ST. FRANCES CABRINI SHELTER
MARCH 7 THROUGH APRIL 4, 2018
ST. FRANCES CABRINI SHELTER MARCH 7 THROUGH APRIL 4, 2018 OPERATIONAL PLAN
Provide a safe shelter for 15 women identified by the Santa Clara County Department of Social Services, Homeless Clinic.
As part of Village House, an Inter Faith Shelter of Hope, St. Frances Cabrini will participate in a rotational housing program sheltering medically fragile homeless women throughout 2018. This initiative is supported by the Diocese of San Jose and currently there are approximately 18 faith based congregations supporting the initiative.
St. Frances Cabrini Church will offer the use of the Parish Center to house a maximum of 15 homeless women. The 15 women will be identified by their assigned Social Worker Libby Echeverria, the women assigned to her caseload. Caseworker Alicia Morales will assist Ms Echeverria.
City and County ordinance allow for no more than 15 women to be housed at any one time. Ordinance also allows for housing not to exceed 35 days in a calendar year.
Organization and Management
The Shelter is Staffed, funded and operated by volunteers and contributions, with Administrative support from the Parish. Throughout the 29 days covered by SFC in 2018, There are 678 volunteer spots that are required to be filled. Volunteers can register at http://signup.com/go/sHnAQrm.
SFC SHELTER ORGANIZATION
Executive Officer Fr. Michael Hendrickson
Father Michael Hendrickson (Pastor) Will oversee project as the Parish Pastor
Father Gabriel Lee Parochial Vicar
Priests will be on call via Parish emergency numbers for Shelter emergencies.
Priests will be the drivers for the Shelter Van in the mornings only on an as needed/if necessary basis.
Shelter Director John Dahl
Overall coordinator for the Shelter Project
Coordinate with Shelter partners on planning and logistics
Coordinate with all shelter directors regarding daily operations Create an operations manual
Create a safety plan
Weekly Liaison with School review security and facility issues Shall define room assignments for each guest
Director Guest Services Libby Echeverria
Work with County Offices to define Guest selection process and criteria.
Provide John Dahl documentation on Guest screening and referrals
Develop guidelines and trainings for volunteers
Provide guests or facilitate guests in acquiring monthly bus passes
Caseworker Alicia Morales will be the contact person for the Intake desk to contact with questions or issues. If caseworker is not available Ms. Echeverria will be social worker for the duration of the shelter. Ms Morales will work with the guests at both the day center and the shelter, 20 hours/week, Monday through Friday. She will communicate pertinent information with the Intake Desk or Shelter Director when deemed necessary.
Director of Clothing / Laundry Pam Citrigno
Will develop and maintain a laundry schedule
Will maintain the Laundry schedule for volunteers.
Notify Shelter Coordinator of any clothing, towels, or bedding needs on an ongoing basis Notify Shelter coordinator or maintenance person of any equipment or maintenance needs
Director of Meals Maile Figone
Develop a menu for morning and evening meals and post throughout the shelter.
Post a list of the volunteers for each day / week
Develop a list of items for guests with special dietary needs
Coordinate the bag lunches to be prepared daily
Develop and post a list of the responsibilities for all volunteers.
Director Personal Needs Maile Figone
Provide personal hygiene items for our guests
Identify and purchase any clothing needs for our guests
Procure donations of cash or gift cards for clothing hygiene purchases
Director of Security Dan O’Connell
Develop a security plan
Coordinate Security Volunteers, develop volunteer duties
Coordinate equipment: Security vests, radios, flashlights and emergency contact numbers
Identify potential Security issues
Coordinate with the Shelter Director the implementation of the shelter emergency plan
Train volunteers both via training sessions and daily overviews
Assure liaison with School over security issues
Director Maintenance John Dahl
Develop facility cleanup plan.
Develop contact numbers for daily and emergency maintenance contact.
Director of Transportation Steve Catching
Assure maintenance and fueling of rental van
Develop Transportation protocols
Develop Transportation Volunteer list
Assist on getting shelter residents in and out on schedule
Director of Medical Services Debbie Casey
Identify and screen medically capable volunteers primarily at the EMT or RN and above level
Maintain readiness of medical bag kept on site for emergencies or minor treatments
Advise volunteers on appropriate steps to take in the vent a redirect is required to an outside agency or facility
Director of Volunteer Recruitment and Scheduling Robert Citelli
Monitor ongoing shelter volunteer sign ups.
