MOTOWN MISSION EXPERIENCE GROUP LEADER · PDF filemotown mission experience group leader information packet page2 group leader information packet table of contents planning for your

MOTOWN MISSION EXPERIENCE GROUP LEADER INFORMATION PACKET

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MOTOWN MISSION EXPERIENCE

GROUP LEADER INFORMATION PACKET


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GROUP LEADER INFORMATION PACKET

TABLE OF CONTENTS

PLANNING FOR YOUR TRIP

Staying In Touch with Motown Mission…………………………… 3

Registration Timeline................................................................... 4

Travel and Transportation Arrangements ………....................…. 5

Adult Chaperones & Leaders ........................................................ 6

Preparing Your Group………………………………………………... 8

Packing Notes.............................................................................. 9

ON YOUR TRIP

Typical Week Schedule……………………………........................ 10

Group Packing Checklist.............................................................. 11-13

Individual Packing Checklist......................................................... 14

Rules and Expectations................................................................ 15-16


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STAYING IN TOUCH WITH MOTOWN MISSION

OUR WEBSITE: Is the first step for finding information and answering questions

www.motownmission.org

CONTACTS: In case you do not find the answer you need please feel free to contact us at:

Sarah Alexander – Director Summer Staff 313.718.2275 [email protected] [email protected] (This email is in service June – August)

MAILING ADDRESS:

8000 Woodward Ave, Detroit, MI 48202

The Motown Mission office is hosted at Metropolitan UMC on Woodward Ave just North of Grand Boulevard.

Parking lot is accessible from Chandler St. on the South side of the building.

WE NEED TO HEAR FROM YOU IF:

· Your contact person changes. · Your group size changes. · Your trip date changes. · You want to cancel your trip. · You need to know what your balance is. · You have any questions.

mailto:[email protected]


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REGISTRATION TIMELINE The Motown Mission Experience registration process is as follows:

1) Register online for the preferred week including a deposit ($95.00) and complete the application form

online (motownmission.org/register)

2) 1st deposit (due by November 1, 2016 for summer service weeks) -- $100/person Note: 1st deposit not received by scheduled due dates may result in loss of volunteer spaces.

3) 2nd deposit (due by March 1, 2017 for summer service weeks) -- $150/person

4) Remaining balance (due 2 weeks pre-trip) -- $50/person

5) Print out and collect one Participant Information Form from each of your Motown Mission participants.

Download the form at motownmission.org/downloads

Once we receive your registration materials, we’ll process it and contact you. We must have both your application

and deposit before we can confirm your group’s Motown Mission week.

Item Amount Date Due Registration Fee $95/group With Registration, due in the fall

1st Deposit $100/person Due November 1

2nd Deposit $150/person Due March 1

Remaining Balance $50/person Due 2 weeks pre-trip

Refund Policy

If you cancel your participation, fees already paid will not be refunded. The balance of fees paid will not be

refunded and will not be applied to a future trip as expenses incurred by Motown Mission do not change should

you have need to cancel your planned trip. Both the group registration fee and the volunteer deposits are non-

refundable and non-transferable to any other fee. Your $95 application fee will be refunded only if Motown

Mission cannot schedule your group.

PLANNING SCHEDULE Fall

Register your group with Motown Mission! www.motownmission.org/register

CrowdRise fundraising tool available to registered groups. Check it out at

www.crowdrise.com/motown-mission-2017

Pay your first deposit by November 1 ($100/person)

Winter

Fundraise with your group (get great group fundraising ideas, here:

www.umcyoungpeople.org/resources/fundraising

Line up transportation for your group (all teams must provide their own transportation)

Study/Preparation materials available to participant groups

Spring

Pay your second deposit by March 1 ($150/person)

Work plan sent to Groups for review

Each participant turns in paperwork to Contact Person

2 Weeks Before Trip

Pay your final payment, two weeks before arrival ($50/person)

Final group numbers due

Final instructions, directions, work plans sent to Group.

http://motownmission.org/register

http://motownmission.org/downloads

http://www.motownmission.org/register

http://www.crowdrise.com/motown-mission-2017

http://www.umcyoungpeople.org/resources/fundraising


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TRAVEL AND TRANSPORTATION ARRANGEMENTS

Plan your travel so that your group will arrive at Metropolitan United Methodist Church between 3pm and 4pm on Sunday. If you have to arrive late, it can be difficult to fit in all of the prep information that you’ll need to get started on your first day at the work site, so it is important to notify the staff of any deviations to your schedule.

