Host Church Tool Kit
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Introduction
Thank you for becoming a Host Church to help make Serve St. Louis 2013 a reality!
Without churches and Hosts like you, this movement would be non-existent. Thanks to your
commitment and contributions, opportunities will be opened for 6,000+ volunteers to touch
thousands of lives with the grace and care of Jesus Christ.
This packet contains the outline, tools, and information for Host Churches – those churches
who have committed to developing and hosting projects for volunteers to serve at on October
12-13, 2013.
In the pages that follow, you will find a list of responsibilities, due dates, job descriptions,
and project development tools to help you find, develop and implement your Serve Day
project from start to finish.
If you have any questions or would like additional clarification beyond what is included in this
packet, please review the tools available to you at www.servestlouis.org, or contact your Anchor
Church Mentor.
Thanks again for agreeing to participate in Serve St. Louis on October 12-13, 2013! We pray
blessings and strength over you as you start this journey alongside us.
In Christ,
The Serve St. Louis Team
Serve St. Louis 2013
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Table of Contents
Vision, Purpose, Values………………………………………………………………………4
Overview………………...………………………………………………………………………5
Options for Involvement…...…………………………………………………………………6
Host Church Roles & Responsibilities…………………………………………………….7
Serve St. Louis Roles & Responsibilities…………………………………………………8
Host Church Registration Form….…………………………………………………………9
Forming your Ministry Team……………….………………………………………………10
Project Ideas…………………………………………………………………………………..11
Promoting Serve St. Louis 2013...…………………………………………………………12
Connecting with the Word.…………………………………………………………………14
Timelines and Responsibilities……………………………………………………………15
FAQ……………………………………………………………………………………………..18
Appendix:
A. Team Selection Worksheet……………………………………………………...21
B. Ministry Team Job Descriptions
Church Coordinator Job Description.……………………………………23
Church Liaison Job Description.………………………………………….25
Project Leader Supervisor Job Description.……………………………26
Project Leader Job Description.……..……………………………………27
C. Project Development Worksheets
Project Development Worksheet.…………………………………………30
Safety Suggestions………………………………………………………….31
Project Submission Form.…………….……………………………………33
D. Prayer Calendar.……………………………..……………………………………36
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Vision, Purpose & Values
“Let your light shine before others so that they may see your good works
and give glory to your Father who is in heaven.” Matthew 5:16
Vision:
Bring honor to the name of Jesus by meeting the needs of the community.
Purpose:
To unite Christ-following churches, organizations and individuals for practical acts of service
and prayer, making the St. Louis region a better place to live.
Values:
Unity:
Join together churches, faith-based organizations, and Christians throughout the St.
Louis region to show God’s love through acts of kindness in the name of Jesus Christ
who is fully God and fully man.
Action:
Offer serving opportunities that:
 build relationships
 meet community needs
 are appropriate for all ages and stages of life
 bless people, families, neighborhoods, and our community
 have lasting impact
Excellence:
Demonstrate our care through excellence in our preparation, service and
communication.
Faithfulness:
Integrate the value of serving our community into our daily lives and church cultures.
Momentum:
Orchestrate our efforts to create greater momentum for the life-transforming work of
Jesus in the St. Louis region. To be Holy Spirit led and empowered.
Cooperation:
Encourage cooperation and love between churches while avoiding competition.
Movement:
Facilitate a decentralized movement of churches, faith-based organizations, and people,
not an organization.
Training:
Equip the saints for works of service (Eph 4:12) through effective training of Christian
congregations, organizations, companies and those serving.
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Overview
“Let your light shine before others so that they may see your good works
and give glory to your Father who is in heaven.” Matthew 5:16
Vision
Bring honor to the name of Jesus by meeting the needs of the community.
Purpose
To unite Christ-following churches, organizations and individuals for practical acts of service and
prayer, making the St. Louis region a better place to live.