Answer volunteer questions regarding volunteer opportunities
Provide volunteer updates to Shelter Coordinator and other volunteer coordinators Troubleshoot IT and sign up issues as they arise
On Call Site Director:
In the event additional support or guidance is required by overnight volunteers, an Overnight Sight Director will be on call each week 24 hours a day, seven (7) days a week. Contact information will be at the Intake Desk for the weeks they are assigned. They are:
John Dahl March 7 to March 13
Steve Catching March 14 to March 20
Sam Nickolas March 21 to March 27
Bob Citelli March 28 to April 4
The On Call Site Director should be contacted first if other trained personnel are not present. Contact information will be available at the Intake Desk.
Intake Desk Supervisor Frieda Flochinni and Erin Donnelly
Coordinate with all Directors as to assignments, volunteer issues, activities, security or medical issues. Advise Shelter Director and/or caseworker of any Intake issues
Handle immediate shelter incidents
Assure all new volunteers review the facility emergency plan, and assignment responsibilities
SFC Parish Insurance has been deemed appropriate and adequate for this usage of the Parish Facility.
Guest Selection and Documentation Process
Client selection will be solely handled by Libby Echeverria DSS Santa Clara County
Guests previously selected by Ms. Echeverria will be carried over from the previous shelter housing to SFC
Ms. Echeverria and Ms Morales will provide the list of names and available medical placement information to SFC. This information will be shared by the Intake Team responsible for the initial and daily checks of the guests. Ms. Echeverria will remain the point person for coordination with the social workers of the guests.
Welcoming Schedule of Activities
Reception/Intake will occur in the foyer of the Parish Center entry way.
Cots will be set up in the Living Room, on the first floor, Counting room and the Library on the second floor.
Guests will shower and be provided hygiene toiletries.
A warm Dinner and Breakfast will be provided in the Kitchen of the Parish Center.
SFC will have name badges for the guests to receive upon arrival each night and turned in each morning at departure. New guests to the program will be provided locker keys and new name badges will be provided by Holy Spirit.
Keys to lockers with lanyards will be provided to the guests Guest check in and check out forms will be used
Village House Network Shelter Rules
SFC Guests will arrive between 7:00 pm and 8:30 pm. Arrival after 8:30 pm is considered a “Late Arrival” unless pre-coordinated with the Intake Supervisors.
Guests are not allowed into the shelter if under the influence of alcohol or illegal substances.
Guests are prohibited from bringing drugs or alcohol into the shelter. Violators can be subject to expulsion from the program.
Guests will leave the shelter no earlier than 6:00 am and no later than 7:00 am unless pre-coordinated with the Intake Supervisors.
Once checked in, guests are to remain within the defined boundaries of the shelter. Guests who leave the shelter will not be allowed to return that evening unless they have 24-hour pre-authorization.
Guests are to notify the Shelter if unable to spend the night at the shelter due to an emergency. Notification must be made to the Shelter as soon as the emergency is known. Guest-to-Shelter Communication: Cell- Phone #: 1 (408) 807-3485.
Guests are permitted one (1) ‘night out’ per week with prior approval 24 hours in advance from either the Intake Director, the Intake Lead, or the Shelter Director.
Requests for absence of more than one night must be requested at least 24 hours in advance using the “Night Pass Request.” Night Pass Requests must be approved by the Shelter Director.
Two (2) “No Shows” or repeated Late Arrivals will result in a written warning by the Intake Director. Additional unexcused absences or Late Arrivals will result in referral to the Shelter Director and the Supervising Case Manager for dismissal from the program. SEE VILLAGE HOUSE DISMISSAL GUIDLINES AND GUEST COMMUNICATION RECORD at the end of this section
Guests will not invite visitors to the shelter and no visitors will be allowed at the shelter.
Food is allowed only in the dining area. No food is allowed in the sleeping area or the locker area.
Guests may smoke only in the designated area. Smoking is not allowed after 10pm lights out.
Guests will not ask for money, gifts, or favors from any volunteers or employees.
Village House Dismissal Guidelines
Village House provides shelter for medically vulnerable and fragile women. The women may be medically fragile physically or emotionally. Based on their history, it may be challenging for them to live in community with others. It is the intent of Village House to help each of these women through the process to live successfully at Village House until they transition to permanent housing. This will require flexibility, patience and conflict resolution by shelter staff and volunteers. Situations may arise that are more serious in nature, requiring intervention and possibly dismissal from the program.