On departure day (Saturday), everyone will pack up and head home between 7am and 8am. Some groups elect to depart earlier due to the length of their drive home. We encourage everyone to move out without too much delay so that the staff can prepare for the next group that will be arriving. They need time to get prepared and rested themselves.

When you arrange for your transportation, please plan to have one vehicle for each work crew (about 6-12 people). This is preferable to one large vehicle (like a motor coach or school bus) because the work sites may not be in close proximity to each other and Motown Mission does not have extra transportation available.

Vehicles should be able to transport 6-12 people each, along with tools, equipment, coolers, lunches, and building supplies or materials to the worksites each day.

When groups come with vehicles that are not capable of hauling supplies to the worksite, they should be prepared for possible delays in receiving what they need for their project. The summer staff can make deliveries, but since they must make multiple site visits there is no guarantee of timing on their arrival.

Each vehicle should always have a copy of travel plans, copy of Participant Information Form for those in your crew, Motown Mission staff phone numbers, and a first aid kit.


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ADULT LEADERS & CHAPERONES [YOUTH WEEKS ONLY]

MME and participants will follow a “minimum two Adult Leader rule” in all of the following

situations during the week of MME:

• 2 adult leaders of the same gender as the youth participants in every room at the

accommodation site.

• 2 adult leaders with every work team

• 2 adult leaders with any group during Detroit cultural excursions and evening activities

A minimum adult to youth ratio must be met for youth program weeks. Motown Mission requires

youth teams to abide by safe sanctuary policies, which state that an adult counselor is to be four years

older than the oldest youth you'll have with you. Adult ratios to youth must not be lower than one

caregiver for every seven 11-13 year olds; one caregiver for every eight 14-17 year olds. If you are

bringing an “adult” that does not meet the “four years older than the oldest youth” rule, they can attend,

but must not be considered part of your minimum adult ratio.

MM requires all volunteers over the age of 18 to be background checked by the church /

organization they come with. Motown Mission abides by safe sanctuary policies, and can provide

examples of background check forms for you to use. Each group must sign off on the completion of

these background checks before arriving at MM.

Recruitment of Adult Leaders

Recruiting, training, and sustaining adult leaders is one of the toughest (but most important) part of

preparing your group. It takes patient, kind, tough, sassy, and responsible adults to make your service

week safe and fun for your young people. Here are a few tips to recruitment of adult leaders:

1. Start early – as soon as you know your Motown date, begin having conversations with trusted

adults.

2. Ask God to guide you in your recruitment process. Pray that the right adults may be made

known to you, and that they would agree to serve in this way.

3. Ask the pastor, other church staff, other laity who may know the congregation better than you.

Who would be a good servant? Who has worked with Boy Scouts or Girl Scouts in the past?

Who is someone they enjoy spending time with?

4. Make sure these people are ones you enjoy spending time with, too. If you enjoy their company,

youth will too!

5. Every adult who attends must be considered a leader. If they’d like to come to “help out but not

be a leader” the youth won’t necessarily know the difference between you and another adult. It

is wise to have the same expectations for all of your adult participants.


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6. Asking parents – do not ask Parents who fit the “hover-parent” category. A great way to use

parents is to chaperone the opposite gender of their child; or to work on another team from their

child.

7. Ask people to pray about what it might mean to serve God by chaperoning a youth trip – then

follow up a week or so later to see if they have questions. Do not expect them to give you an

answer right then and there. Allow them to seek guidance from God to see if this is a good fit for

them and their gifts.


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PREPARING YOUR GROUP

Your group reservations will only be confirmed once you have submitted your registration and filled out the group registration form.

Pre-trip planning with your team should include the following. Many document downloads are available at motownmission.org/downloads to help you in this process.

Fundraising (see https://www.crowdrise.com/motown-mission-2017 & umcyoungpeople.org/resources/fundraising)

Packing Checklists, Travel Arrangements

Group Info Form (due in May, will provide information about specifics of your group)

Project Plan review

Pre-trip Bible discussions

Medical Release Form – Each participant must complete & submit a Motown Mission medical release form, due upon arrival.

