coordinators will pay off during the host week. Preparing for the host week will become routine as the congregation gets used to the schedule and requirements of hosting guests. The following schedule may be helpful in preparing for host week: 

 

  • One Month before Host Week:

    • Sponsor Sign-up Saturday/Sunday

    • Put notices of host week in bulletin and newsletter

    • Recruit volunteers, if necessary

    • The plan training session, if necessary​

  • Friday before Host Week:

    • Network Director contacts the coordinator with the number and composition of families expected and other information needed by the coordinator( such as work schedules, medications, food allergies, etc.)

    • The coordinating team review the information and make appropriate preparations.

    • Coordinators call or send appropriate reminders of schedules and duties.

  • Saturday before Host Week:

    • All equipment, food staples & supplies are purchased and organized in the host facility.

    • Sleeping areas and communal rooms are set up, cleaned, organized, and possibly decorated in a welcoming fashion.

    • Menu planning for the week is completed, and meal preparers are confirmed.

  • Guest Arrival Sunday Evening:

    • Coordinator checks congregation facilities; posts Guest Guidelines; & posts Emergency Procedures.

    • Beds are transported to the congregation, and the set-up crew makes the beds.

    • The coordinator welcomes guests at an orientation meeting.

  • Record Keeping :

    • Many grants require Family Promise of Greater Kingsport to raise matching funds. All Volunteer Hours count as In-Kind Contributions. It is important to know who our church volunteers are and how many hours they have contributed. Please use the following forms to keep these records.

    • Volunteer Hosting Hours

    • Host Church Weekly Planner

 
Health & Safety Procedures

Hand washing is the single most effective and least costly way to reduce the spread of infections, including the common cold, hepatitis A, foodborne illnesses, and many other viral and bacterial diseases. Alcohol-based hand rub is also useful in limiting the spread of such conditions. The following procedures are also essential to maintain the health and safety of both guests and volunteers.

  • Wear disposable plastic gloves when bandaging cuts, changing diapers, changing wet beds, cleaning up bodily fluids, etc.

  • Use an ounce of bleach in water used for washing dishes if you do not use a dishwashing machine.

  • Use a cup of bleach in the washer when laundering sheets, towels, and other program laundry.

  • Use disinfectant when cleaning bathrooms.

  • Use a solution of one part bleach to nine parts water to disinfect diaper changing areas and any areas where blood or other bodily fluid is spilled.

  • Wash hands with soap and water after performing any of the tasks above.

  • Call 911 for any medical emergencies.

  • Contact the director with concerns about guests who might be contagious.

  • Isolate those with minor ailments that might be contagious away from other families and volunteers.

  • Fire Safety Tips We offer the following tips about ways to make the guests and your building prepared for a fire emergency:

    • 911- Do not hesitate to call 911 if you have any inclination that there might be an emergency. You can always contact back if you discover there is not a problem.

    • Consistent volunteers can help ensure fire safety by having a better understanding of the emergency protocol.

  • Alarm System & Smoke Detectors

    • Explain the type of alarm system in place to the guests on their first night at the congregation.

    • Make sure that you have Smoke detectors for guest rooms.

    • Demonstrate the sound of detectors to the children, so they know what the sound means.

    • Smoke detectors can be placed on a shelf so that you do not have to screw them into the ceiling if you are putting them in the room for the week the guests are there.

  • Exit Plan & Emergency Procedure

    • Create a small card that clearly shows the Exit plan and Emergency Procedures that can be placed in each Guest Room

    • Show the Emergency Card to families when they arrive.

    • Please go through the procedures and where the cards can be located in their room.

    • Explain the exit plan to children as well as adults.

    • Identify outside meeting point.

 

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Family Promise of Greater Kingsport is a recipient of United Way funds.