How it Works
Area Christian churches, organizations, and companies (called Hosts) are invited to identify,
develop, and host one or more short-term (2 – 8 hour) projects that can be completed by a
group of 5 – 50 volunteers. Project listings and an easy-to-follow registration process will be
located on the Serve St. Louis website.
Joy FM is the primary media partner in promoting available projects with their listeners.
Churches, organizations, and companies unable to create and host a project can still be
involved by promoting the day and encouraging the involvement of their people.
Those serving will be invited to participate in a short opening devotion and a closing reflection
and celebration at their project site to rejoice in all God accomplished that day and what He still
has planned for our lives and our community.
Host Churches, Organizations, and Companies will be matched with an Anchor
Church/Organization for training, mentoring, and support so as to ensure a positive, faith-filled
experience for all who participate and all who are served.
Project Examples
 Painting walls in the church basement in preparation for a new community food pantry.
 Work with another organization such as planting flowers at the local youth center or fire
house.
 Benefiting an agency’s mission such as repairing a shed that houses their ministry’s
repair equipment.
 Hosting with another organization such as conducting an activity with families at a local
shelter.
Getting Involved
All interested churches, agencies, and companies who want to participate are asked to attend
an Information Meeting and complete a Host Church Registration and Commitment Form.
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Options for Involvement
“Let your light shine before others so that they may see your good works
and give glory to your Father who is in heaven.” Matthew 5:16
Christian congregations, organizations, and companies can participate in Serve St.
Louis in one of the following ways.

Option #1: Host Church/Organization/Company
- Pray for Serve St. Louis, its organizers, those creating projects, those serving, and
those being served.
- Plan and host one or more projects suitable for 5-50 volunteers.
- Identify one person or a team to plan and coordinate the projects
- Take responsibility for all the project logistics including any materials needed for the
projects.
- Coordinate day-of project activities
- Communicate with volunteers and provide all necessary instruction/training prior to
project(s)
- Ensure a representative(s) knowledgeable about the project is present at all times
during the project.
- Provide space for volunteers to gather for opening devotion, closing reflection and
celebration.
- Ensure liability indemnification forms are signed by all volunteers and returned to the
Serve St. Louis team (will be provided by Serve St. Louis).
- Host with an Anchor Church who will provide training and support throughout the
process.
This option is ideal for congregations, agencies, and companies who have projects that
could use the help of additional volunteers.
Option #2: Promoting Church/Organization/Company
- Promote and encourage congregants, staff and volunteers to sign up for one of the
Serve St. Louis projects by providing and leading to online project listing and
registration page.
This option is perfect for congregations, agencies, and companies new to this type of
serving experience and who want to “test the waters”.
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Host Church Roles & Responsibilities
Pray:
Pray for Serve St. Louis participants, churches, organizations, companies, and all those who will
be touched by our actions throughout the time leading up to and following event weekend on
October 12-13. Please see the attached prayer calendar on page 35.
Develop a Project:
Develop a service project(s) lasting for 2-8 hours work for 5-50 volunteers. Individual project
development falls to Project Leaders (see job description on page 27). In the case of multiple
projects, a Church Coordinator (see job description on page 23) will assist in multi-project
oversight.
Invite Others to Serve:
Host churches will encourage their congregants to participate in Serve St. Louis, whether at
their own projects or in conjunction with another Serve St. Louis project site. Host churches will
also prepare enough spaces in their project sites to accommodate volunteers from around the
St. Louis region who will respond to the call to serve. We ask that each project build-in
workspace for an additional 20% of the expected turnout of the church to accommodate outside
volunteers.
For example: A church expecting 100 congregants to participate in their Serve project(s) will
create a project to accommodate 120 participants, which allows 20 people (or 20%) from
throughout the St. Louis region the opportunity to serve.
Execute a Well-Organized Service Event:
Serve St. Louis values excellence and understands that servants who experience a wellorganized, carefully planned project are more likely to serve again and feel comfortable building
an ongoing relationship with that church/organization.
