Volunteer for:  The Depot (Bayside's Furniture Donation Outreach).

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Be sure to read through the Depot volunteer Needs below, first...

The Depot Volunteer Needs...

During the past few months The Depot has been in transition.  We have established our Depot Days on the 1^st & 3^rd

Saturdays so that we can appropriately set the expectations of those donating items and those receiving donations. 

We have had a great group of volunteers on each of the past 8 Depot Days.  We have blessed and been blessed in

many ways by serving and spreading the love of Jesus Christ to people with needs.

During this period Marci and I have taken on the leadership and administration of The Depot in additon to our regular

responsibilities at Bayside.  These tasks have required a significant portion of our time during the week.  With the Holiday

Season approaching we need to transition some or all of the responsibilites of leading and administering the Depot to other

 volunteers.  If you are willing to help, let us know.

The needs are:

1)       Lead (30 minutes per day + Depot Day) – take overall responsibility for the Depot.  Make sure that:

-         we are appropriately setting the expectations of our donors and those receiving  donations.

-         We have enough trucks to get the job done on Depot Day

-         We have enough volunteers on Depot Days to get the job done.

-         Manage the inventory – ensure that we are turning inventory and have enough room in the storage locker to operate. 

      (Runs to the Salvation Army, Goodwill, etc. are

       appropriate to offload excess inventory…)

-         Manage “junk” and ensure that dump runs are made regularly

-         Keep the Depot team in synch so they operate as a team.

-         Lead the Depot Days

                                                               i.      Short meeting, prayer, direct, answer questions, encourage

                                                             ii.      Make sure everything is locked up and clean at end of day

2)      First Responder (30 minutes per day) – take responsibility for responding to all phone calls and email requests

       that come into the Depot.  Make sure that:

-         all calls and emails are responded to in 24 hours

-         log each request in a spread sheet with specific information about the donation or the donation need.

                                                               i.      Full name

                                                             ii.      Verify the Pickup/delivery address & other info

                                                            iii.      Phone number for weekly communication and a Saturday AM number.

                                                           iv.      List all items to be picked up

                                                             v.      Ask about large or heavy items that may need special handling

                                                           vi.      Ask about timing issues for needs or pickups

-         Set expectation of caller

                                                               i.      Depot Days are 1^st & 3^rd Saturdays ONLY.  We are not set up to handle exceptions.

                                                             ii.      Things we can’t use:  old, soiled or broken furniture/appliances

                                                            iii.      Entertainment centers that are too large to handle with 2 people.

                                                           iv.      Have numbers of Salvation Army, Goodwill and Love, Inc available in case we cant help.

-         Make certain that the rest of the team has a copy of the current needs

3)      Volunteer coordinator  ( email [1 hour],  phone calls [1 hour],  follow up [1 hour] )

     – keep in touch with the volunteers and ensure we have enough to  

       meet the needs of the next Depot Day.

     - email volunteers on the Monday before Depot Day.

           -   Call all volunteers who have not responded to emails

           -   Get a volunteer list to the Call Dispatcher by Wednesday

4)      Inventory Controller(list [2 hr], mark[1 hr]) – keep track of what is in inventory and give

      a list to the call dispatcher by the Wednesday before each Depot Day.

-         Compile a list of the items in inventory

-         Compile a list of damaged items needing repair

-         Compile a list of excess items and items that have been in inventory longer

          than 4 weeks

-         Get list to the Call Dispatcher by the Wednesday before each Depot Day.

-         Organize baskets/bags for new families containing misc houshold items

-         After receiving the dispatch list form the call dispatcher on Friday at noon,

Mark all items to be delivered, or disposed of so they can be easily identified.

5)      Call Dispatcher (review/update[1 hr], calls[1 hr], lists/maps[1hr])  – Schedule all pickups and deliveries

       for the next Depot Day & communicate the status of each request to each donor & family every 2 weeks

- With the following information:

                                                               i.      List of volunteers

                                                             ii.      List of trucks

                                                            iii.      List of inventory

                                                           iv.      List of donors

                                                             v.      List of people needing donations

- Call donors and families and ensure they will be available on the

   next Depot Day between 8am and noon

        verify their phone number for Saturday and their address information.

- Prepare a pickup and delivery schedule for each Depot Day to include:

                                                           vi.      A route for each 2 person team

                                                          vii.      Mapquest maps for each stop

                                                        viii.      Detailed contact information  for each pickup/delivery

                                                           ix.      Dispatch Sheets to be returned indicating stops made and details

-         Deliver the dispatch sheets to inventory control by noon on the Friday before Depot Day so they can mark

      all the items to be delivered before volunteers arrive on Saturday morning at 8am.

-         log all calls made from the returned dispatch sheets

-         Update the call spreadsheet to show pickups/deliveries made.

-         Deliver updated spreadsheet to the Lead and First Responder.

6)      Truck Coordinator (30 minutes) – coordinate & pickup donated trucks from truck donors

-         call ahead and reserve trucks for each Depot Day

-         should be able to reserve in advance:

                                                               i.      Pastors Auto Care

                                                             ii.      Scott Williams Realty

                                                            iii.      Bayside pickup

                                                           iv.      Other…

-         make sure person driving on Depot Day is certified and will pick up truck and have it at the

      Sierra College Self-Storage locker by 8am.

-         Person picking up the truck is the only person that drives it for the day because of insurance.

-         Make sure each truck has appropriate dolly’s, blankets, etc.

-         Let Call Dispatcher know by the Wed before Depot Day what trucks are available.

7)      Depot Day Host/Hostess: Greet and provide goodies & water for each Depot Day

-         Get coffee & pastries and have them at the lockers by 8am (reimbursed by Bayside)

-         Be there to greet volunteers as they arive.

-         Make sure trash is handled for the day

-         Make sure the team starts with a brief meeting and prayer(Lead should provide).

8)      Depot Day Volunteers: Deliver and pickup donated items on Depot Days.

- Meet on Depot Days at 8am and be prepared to deliver and pickup furniture and household items. 

   Should be finished around noon.

- A predetermined route with maps, item list and contact information will be provided for each

   2 person team. 

     9)  Repair Team: fix and make repairs as needed to furniture and

           household items.

Summary of time requirements:

Summary of information needed:

Note: our plan is to streamline the Depot processes to make it easier for everyone and to

Make it possible to efficiently and effectively serve as many lost and needing people as

God would direct us!  If you have ideas about how we can do things with the Depot Outreach

that would make us more effective or efficient, we want to hear them!

Thanks for all your efforts!  God is smiling!

Dave & Marci Coburn

DaveC@Baysideonline.com

C: 337-1133  H: 989-6719  W: 791-1244