Village House Guests may be dismissed from the shelter program for a variety of reasons including:
- Behavioral issues
- Alcohol or drug usage
- Discretion of local Shelter Director, Village House Director, Village House case manager and VillageHouse case worker.
Standard Dismissal Guidelines
The Guidelines for the standard dismissal process are as follows:
- Counselling. The local Shelter Director will verbally counsel the guest regarding the issues of concern and expected behavior. The conversation shall be documented using the Guest Communication
Record. Consultation with the Case Manager and Case Worker is recommended but not required. Guest signature is not recommended by not required. If the issue is absenteeism, the conversation may need to occur by telephone. It is not necessary to hold the counseling session in person. The guest participation agreement may be helpful to review with the guest during this discussion. When the shelter transitions to a new location, it is important to share this information with the new shelter director to prevent undesirable behavior from continuing.
- Warning. The local Shelter Director will meet with the guest to discuss the continuing or new issues. Consultation with the Village House Director, Case Manager and Case Worker shall occur prior to issuing warning when possible. Specific concerns and expected behavior will be documented on the Guest Communication Form. The Form should include specific information regarding potential dismissal if issue is observed again or not corrected by a specific date. Guest will need to be made aware that other shelter accommodations will not be provided by Village House. Guest signature is recommended but not required. If it is not feasible to obtain the signature, the Shelter manager shall document the conversation. When the shelter transitions to a new location, it is important to share this information with the new shelter director to prevent undesirable behavior from continuing.
- Dismissal. When specific guest issues continue, the Local Shelter Director should consult/notify the Village House Case Manager, Village House Director, and Village House Case Worker that the guest will be dismissed. The Local Shelter Director and Intake Manager should meet with the guest to deliver the dismissal communication. If needed, the Village House Director, Village House Case Manager or Case Worker can be requested to be present. When practical, the guest shall be given a 24 hour notice that they will not be able to return to the shelter. They will need to pack up their personal belonging, and will have 5 days to make arrangements with the shelter staff remove them from the shelter. The dismissal notice should be documented on the Guest Communication form and signed by the Shelter Director and the Guest.
Immediate Dismissal. Situations may arise where immediate dismissal of a guest is required. Situations where immediate dismissal is required, may include but are not limited to:
- Violent or aggressive behavior toward other guests or shelter staff and volunteers
- Threatening behavior
- Drug or Alcohol usage
If these issues are observed, it is recommended that the local Shelter Director be notified immediately. If practical, the local Shelter Director will consult with the Village House Director, the Village House Case Manager and/or Village House Case Worker. The Shelter Director and Intake Manager will meet with the guest and notify them that they are being dismissed from the program immediately. They will be asked to leave immediately. Time provided to pack up belongings will be at the discretion on the Staff on hand. The guest will be given 5 days to make arrangements with the shelter to pick up their items. The dismissal notice should be documented on the Guest Communication form and signed by the Shelter Director and the Guest.
Grievance Process. Guest shall be made aware of the Grievance process if they would like to petition to be reinstated into the Village House Shelter program. A sample Guest Communication Record is seen below.
Guest Communication Record
Guest Name:______________________________ Date: _____________
Shelter Supervisor Name: ____________________
Reason for Discussion:
Shelter Needs/Management Issue Behavior Issue
Brief Notes On Discussion (use back as needed): _________________________
Guest Signature: ____________________________________ Date: _________
Shelter Supervisor Signature: ____________________________ Date: _________
Witness Signature:____________________________________ Date:_________
CC: Libby Echeverria
Guest Agreement and Rules
Chores will be mainly the responsibility of the volunteers. Guest will be responsible for their personal items, preparing bedding in the evening, removing sheets or preparation for laundry. Other guest chores may be discussed in additional meetings.
Clothing towels bedding hygiene ready for Laundry prior to departure on day assigned
Expectation for guests and volunteer: Bedding Clothes, Laundry ready for pickup
Shower location is on second floor
Hygiene Kits provided guests
Maintenance schedule (showers bathrooms to be cleaned daily)
All rooms are equipped with Carbon Monoxide and smoke alarms. All will be inspected and newly purchased batteries installed prior to admitting guests on March 7.