Crowdrise Fundraising

Now groups can use the Motown Mission Crowdrise page to raise support for their trip from home church, family, and friends. Group leaders can start a team at crowdrise.com/motownmission2017 and all donations given there will go directly to lower your group costs.

Rules & Expectations (see pg 14)

It is important to allow time in the early stages to develop your group as a team. Time spent together and shared information will strengthen the bond and readiness of all team members. When you do your team building, you will need to include a review of Motown Mission Expectations, Rules, and Regulations. All volunteers must have read that document prior to the trip.

About Detroit

Take time to review materials and learn about the local Detroit culture. The project area will likely be culturally diverse and distinct from that of the volunteers, so your group should plan to listen and learn, be open to new ideas, and be capable of making adjustments to the local culture of Detroit. Your group will have time during the work day to experience the city, during the times of 4pm-6pm, and after evening gathering time. Excursion information is available online: www.motownmission.org/excursions.

Our Summer Staff

Motown Mission staff has overall responsibility for all activities at Motown Mission. So, all volunteers must plan to participate in the activities directed by staff including meals and chores, as well as the evening programs that are conducted each night. Volunteers are expected to help keep the center clean, prepare meals, and to keep the tool and supply area organized. Please review this with your team prior to travel.

http://www.motownmission.org/excursions


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PACKING NOTES!

EACH WORK CREW (MAX OF 6-12 PEOPLE) SHOULD ALWAYS HAVE:

1) A fully equipped First Aid kit

2) A good size cooler to carry ice, drinks and lunches

3) Water jugs/bottles/coolers

EACH CHURCH GROUP IS INVITED TO BRING:

1) Musical instruments and favorite songs

2) Recreational equipment - both indoor and outdoor

3) A devotional to share during your week (each group will share a short devotional with the group in the morning)

EACH INDIVIDUAL SHOULD BE SURE TO BRING:

1) Enough appropriate clothing. (Laundry facilities are NOT available)

For WORK: Pack inexpensive clothing you would not mind getting really dirty or trashed. Shirts with sleeves and long pants must be worn at all times at the work site (shorts may be worn to some worksites, but participants should prepare for jeans each day). Close-toed shoes must be worn at the work site (No flip-flops, sandals or open-toed shoes.)

For LEISURE: Pack comfortable, discrete clothing for at the church. Shirts with sleeves must be worn at all times. Shorts for must be mid-thigh or knee length. No short shorts are permitted. No shirts with messages that convey negativity are permitted.

2) Basic tool list for each volunteer. The following are helpful for each volunteer to have.

Please label all personal tools with your name.

• Hammer, Measuring Tape, Eye Protection / Goggles / Safety Glasses, Work Gloves, Nail Apron and/or Tool Belt (these items may be placed in a cinch sack, backpack, or tied with a bandana to save on space).

3) Other recommended items for individuals.

• Air Mattress or cot (some rooms have bunkbeds, others do not, you will be alerted of which room your group is assigned in May), Personal toiletries: (pack liquids in plastic bags), Soap/deodorant/ shampoo/toothbrush/ toothpaste/etc., Towels & washcloths, Showering shoes, Sleeping bag/pillow, Water bottle, Sunscreen, Flashlight, Pen and paper, Fans, Bible.

General Guidelines: Please remember that you are representing a faith-based Christian organization. Your dress needs to be modest, sensitive to the culture, and safe.


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TYPICAL WEEK SCHEDULE

Sunday

3-4pm Arrive at Metropolitan United Methodist Church

5:30pm Group Leader Meeting

6:30pm Dinner

7:30pm Evening Gathering: “Story of Motown” – Detroit Orientation

10:00pm Rest Time / Lights Out

Monday – Friday (With one half workday for your Evening in the City)

7:30am Mornings Devotional / Breakfast / Pack Lunches

9am-4:30pm At the Work Site (with lunch eaten on the worksite)

4-6pm Group Free Time (Explore the city!)

6:30pm Dinner

7:30pm Evening Gathering Time

10pm Rest Time / Lights Out

Half Day (Please check with staff to confirm your half-day before making plans)

7:30am Mornings Devotional / Breakfast / Pack Lunches

9am-1pm At the Work Site (with lunch eaten on the worksite)

1pm-9pm “Evening in the D” + Group Meal Out On The Town

10:00 pm Rest Time

Saturday

7:30am Continental Breakfast

7am-8am Pack and Clean Up

8am On the road!