Aside from small incidentals which can be provided by volunteers (gloves, rakes, paintbrushes,
etc.), Host Churches will provide all materials needed to complete the project(s) they develop.
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Serve St. Louis Roles & Responsibilities
Provide structure and organization for the region-wide effort:
The Serve St. Louis Steering Team is comprised of representatives from Calvary Church, First
Evangelical Free Church, Send Me St. Louis and Joy FM. These representatives guide the
overall structures and goals of Serve St. Louis and provide support to Anchor, Host, and
Promoting churches, organizations and agencies.
Promote Serve St. Louis:
Joy FM, as the main Serve St. Louis media Host, will promote Serve St. Louis with its listener
base and direct interested parties to the Serve St. Louis website, Facebook page, and
appropriate contact persons.
Act as Communications Hub:
Serve St. Louis will maintain a website, Facebook page and e-mail address to serve as a central
location for information pertaining to Serve St. Louis 2013.
Provide Volunteer Registration Portal:
All projects will be listed in a centralized on-line database on the Serve St. Louis website.
Volunteers will use the simple on-line tool to register for a project. Host
Churches/Organizations/Companies will have access to volunteer registration information for
their project.
Support Leadership Teams:
Serve St. Louis will provide ongoing support for those leading Serve efforts in their church by
remaining available for one-on-one contact by phone at 314-678-0015 x103 or by e-mail at
info@servestlouis.org.
Evaluate Results:
Serve St. Louis will administer and analyze surveys to collect data concerning the efforts put
forth on October 12-13, 2013 and utilize those results to inform, direct and strengthen future
Serve St. Louis events.
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Host Church Registration and Commitment Form
Event Dates: Saturday/Sunday, October 12-13, 2012
ChurchName:___________________________________________________________
Address:_____________________________________________________________
City/Zipcode:__________________________________________________________
Phone
Number:____________________________________________________________
Website:_______________________________________________________________
Primary Contact Name:___________________________________________________
Primary Contact Title:___________________________________________________
Primary Contact Phone:__________________________________________________
Primary Contact Email:__________________________________________________
Anticipated number of projects our church will host*:___________________________
Anticipated number of volunteers the project(s) could accommodate*:______________
Anticipated number of volunteers from our church*:_____________________________
Church Host Registration and Commitment Form
Please have your Senior Pastor read and sign this form as a commitment to these expectations.
□
□
□
As Senior Pastor, I will personally support Serve St. Louis in prayer and lead my congregation to do likewise.
Our church will commit to making Serve St. Louis a priority and will support it as such.
Our church will designate someone to serve as the primary liaison with Serve St. Louis and will participate in
all appropriate trainings.
□
Our church will commit to participate in Serve St. Louis by hosting service project(s) on the designated
date(s).
_________________________________________
Senior Pastor
____________________________
Date
* These numbers are not binding. It will help the Serve St. Louis Steering Team with planning efforts.
Please Return by April 12, 2013: FAX: 314-727-7688 or mail to
Serve St. Louis Coordinator, 8860 Ladue Road, Suite 200, St. Louis, MO 63124
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Forming a Ministry Team
Because it is such a large effort, Serve St. Louis Host Churches will rapidly find that no one
person can accomplish all there is to be done to execute a successful, organized service event!
Serve St. Louis offers an excellent opportunity to raise up and equip leaders in your church,
both for this event and for future service with the community.
These individuals will lead the various components of the event. Consider the gifts, skills and
experience of the members you recruit. Each member should be capable of organizing,
delegating and meeting timelines in addition to any skills that relate directly to the position.
Consider having a job description for each position. See the job description templates listed in
Appendix B at the back of this packet. Remember that if you are hosting with an agency, that
agency could fill (or share) some of the roles listed below.
Your Serve team should include, but may not be limited to:
Church Coordinator—recruits others for leadership roles, assists with project identification &
development, and leads promotional activities for the church’s Serve St. Louis projects.
Church Liaison—assists the church coordinator with administrative tasks and maintains
organization through every stage of the planning and execution process.