Requirements of Volunteers
Role of volunteers:
One volunteer assigned upstairs, one assigned downstairs. To remain awake at night.
Volunteers will be required to familiarize themselves with emergency plans, procedures and evacuation procedures.
Meals Daily schedule for meals will be attached (Maile Figone Contact Person)
A Continental Breakfast Mon-Fri will be prepared by onsite staff in the SFC kitchen every weekday, served and cleaned up by those same volunteers Monday through Friday. A hot breakfast will be served Saturdays and Sundays.
Dinners may be prepared off site, purchased or prepared on site. The assigned volunteer will also serve and clean up the meal.
Overnight Schedule and Security
Intake and Registration
Upon arrival for the first time, all volunteers will review the volunteer book for responsibilities and check in with the Intake Supervisor or Site Manager.
All Volunteers will attend training prior to assigned volunteer position
The Shelter will provide housing for 15 unaccompanied women, no children, guests or pets are allowed
Important Phone Numbers
The number for the Village House Evening Shelter is (408) 807-3485. The number for the Village House Day Center is (408) 250-7764.
The number for Caseworker Alicia Morales is (669) 245-5434
Hours of Operation
The Shelter will operate from 7 AM to 7 PM daily from Wednesday March 7th, through Wednesday April 4th. Guests must leave the property by 7 AM, and may not return prior to 7 PM. Once entering the shelter, there will be no in and out privileges.
A Daily Schedule will be attached (Attachment.to follow)
Guests will be provided VTA routes to and from the SFC campus. In addition, guests will be transported to and from daily warming centers by SFC volunteers and parish Staff.
Onsite supervision will be provided during the hours of operation. A minimum of seven (7) volunteers will be on site for the evening and morning hours of operation.
During the hours 11 PM to 4 AM a minimum of three (3) volunteers and Parish Staff will be onsite for emergencies. All volunteers will have attended a training session or —had the operation manual reviewed before beginning their volunteer shift.
In case of emergency, contact the Santa Clara County Sheriffs Department, using the Land Line in the Parish Office on the desk of Sue Butler.
The trained caseworker assigned to the women can be contacted for advice or information, only by the Intake Desk or Project Coordinator. If individual problems occur with one of the guests, the Intake Desk or Shelter Director will contact the assigned Social Worker.
At 7 AM, shelter guests will be transported to Warming Centers where they will spend the day. They will not remain on SFC property during the daytime hours. Participating Warming Centers are:
Almaden Hills United Methodist Church
6581 Camden Avenue
San Jose, CA 95120
Good Samaritan Episcopal Church
15040 Union Avenue
San Jose, CA 95124
Cleaning and general maintenance will be provided by the Parish Staff currently, on site providing cleaning services to the Parish Office. Bathrooms will be cleaned daily, all trash removed at 7 AM. If additional maintenance or cleaning is required, contact Dave Citrigno for Maintenance, and the Project Coordinator or intake Desk for cleaning issues.
Property, or decisions relative to the Parish Center, will be made by Father Hendrickson, and the Project Coordinator, and the SFC Building Committee.
Floor plans of the two levels of the Parish Center. Each diagram will be posted in all sleeping areas, and general hallways. All residents, and volunteers will familiarize themselves with the emergency plans, escape routes, and the floor plans. These are in the ” Emergency Procedures” portion of this Shelter Information Binder.
Floor plans can be seen on the PDF.
SFC school operates Monday through Friday and daycare opens at 7 am, and closes at 6 PM. The school should be considered in full operation during those hours. The guests will be instructed to stay away from the School side of the property, and during evening school events at the school site, gym or Kelly Hall, they are to avoid interaction with students and parents.
The Electronic Gate located on the Camden Avenue Side of the complex will remain closed during school hours of operation.
Parents and students will have full access to the school site during the shelter operation.
All visitors to the SFC school must first go to the main office, and get an identification badge before proceeding anywhere.
VOLUNTEER POSITIONS PREREQUISITES
ALL VOLUNTEERS MUST HAVE BEEN FINGER PRINTED AND CLEARED PRIOR TO REPORTING.
ALL VOLUNTEERS MUST HAVE COMPLETED THE VIRTUS ONLINE TRAINING CERTIFICATION AND SUBMITTED THEIR CERTIFICATE OF COMPLETION TO THE SCHOOL OR PARISH OFFICE.