###


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GROUP PACKING CHECKLIST TOOLS Every team (10-12 people max) should bring the following recommended tools to be prepared for all the kinds of work you might do at Motown Mission. We recommend bringing the following list based on the work projects you requested (heavy construction, light construction, greening, kids’ activities, and feeding)

√ TOOL PER GROUP of 10-12 NOTES

ALL PARTICIPANTS

Safety Goggles 10 to 12 1/person is best

Work Gloves 10 to 12 pair 1/person is best

Water Bottle 10 to 12 1/person is best

First Aid Kit 1 per group

GARDENING/GREENING

Hedge Clipper 2 Extension cords if able

Hoe 2

Pruner - Hand 3

Pruning Shears 4

Rake - Gravel 2

Rake – Leaf 2

Saw - Pruning 1

Shovel (Flathead, Spade) 2

Weed Whacker 1 Extra batteries if able

LIGHT CONSTRUCTION

Drill - Corded or cordless 1

Drill Bits 1 set For wood and masonry

Extension Cord 1 50' +

Hammer 7 16 oz +

Measuring Tape 3 16' +

Pliers 3 Various

Saw - Hand 1


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Screwdrivers - Flat 2

Screwdrivers - Phillips 2

Socket Wrench Set 1

Utility Knife 2

Paint supplies (below, if needed)

HEAVY CONSTRUCTION

Carpenter’s Level 1 - 2

Chalk Line 1 With chalk

Crow bar 3

Drill - Corded or cordless 1

Drill Bits 1 set For wood and masonry

Electric Adapter 2 2 prong to 3 prong

Extension Cord 1 50' +

Hammer 7 16 oz +

Measuring Tape 3 16' +

Pliers 3 Various

Saw - Hand 1

Screwdrivers - Flat 2

Screwdrivers - Phillips 2

Socket Wrench Set 1

Square, or Speed Square 2

Utility Knife 2

Wrecking Bar 1

PAINTING

Drop Cloth 2 For painting

Paint Brush - Thin 3

Paint Brush - Wide 4

Paint Roller 3

Paint Roller Pad 6

Paint Scraper 5 Wide and thin

Paint Tray 3

Putty Knives 3

Rags 10 Bring them clean

Scrub Brush 1

Utility Knife 2


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FEEDING & KIDS

None (all supplies provided)

OTHER ITEMS For every work crew (10-12 people max) your group should bring the following items to be

prepared for other activities, duties, scenarios, etc.

√ ITEM Per Group of 10-12 NOTES Cell Phone 1 At least 1 per van

Cooler - Ice Chest 1 For bag lunches

Cooler - Water 1 5 gallon

Fans - Box or Rotating 2 Sometimes even MI gets warm

First Aid Kit 1

Games, Playing Cards 2 to 3

Laptop/Internet Connected Device 1 For blogging/emailing about trip

Map of Detroit / GPS 1

Medical Release Forms - Copies 10 to 12 1 for each person in team

Sunscreen 2 Bottle/Can


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INDIVIDUAL PACKING CHECKLIST TOOLS Every individual should bring the following tools if they are available to them. These help

work projects go more smoothly as more people can keep working throughout the day.

√ TOOL NOTES Hammer 16 oz +

Measuring Tape 16' +

Safety Goggles

Work Gloves

Nail Apron and/or Tool Belt Place all tools in a cinch sack or backpack

OTHER ITEMS The following non-tool items are important for each individual to bring as well.

√ ITEM NOTES Close-toed shoes or boots Worksite

Long pants / Jeans Worksite

Sunscreen Worksite

Water bottle Worksite

Air Mattress or Cot Accommodations

Sleeping Bag or Bedding Accommodations

Shower shoes, gym shoes, or sandals Accommodations

Soap, Shampoo, and Other Toiletries Accommodations

Shirts with sleeves (tshirts only for worksite & leisure)

Towel Accommodations

Bible Program

Board Games, Playing Cards, etc Program

Football, basketball, boomerang, etc Program

Musical Instruments Program

Notebook or Journal / Pen or Pencil Program

DO NOT BRING THESE ITEMS:

Any item with inappropriate or offensive content DO NOT BRING!