Project Leader Supervisor—recruits individual project leaders, manages overall logistics for
church’s Serve St. Louis projects. (This role is recommended if your church has multiple
projects. If you have only a single project, this role may be unnecessary.)
Project Leader— Using the information from the Project Leader Supervisor and
Church Coordinator, directs the volunteers at the assigned site. This includes making
sure all volunteers know their assignments, receive on-the-site training if necessary,
and receive required tools and resources. The Project Leader responds to
volunteers’ questions and needs and guides the project to a successful conclusion.
Spiritual Coordinator– Recruits a leader(s) for the morning devotion and the
reflection/celebration time at the end. Makes sure that musicians & song leader(s) (if
needed) are recruited and prepared. Attends to printing needs for these two activities.
Reviews the Spiritual Preparation materials provided by Serve St. Louis. Determines if,
when, and how these will be used to prepare the hearts and minds of the congregation. Feel
free to develop your own materials if you prefer.
Other Coordinators—Your particular project may require additional coordinators, pending on
the type of work undertaken. Roles could include: promotion/communication, donations,
etc.
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Project Ideas
To help get your creative juices flowing, please review the following list of project ideas and
contact lists to get an idea of service opportunities that may exist in your area. This is not meant
to be an exhaustive list – we welcome projects that don’t look like any others on this list! Please
let your creativity, along with the Holy Spirit, guide you as you research and prepare your
project.
Key considerations:
-
-
Project work will be accomplished by unskilled volunteers. Develop appropriate projects
for volunteers and those being served.
o Project must be within the limits of the skill of the team.
o Make a site visit before committing a team to a project.
o Always consider safety for those who will be on the project.
Projects must be completed within the designated time.
What materials and supplies are needed? Unless needs entail participants to bring
normal household tools (shovel, rake, hammer, etc.), materials and supplies should be
provided by the individual or organization.
Service Project Ideas and Suggestions
-
Yard work, window washing, house cleaning, or simple home repairs for
elderly/disabled/low income people
Picking up litter, raking, sprucing up public places
Change oil, check tire pressure, top off fluids in cars of single moms or low income
people (get referrals from a social service agency)
Spend the morning with a senior that is homebound. Talk, play games, have a special
snack and leave a meal for later in the day
Assemble military care packages and/or write cards and letters to deployed military
Community car wash
River and creek clean up
Thrift store organization
Possible Organizations to Contact
-
-
Church plants
City churches
Local ministries – Feed My People, Salvation Army, Sunshine Ministries
Local businesses – Organizations serving people with disabilities, group homes,
sheltered work-shops
Non-profit organizations: food banks, soup kitchens, homeless shelters, thrift stores
Senior centers or residential/nursing homes
Local hospitals
Right to life organizations
Habitat for Humanity
Local governments: Park and Recreation, EMS Services (firefighters/police).
Firehouses usually keep a list of residents who need assistance fixing, maintaining
homes of elderly or disabled people
Neighborhood/local schools
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Promotion
Promoting Serve St. Louis: Inviting others to take part in God’s transforming work.
Marketing and promotion are critical to the success of your church’s engagement in Serve
St. Louis 2013 – not only to ensure that enough servants are present to complete the
project, but also to create space for families, congregants and your community to invest in
the work being done on, and beyond, October 12-13.
Joy FM, Serve St. Louis’ main media ambassador, will begin promoting church
involvement in mid-January 2013, and throughout the year as the event gets closer. Ride
the buzz created by their chatter by issuing “Save the Date” stickers, cards, or flyers to alert
your congregants to the movement happening around them.
Serve St. Louis will make logos, videos, and other promotional materials available for your
use, as well as additional materials as the event draws closer. Visit www.servestlouis.org or
follow us at www.facebook.com/ServeStLouis to stay up on current promotional activities!
Suggestions for building engagement in your congregation:
Ask the ministry team members and others involved in project development to wear
“ask me” buttons at worship services and at any gatherings at church. They should
be knowledgeable about the entire event and especially the projects and registration
information.
