Commitment Expectations

• Have a champion leader to run program over the three years, and build relationships

• Ensure you have access to sufficient volunteers for program
  a) BBQ: 7-8 volunteers each week, may want to rotate volunteers between weeks
  b) Drop-In: 3-4 volunteers each week, more if associated with other activities (i.,e, foodbank)
  c) Summer Camp: could be high school students needing volunteer hours
  Monthly Dinners: 8-12 volunteers each month

Being Successful AS A Champion

• Need energy, need a passion for the cause

• Have a servant-hearted attitude

• Be proactive, organized

• Be a people person, friendly, approachable

Successful Approach to Volunteers

• Encourage Volunteers to be gracious, kind-hearted, with a positive attitude

• Remind them that they are the key to the success of the programs, to the setting up and running things, as well as to the building of genuine relationships with the residents

• Encourage Volunteers to pitch in to do anything, as required, to make the programs successful, to be reliable and committed  

Budget Considerations

The annual budget required to run the program by the second year is approximately $38,000, depending on the size of the community, not including capital costs.  Consider raising the necessary funds through fundraising efforts on an annual basis, focused on sponsoring children for the Summer Camp (the largest cost item), and obtaining community grants.

1. Upfront Capital Costs

• The upfront Capital Costs are for running the BBQs, to cover:

  • at least one large 8-burner BBQ

  • 3-4 folding tables

  •  a large thermos-type water cooler

  • 2 x 5-day coolers to keep the frozen meat in

  • utensils, paper plates, cups, etc. for the summer

2. The budget for the running of the Core Activities

•  Weekly BBQs - $1,800

  • General rule for estimating food is $3.00 per serving/week, which includes burger, flavoured drink, watermelon

  • Average weekly BBQ has 50 residents, who have 1.5 servings, so 75 servings per week 

  • Estimated weekly budget: $225 week

  • Estimated budget for the summer (8 weeks): $1,800

•  Weekly Drop In - $960

  • Estimate an average of 25 residents, at a cost of $20 – 30 per week for cookies, coffee, tea, etc.

  • Estimated budget for 32 weeks (October to May): $960

  • Alternatively, have volunteers provide food on a rotating basis, so no cost

• Summer Camp - $35,000

  • Estimate an average of 25 residents, at a cost of $20 – 30 per week for cookies, coffee, tea, etc.

  • Estimated budget for 32 weeks (October to May): $960

  • Alternatively, have volunteers provide food on a rotating basis, so no cost

•  Monthly Dinners - N/C

  •  No budget required as it is based on food provided by volunteers

• Summary

  • Budget between $38,000 - $45,000, as costs will depend on the size of the community being served

Ways to Operate The Program

• The program can be run as an initiative that is part of your organization, or your organization can fund an outside not-for-profit organization to run the program within the community

• The choice may come down to level of interest and commitment within the organization, and whether a suitable outside organization exists and is interested

• Another consideration is whether your focus is on impacting only one community or on helping a broad number of communities

Tips on Selecting an Appropriate At-Risk Social Housing Community to work with

Some potential risks include:

• The residents do not participate in programs, resulting in few relationships built, discouraged volunteers

  • ensure you have support from key community leaders, you have built sufficient awareness among all residents, you are delivering programs with a transparent, giving approach, and all volunteers are committed to a slow, on-going effort

• Unable to effectively deliver programs because volunteers don’t commit or don’t show up when scheduled

  • gauge interest/support among volunteers before starting, and on an on-going basis, ensure adequate organization of the volunteers, discontinue efforts if support wanes over time

• The Landlord/Site manager blames you for damages or garbage left behind that occur during your programs

  • work hard at the outset to establish a positive working relationship with the landlord, and maintain that relationship going forward by on-going interaction, and quickly addressing any issues, concerns, or complaints

• There isn’t enough funding for the programs

  • make fundraising a priority before beginning, build in efforts for fundraising on an on-going basis, and discontinue or scale back programs if funding is insufficient

Tips on Working with Local Government (landlord)

• Be upfront and open about what you are trying to do and why

  • go in with the right intention, to serve the community, with no agenda

• Over Communicate

  • keep them informed

  • always ask first

  • let them know about all notices and broad communications (i.e., flyers),
    the timing of events

• Be a good partner

  • keep them out of the news for negative reasons, and in the news for positive reasons

  • always be respectful to them and respect the desire for privacy of the residents as some

  • come from shelters

  • always seek permission to take photos

• Have everything in order: insurance, food handling certificate

• Do your homework: have an idea where the Core Activities will be held
  (on site, close by location)

• Be upfront and open about what you are trying to do and why

  • go in with the right intention, to serve the community, with no agenda

• Over Communicate

  • keep them informed

  • always ask first

  • let them know about all notices and broad communications (i.e., flyers),
    the timing of events

• Be a good partner

  • keep them out of the news for negative reasons, and in the news for positive reasons

  • always be respectful to them and respect the desire for privacy of the residents as some

  • come from shelters

  • always seek permission to take photos

• Have everything in order: insurance, food handling certificate

• Do your homework: have an idea where the Core Activities will be held
  (on site, close by location)

Tips on Working with Community Advocates and Residents

• Go in with a servant-hearted attitude, intention is to help, be a good neighbour

• Understand the issues and what would be most helpful

• Ask permission to run the BBQ, as part of an effort to build trust

• See if anyone in the community would be willing to be an ambassador, to help deliver flyers, explain what is going on

• Ensure you leave the site each week in better condition than when you arrived – i.e., pick up your own and other garbage