Drugs or Alcohol DO NOT BRING!

Firearms DO NOT BRING!

Fireworks DO NOT BRING!


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RULES & EXPECTATIONS

The Motown Mission (MM) staff have overall responsibility for all activities. Directions given by

MM staff are to be strictly observed.

Adult Leaders are responsible for their youth volunteers at all times while your group participates

with MM. This includes enforcing all the expectations, rules, and guidelines of MM.

MM’s youth program is designed for students who have completed 6th - 12th grade. Heavy

construction work will be reserved for High School students and older. Groups with younger participants

only will be given projects according to the skills you report. PLEASE NOTE: No infants, toddlers, or

any youth under the age of 11 are permitted on a Motown Mission trip.

MME and participants will follow a “minimum two Adult Leader rule” in all of the following

situations during the week of MME:

• 2 adult leaders of the same gender as the youth participants in every room at the

accommodation site.

• 2 adult leaders with every work team

• 2 adult leaders with any group during Detroit cultural excursions and evening activities

A minimum adult to youth ratio must be met for youth program weeks. Motown Mission requires

youth teams to abide by safe sanctuary policies, which state that an adult counselor is to be four years

older than the oldest youth you'll have with you. Adult ratios to youth must not be lower than one

caregiver for every seven 11-13 year olds; one caregiver for every eight 14-17 year olds. If you are

bringing an “adult” that does not meet the “four years older than the oldest youth” rule, they can attend,

but must not be considered part of your minimum adult ratio.

MM requires all volunteers over the age of 18 to be background checked by the church /

organization they come with. Motown Mission abides by safe sanctuary policies, and can provide

examples of background check forms for you to use. Each group must sign off on the completion of

these background checks before arriving at MM.

Please use tools, materials, and resources responsibly while participating at Motown Mission.

Possession or use of illegal drugs or alcohol is not permitted at any time during MM. Participants,

youth or adults, choosing to break this rule will be asked to return home immediately at their own

expense.

MM staff will inform each group of any project site or accommodation site specific guidelines prior

to your arrival.

Smoking or use of tobacco products is prohibited inside any MM accommodation site or at any

work project site. If needed, a designated area will be identified for legal adults.


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No pets are permitted at the MM accommodation site. If a new pet is acquired during the week,

arrange to retrieve the pet on your way home.

To ensure privacy of all participants, no females are permitted at any time in the males’ sleeping

area. Likewise, males are not permitted in the females’ sleeping area at any time.

Quiet hours will be established and followed by all participants at accommodation sites. Some

exceptions to set hours will be made when special evening activities occur.

Appropriate attire will be worn at both the accommodation site and work site. This includes not

wearing clothing with offensive language, clothing that is overly revealing, or clothing that is

inappropriate for the expected work.

All volunteers (youth and adults) are expected to participate fully in the program of MM. Adults

will have the opportunity daily to check in with MM staff to handle any situations that may need attention

and to ensure that the week is going as best it can.

Participants will be asked to help in chores (meal prep, clean up, etc) around the accommodation site

to make that run smoothly and efficiently.

Each work crew (6-12 people max) must provide their own transportation to and from their work

site. It is recommended that each work crew have their own van. 2 adults must be present with each

work crew at all times except if one adult needs to care for an emergency.

Working hours are approximately 9am to 4pm normal weekdays and 9am to 1pm on half-days.

Groups are encouraged to visit cultural centers of Detroit on half-day afternoons before returning to the

accommodations site. Dinner on half-day is not provided by Motown Mission, this allows groups

to have dinner at the restaurant of their choice or to cook dinner at Metropolitan UMC at their own

expense.

We expect lunch to be eaten at the work site. This is an important opportunity to get to know the

people you are serving. MM will provide brown bag lunches for groups.

MM asks that participants refrain from using cell phones and portable electronic devices at work

sites.

Firearms, air rifles or pistols, BB guns, replicas of firearms or any kind of weaponry (or replicas) are

not permitted at MM. Adults who have professional license to carry weapons are asked refrain from

exercising that practice while at Motown Mission.

Updated April 5, 2017

Documents

MOTOWN MISSION EXPERIENCE GROUP LEADER · PDF filemotown mission experience group leader information packet page2 group leader information packet table of contents planning for your