ALL VOLUNTEERS MUST HAVE ATTENDED ANY ONE OF THE FOUR 2018 SFC TRAINING SESSIONS.
ALL VOLUNTEERS SHOULD REVIEW PROGRAM RULES AND PROTOCOLS BEFORE VOLUNTEER ASSIGNEMNT BEGINS.
ALL VOLUNTEERS SHOULD FAMILIARIZE THEMSELVES WITH THE DIOCES OF SAN JOSE OFFICE OF THE PROTECTION OF CHILDREN AND VULNERABLE ADULTS ADULT CODE OF CONDUCT. SEE http://bit.ly/2DkafYP
ASSIGNMENTS MAY CHANGE DUE TO STAFFING NEEDS
- Check in with the Intake Desk when starting and leaving volunteer assignment.
- Review the rules and responsibilities the guests must follow.
- Review the daily schedule and timetable of events (showers, meals free time lights out and wake up time.
- Check in: Make sure all guests have and display their ID badges.
- New guests: Make sure they are familiar with shelter facilities and emergency plan and evacuation routes.
- Wear volunteer ID badges always.
- Make sure the Parish Center is clean and functional
- Report any safety or maintenance issues to the Project Coordinator or Intake Desk immediately.
- Attend any meetings, briefings or debriefings as required.
Please greet all guests on a nightly basis. Familiarity with the guests will provide a positive relationship with all Shelter staff and guests. The guests will be part of the DSFC community during their stay, so we want to provide a comfortable environment, and allow them to settle into a routine
Intake desk will be staffed with two volunteers in the evening, and one volunteer in the morning
Intake desk will have one Volunteer trained in Mental Health modalities
Intake Desk will oversee the evening volunteers in absence of the Project Coordinator, and will sign volunteers in and out
Intake desk will assure the volunteers are familiar with emergency procedures and volunteer assignments and duties
Intake Desk will check in and out all guests, issuing keys and ID cards at night and collecting them in the morning Intake Desk will maintain a phone log of all calls and will monitor the two phones assigned to the intake desk
The Intake Desk Volunteer is the de facto onsite supervisor in the morning and evening
All guest issues are to be forwarded to the Intake Desk and Shelter Director for resolution. The Intake Desk will communicate with the caseworker, if necessary.
Intake desk will maintain a phone list of all shelter directors and shelter related personnel
There will be two floor monitors assigned Morning and evening, one on the first floor, and one on the second floor
All floor monitors must be familiar with the emergency procedures and evacuation plan. All Floor Monitors must be aware of fire, or potential fire risks
Guests will be housed in two rooms on the first floor, and will eat meals in the kitchen also located on the first floor. In addition, guests will access their personal belongings assigned storage locker areas. Floor Monitors must assure the consistent flow of guests and volunteers from activity to activity.
Assure the Shelter schedule is adhered to.
Floor Monitor should keep the main hallway clear so traffic flow and safety can be assured always.
Keep guests and volunteers from all locked and off limits Parish Center areas.
All smoking is to be done only in the Rose Garden area. Guests are NOT to leave the Parish Shelter Building once they have entered.
Guests will be housed in two rooms on the second floor. The Counting Room and the Library. The guests will also shower and take care of personal hygiene needs in the Bathroom area located across from the Counting Room.
Priest Offices and Storage are also located on the Second Floor.
Floor Monitors will know the emergency plan and evacuation routes for the second floor.
The Floor Monitor on the second floor will keep all guests and volunteers from accessing the Priests Offices and storage areas. The evening floor monitor will monitor showers for safety and assure the shower and evening schedule are adhered to.
Floor monitors will assure the hallways are clear and accessible for traffic and possible evacuation.
The morning floor monitor will assist with the morning wake up, assist with keeping the guests on track for the morning schedule, personal hygiene, meals and departure.
There will be a minimum of two staff volunteering during the “overnight hours” These will be constituted as the 11 PM to 4 AM hours. There may be a third medical volunteer during the overnight hours.
There will be a minimum of one male and one female volunteers during these hours.
Volunteers are to remain awake, and able to respond to any emergencies, IE; fire, natural disaster, medical. If there is a medical emergency the Medical Volunteer is to be summoned.