Do funny skits advertising Serve St. Louis during worship. Some youth will enjoy this
way to get involved.
Have volunteers dress-up in costumes representative of some of the projects
(example: work boots, jeans and tool belt) and give out flyers about Serve St. Louis
before/after services on Sunday mornings.
Ask team members who have Facebook and Twitter accounts to talk about the event
enthusiastically on their pages. (example: I’m excited! We have just identified three
more homes of senior citizens who need minor repair work done by our Serve St.
Louis volunteers. Join me!)
If you use digital screens for your announcements, develop creative slides or videos
to gather interest and inform. Use the promotion video provided by Serve St. Louis
(available for download at www.servestlouis.org in late January)
Ask Sunday School classes to make posters for display. Pre-print the information on
the paper and then ask students to create an appropriate picture. Older students can
add a teacher-approved creative tag line. Make sure that the teachers are fully
informed regarding the event so they can communicate it to the students.
Additional suggestions as the event nears:
Start promotion several weeks BEFORE sign-ups begin in September.
Pastor/Leadership Endorsement is the best advertising. Ask your Pastor talk about
the vision and value of Serve St. Louis from the pulpit.
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-Highlight that it is a multi-church effort to serve the community to proclaim
the name of Jesus!
-Share a sampling of projects your church is offering.
-Invite them to go online to www.servestlouis.org to learn more and to register
to volunteer.
-If you have participated in the past years, have a personal impact testimony
of someone who has served or been served.
Follow Serve St. Louis on your church’s Facebook page
(http://facebook.com/ServeStLouis) for easy linking to current communications.
Invite Youth Groups, Adult Sunday Classes, Community Groups and other friends in
the church to participate.
Use the Serve St. Louis promotional video in worship service. (Available beginning
late January at www.servestlouis.org)
(s)
and sign-up instructions. Be ready with several volunteer staff to answer questions and help
people sign up. Registrants must sign-up on line at www.servestlouis.org.
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Connecting with the Word
“Let your light shine before all people, that they may see your good deeds and praise your
Father in heaven.”
Matthew 5:16
Serve St. Louis is more than a day of service. It is a vehicle for intentional preparation followed
by spirit-guided action. To help participants connect their service with their faith, Serve St. Louis
will provide three tools for reflection and celebration:
 A two-week devotional calendar leading up to the event,
 A pre-work devotional, and
 A post-work reflection and celebration tool.
Tools for pre-work devotions, post-work reflections and devotions leading up to the event will be
posted on the Serve St. Louis website at www.servestlouis.org in mid-September and will made
available to all Host Churches. Each Host Church will be expected to handle printing and
distribution of the beginning and closing devotions. Feel free to use these or create your own
devotional materials. We ask that you please use the theme verse, Matthew 5:16, as your
guide. This allows all Serve St. Louis participants to share in common reflection and facilitates
common conversation in participating churches.
The reflection and celebration times built into Serve St. Louis are critical components of
the event; they are the pieces that frame the service experience. By allowing volunteers to
process their experiences within a context of biblical teaching and Christian service, we give
them the opportunity to grow in their faith individually, in families, and as working teams. It is our
hope that Serve St. Louis volunteers make a strong connection between their faith and their
acts of service — rather than an environment where volunteers serve others and move on their
way, Serve St. Louis provides volunteers and project hosts with an experience that will
strengthen the volunteers and the Host Church/Organization/Company as well as the end
recipients of the project(s).
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2013 Timetable
Serve Date:
Saturday/Sunday, October 12/13, 2013
January-April
Churches/organizations register to participate in Serve St.
Louis
Begin discussion about publicity needs and create a
timetable for in-house promotion
January 10
Serve St. Louis Anchor Church Training
February 11, 12, 25 & 26
Serve St. Louis Information Meetings
April 1
Host Church/Organization Participation Deadline;
Registration-Church Commitment Form due to Serve St.
Louis Steering Team
Send “teaser” promotions to congregation (Save the Date,
etc)
April-July
Locate community outreach projects
Recruit Project Leaders
May 1
Serve St. Louis Ministry Team in Place
June-October 1
Project Leader Training
July 1- August 12
Enter project information into Serve St. Louis website
Finalize project details
August 1
Begin promoting more heavily
Starting September 1
Begin promoting registration in your congregation
Starting September 16
Joy FM listeners will be able to sign up online
October 12/13
Serve St. Louis Weekend
October 13 or 20
Celebration – thank all volunteers
Early November
Meet with other Host Churches to debrief on Serve St.
Louis experiences
Hold debriefing meeting with leadership team
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General Logistics Plan for Serve 2013
This timeline is a guideline for your local church to work from. You can tweak the timeline to fit
the size and dynamics of your church.
Planning should begin at least 12-16 weeks before the execution date.
There should be enough projects/volunteer opportunities for the projected participation from
each church, plus 20% for additional outside volunteers. This outline will detail the number of
weeks before the event that each component should be in place. Meetings/events are in bold.
January-April:
-Ask the congregation to “save the date” and begin generating buzz about Serve 2013
-Network with other churches to see if any are interested in Hosting together
-Recruit Leadership Team
-Communications/Promotion
-Begin talking with your local church staff for promotional timeline; print pieces,
promotional video, public announcements, bulletin inserts, online sign ups and
celebration slideshow/video. OR you can use what is provided on our website.
April-May:
-Gather your Leadership Team
-Discuss vision & goals for your church’s engagement in Serve St. Louis
-Assign areas of responsibility
-Delegate roles
-Schedule monthly meetings
-Project Leader training.
-Ask small groups, Sunday school groups, prayer teams to begin praying for the event,
projects, leadership, volunteers, and those served.
June-July:
-Begin talking to other ministries in your church about group service. (e.g. ask if people
would like to serve as a small group, youth group, etc.)
-Begin looking at the community calendar to find service ideas.
-Begin planning with the church communications team for promotion, sign up and
celebration needs.
July-August:
-Sunday Promotion of vision, values and sign ups
-Promotional Video in Sunday service
-All projects are in place and are entered on the website.
6 weeks ahead:
-Sunday morning bulletin insert created with all the details of the projects.
-Bulletin announcement about the event is included for 6 Sundays before the event day.
-Find 2 photographers for the event day and someone to make a slide show or video of
the event day for a church-wide Celebration after the event.
4 weeks:
-Online and Sunday Sign up for volunteers.
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-Announce sign-ups through all available channels – Facebook, e-blast, skits, posters,
etc.
-Promote group sign ups (youth, small groups, families).
-Check in with the project leaders for any changes or questions.
3 weeks:
-Traveling Photographer/Videographer: Provide a list of all the project locations and
times for the photographers.
-Project Leaders: Contact volunteers about important project information and contact
project site to confirm logistics.
2 weeks:
-Prepare survey for volunteers; Serve St. Louis will work with each Host Church in
developing and disseminating surveys.
-Prepare survey for those served.
-Project Leaders: Contact volunteers about important project information and contact
project site to confirm logistics.
1 week:
-Project Leader Supervisor to make last contact with Project Leaders for follow-through
and trouble shooting.
-Project Leaders: Contact volunteers about important project information and contact
project site to confirm logistics.
Day of:
-EVENT DAY! Get out and Serve!
-Make a slideshow/video for your day of Celebration.
Sunday after event day:
-Show video in church service
-Celebration: time to share stories, reflect on God’s action and your participation
Week after:
-Email a thank you and survey to all participants within 2 days
-Send thank you cards to all the Project Leaders
-Set up and hold a Debriefing meeting
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FAQ
You Have Questions? We Have Answers.
We’ve provided answers to some of our most frequently asked questions.
1.
Why are we serving the community on October 12-13, 2013?
We want to mobilize local churches into local missions on a single day/weekend to give
churches an opportunity to seek the welfare of our community through acts of service.