Volunteers will provide constant supervision of the facility and assure the safety of guests and volunteers.
Any issue that should arise, the Project Coordinator should immediately be advised. All 911 calls should if possible originate from a land line.
Volunteers will be equipped with radios to contact one another.
Four (4) volunteers are needed each weekday for laundry service for our guests.
Three volunteers will each be assigned one guest’s laundry and bedding while the fourth volunteer will be assigned bath towels.
Pickup of laundry occurs at 8:00 AM each weekday and can be returned to the Parish Center Office each afternoon by 3:00 PM and in time for our guests’ return to SFC.
FOOD PREP / KITCHEN
A BINDER WITH VOLUNTEER DUTIES, AND THE MONTHLY MENU AND MEALS WILL BE IN THE KITCHEN IN THE PARISH CENTER.
Please note this service requires the participation of four to five volunteers from your group, organization or family. Volunteers are asked to prepare, service and clean for 25+ diners including the women and all volunteers on shift and parish staff.
We encourage you to have dinner with those you serve that evening.
As we will house our guests during the Lenten Season, Friday meals should be fish, vegetarian, or pasta (no meat).
To provide a variety of meals we recommend the following cuisine for the days of the week: Sunday: Italian Monday: Assyrian/Middle Eastern Tuesday: PhilAm (Filipino) Wednesday: American Thursday: French Friday: Mexican (meatless during Lent) Saturday: Asian Flair. Note these are only recommendations and any meal will be greatly appreciated and warmly received.
Please be sure to prepare enough for 25 plus you and your group/organization if you wish to join the meal, (i.e. if you and your organization are 5 people then prepare enough for 30 people to have a meal).
We ask that you provide a well-balanced meal along with dessert and drinks (non-alcoholic). Please take all containers with you after the meal. Left overs will not be saved for the ladies.
We ask that you clean and make sure the kitchen and dining area are cleaned for the morning breakfast help (they will not have enough time in the morning to do this).
Please let Maile Figone know what your main course will be so we don’t have duplicate meals in a week. A meal calendar will be posted in the kitchen. We would hate to have three pasta dinners in a role. Thank you!
The service is run from the Parish Center Kitchen and is Directed by Maile Figone @ Rmfigone@sbcglobal.net
Volunteers arrive at 5:45 AM and assist with preparation of continental breakfast, setup/serve and cleanup as our guests leave for the day. A hot breakfast will be served on weekends.
Cleanup should be completed by 7:30 AM
Transportation entails morning driving to the Daytime Warming Center and evening pick up of our guests at the Daytime Warming Center and driving them to SFC.
Transportation will be provided daily for those guests wishing to attend the warming centers operated during the daytime hours.
A rental van has been procured for the duration of the Shelter operation.
All drivers must be insured and hold a valid California Driver’s license. All drivers must be added to the Enterprise Rental Agreement. The Rental Office is located at 15011 Los Gatos Blvd, Los Gatos, CA 95032. Phone Number is (408) 402-9522.
A minimum of two volunteers will participate in each trip: a driver and an alternate driver/passenger. The latter enables volunteers to participate in this vital area even if they do not have a driver’s license. A separate spot is designated for alternate driver/passengers on SignUp.com. Only alternate drivers or those wishing to serve only as a passenger should sign up for this spot.
The van will be pre-checked by Steve Catching for all safety issues, tires, lights, seat belts, each day. Before departing the mileage, and time of departure along with the names of the drivers will be provided and logged by the Intake Desk. The number of passengers should be texted/communicated to the Intake Desk prior to departure.
Upon arrival at the destination the SFC Intake desk will be called with the arrival mileage, time and destination. Upon departure, the desk will again be notified. The Village House Evening Shelter phone is (408) 807-3485. The Village House Day Center is (408) 250-7764.
Drivers will familiarize themselves with the emergency numbers should an equipment issue to the vehicle occur.
St. Frances Cabrini Parish Shelter Program
15333 Woodard Road San Jose 95124
Main responding San Jose Fire Units will come from Hillsdale Ave and Ross. They will always enter on the Woodard Ave entrance.
SFC is in County Jurisdiction, so the Sheriff’s Office should be called in case of emergency.
The land line to be used is in the Parish Office, and is located on the desk of Sue Butler. The office door will be closed but remain unlocked.
The four-week shelter program will house 15 women in the Parish Center.
All sleeping areas have smoke/fire alarms, and carbon monoxide detectors. Fire extinguishers are in the Main Hallways on the first and second floor.
A fire extinguisher is in the Kitchen area.
All volunteers will be equipped with Flashlights.
Eight women will be housed in two rooms on the first floor. They will be in the Living Room and Garden Room.
In case of fire or emergency, women in the Living Room are to be evacuated out the sliding door to the Rose Garden area. There is egress from the Rose Garden area to the parking lot via an unlocked gate. Diagram is attached and posted in the Living Room and First Floor Hallway. They may also be evacuated via the main hallway either to the rear exit of the main hallway, exit via the kitchen to the laundry area, or via the main hallway to the front door of the Parish Center near the Parish Office.
In case of emergency the two women located in the Garden room are to be evacuated either out the back door of the main hallway or via the kitchen out to the laundry room, where they can exit to the side door of the building. They may also be evacuated out the main hallway towards the main exit door located near the Parish Office front entrance.
Diagram is seen above and posted in the Garden Room and Hallway.
Three women will be housed in the Library located at the top of the stairs located off the main hallway. In case of emergency women can be evacuated via the stairway located directly next to this room, out the main hall to the main entrance to the Parish Center. They may also be evacuated via the rear door of the main floor,
They may also be evacuated out the rear door of the main floor on the second floor. Emergency routes posted in this room and the second-floor hallway.
Four women will be housed in the “Counting Room”, located towards the rear of the second-floor main hallway. Evacuation from the Counting Room can be accessed via the main hallway to the exit located at the rear of the second floor, or via the main hallway to the stairs located at the front of the second-floor hallway, via the stairs to the main level and towards the main entrance to the Parish Center. Emergency routes will be posted in this room and the second-floor hallway.
Any fire or natural disaster should result in immediate evacuation. Any injuries, illnesses suffered during such an event should be handled via 911. Please note this is County Jurisdiction so Police response will be the Sheriff’s Office.
Debbie Casey – RN, is the Director for Medical Services. She has generated a medical bag/kit which will be stored on site. Medical Protocols are seen below.
Overnight, we will have An EMT trained or higher level of Medically Certified professional on site. Consult immediately with that identified person regarding any medical issues or emergencies.
When no trained medical staff are on site, confer with the Intake supervisor or call 911. All women that require any trip via ambulance are to be taken to Valley Medical Center (VMC).
Role and Responsibilities Saint Frances Cabrini Shelter Medical Volunteer
Saint Frances Cabrini will be hosting 15 homeless women for 28 consecutive nights, beginning on March 7, 2018. These ladies are considered “medically fragile”. In other words, if they were to remain outside, it’s unlikely that they’d survive. This can be due to a variety of reasons. For example, last year one guest suffered from epilepsy; another came to us with asthma, bronchitis, and pneumonia. In general, these ladies are stable and likely won’t require much medical attention during their stay with us. However, since they are more fragile than most, and there may be a few minor medical incidents during their stay.
We believe it is prudent to have one medical professional present each night that the shelter is open.
Working Hours and Conditions
One medical volunteer will remain inside the shelter each night, between 9:00pm and 5:30am. A “shelter host” and/or a “shelter minister” will also be present during these hours. The medical volunteer will be provided a cot, linens, and blanket and may either sleep all night, or split the sleeping schedule with the shelter host/minister (at least one volunteer must be awake always, so sleeping arrangements can be negotiated each night between the host and the medical volunteer). In the event of a medical emergency, the host/minister will wake the medical volunteer.
The shelter will be equipped with a medical bag, which will reside under the medical volunteer’s cot for easy access. The medical bag consists of gloves, CPR barrier, a blood pressure cuff, stethoscope, penlight, and basic first aid supplies (see below for a detailed list of all supplies).
The primary responsibility of the medical volunteer is to provide an initial assessment and provide immediate support for any issues that may occur, as well as to make a judgement call so as not to needlessly overwhelm the system (e.g., are they in respiratory distress or having a panic attack?).
If the medical volunteer determines that one of the residents is experiencing a medical emergency, call 911 and provide basic medical support until help arrives. Our assistance will be limited to BLS only. No 02, Airways, AED, or meds (other than a few OTC meds) will be included in the bag nor should they be brought in!
First aid supplies are included in the bag for any general wound care that may be required.
Contents of the Medical Bag
The bag will contain the basics required to make an assessment, monitor vitals, perform CPR, and provide wound care. It is intended to deliver BLS care only. The bag will include the following contents:
2 Boxes of Gloves (1 Medium; 1 Large) Goggles
2 – CPR Pocket Masks
2 – BP Cuffs (1 Regular; 1 Large) 3 – Single-Dose Glucose Gel Tubes 2 Penlights
2 Trauma Sheers
Box of Antibiotic Ointment (25 single-use packets)
Box of 2×2 Gauze Pads (100 sterile wrapped)
Box of 4×4 Gauze Pads (100 sterile wrapped)
2 Rolls of Transpore Tape
2 Rolls of Micropore Tape
Box of 3″ Gauze Rolls (12 sterile wrapped)
6 – 3″ Kerlix Rolls
6 – 2″ Self-Adhesive Bandages
4 – 3″ Elastic Bandages Box of Alcohol Prep Pads Box of Band-Aids
2 Bottles of NaCl o Advil
SECURITY VOLUNTEER BRIEFING DOCUMENT
The following briefing document will be given to each security volunteer crew along with their vests and radios when they check in for their assignments.
St Francis Cabrini Helping Others Program Security Volunteers Duties
The purpose of the security volunteer activity is to provide a safe and secure arrival and departure environment for our guests as well as at the same time securing the interests of the school and parish during the duration of this project.
Security volunteers should keep in mind that the persons residing at the parish center are our guests and the parish wants to convey a welcoming feeling to them, Volunteers are encouraged to be friendly, hospitable and appropriate in their interaction with the guests.
Morning Shift 6:30 AM
- Upon arrival volunteers are to obtain a security vest radio and if needed, a flashlight from the parish center staff on duty.
- The duty of the morning security volunteers is to escort the guests to either their own vehicles parked in the lot adjacent to the Parish Center, or to assist in their accessing van transportation provided by Parish Center staff, and finally to assist in the pedestrian exit of those who leave the property on foot Those leaving on foot via the Woodard Ave side should be escorted to the parking lot exit near the priest’s quarters. Those leaving via the Camden Avenue side should exit from the driveway near the gym.
- Keep in mind that the school parents begin dropping off their children for daycare via the Woodard Avenue entrance at 7:00 AM. The daycare is accessed via the south entrance of the primary wing. Parents park both on the Woodard Ave and in the marked spaces in front of the primary wing of the school. Security volunteers should always be with the guests and escort them directly to the exits upon leaving the parish center. Security personnel should not allow any interaction with the children or lingering near the school buildings.
- In the event of minor questions or difficulties involving the guests, notify the staff at the parish centere If a 911 call is required because of a major emergency, in lieu of a cell phone call, the landline telephone in the parish center should be used to call.
- The issued radios, with operating instructions included, are for the purpose of communicating between security personnel and the parish center staff as needed.
Evening Shift 5:30 PM to 9:00 PM
- Upon arrival volunteers are to obtain a security vest radio and if needed, a flashlight from the parish center staff on duty
- The guests have a formal arrival time of 7:00 PM but some will come early via personal transportation, church provided van or pedestrian access via Woodard Ave or Camden Ave.
- Security volunteers should ensure that those who arrive on foot through the gates as well as those who arrive by the other modes of transportation go straight to the Parish Center These guests should be escorted to the Parish Center by volunteers
- There will be various night time activities involving the parish and school at the gym, the school buildings and Kelly and Essig Halls. The guests are not to be allowed to delay and interact in any of these activities which more than likely involve the schoolchildren.
- In the event of minor questions or difficulties involving the guests, notify the staff at the parish center, If a 911 call is required because of a major emergency, in lieu of a cell phone call, the landline telephone in the Parish Center should be used.
- The issued radios, with operating instructions included, are for the purpose of communicating between security personnel and the parish center staff as needed.
Communications All Shift
All Security volunteers will be assigned Radios.
Two cell phones will be established at the intake desk, one for the guests to call in, and one for volunteers to call in.
Two security staff will patrol the facility perimeter each evening; one will patrol the facility perimeter each morning.
Security staff will be familiar with the facility layout, and direct/escort the guests to and from the property each morning and evening
Security staff will wear orange vests to identify themselves, and be equipped with radios which will connect to the intake desk