We believe service is the sweet spot where God’s calling on the church, the individual
gifts of congregants, and the needs of the community come together to create
opportunities for the transforming relationship of God’s Church to shine through.
2.
What about kids? Can we bring them along?
* Family Friendly projects will be available.
* It is the parent’s responsibility to monitor project selection.
* We encourage family members to serve together. Parental supervision is required.
* Serve St. Louis will not provide childcare. The local church may provide childcare if
desired.
* Child labor laws restrict the types of work children and teenagers may participate in,
even during volunteer events. For this reason, some tasks or projects may not be
available for minors. This information will be clearly stated on the project registration
page.
3.
Do I get anything for participating?
Each participant in Serve St. Louis will be provided a “race bib” with the Serve St. Louis
logo. These bibs help to identify who is serving with your group and can serve as a
visual reminder of your acts to love God and serve others!
4.
What do we say when interacting with those we serve?
Service is a sweet spot. By serving others, we enter into an intersection where God’s
calling, our personal giftedness, and the needs of the community all come together.
Within that space, we have the opportunity to make room for what many people call
“God-space” – that is, a place for us and others to have real, meaningful interaction with
one another and with God.
What you say when you serve is less important than how you serve. If you can serve
with an open heart, an expectant spirit, and loving attention towards those whom you’re
serving, “God space” will open up and allow you to begin a conversation or a relationship
that lasts long after the event is over.
5.
What if it is raining on October 12/13th?
Serve St. Louis is a rain or shine event. While it is advisable to wear weather-resistant
gear, we also ask that all Hosts prepare for a back-up project in the event of inclement
weather.
6.
I have volunteers showing up who didn’t register. What now?
If you have room to accommodate additional volunteers: Welcome them! Have them
complete the fields on the sign-in sheet and complete a waiver form. Bring them up to
speed on the project, provide necessary instructions, lead them to the project site
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and introduce them to others.
If you do not have room/work for additional volunteers: Be proactive. Decide ahead
of time if you will be able to accommodate walk-ins and how many. If you are unable to
put them to work, let them know that you are prepared for the number registered and
can’t accommodate any additional volunteers. Thank them and invite them to
volunteer next time. If possible, ask them to provide their name and e-mail address so
you can update them with your next volunteer opportunities.
7.
It’s Serve Day and my site/project manager isn’t here! Now what?
This is a perfect reason to have multiple people aware of project logistics. Write down
the day’s activities in advance and share with everyone on the project team so multiple
people will be available to help guide the project in case one or two leaders are called
away.
8.
What should I do if a volunteer gets hurt?
If a volunteer suffers a minor scrape or injury: Attend to them with basic first aid
measures. At some point during the day, please give us a call to let us know what
happened and what treatment the person received. This allows us to keep “in the
loop” about any mishaps and helps us keep all bases covered.
If a volunteer suffers a moderate to severe injury: Respond swiftly and with caution. Call
an ambulance and notify the volunteer’s designated emergency contact. Pray. At the first
available time, call us at 217-899-6511 to notify us of the situation and its current status.
9.
Our project takes place in the neighborhood and some residents are approaching
us who’d like to join in. Is that ok?
First off, praise God that your work in the community is being noticed by the residents
and that they’d like to take part! However, we understand that there is some risk
involved by allowing an unknown person join in with your work crew.
That being said, this is a judgment call on your part. Be cautious, especially if there are
minors involved in your project. If you are comfortable, ask the person to register,
getting the same registration information and signed liability waivers as you have for all
other volunteers. If they are not willing to register, let them know that it is a part of your
policy and offer to take their names and addresses to send information about your future
volunteer opportunities. Those who truly want to help will not mind registering.
10.
How can I contact the Serve St. Louis Team?
You may call Hannah Shanks, Serve St. Louis Team Member, at 314-678-0015 x103
or email info@servestlouis.org.
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Appendix A: Team Development Worksheet
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Team Development Worksheet
What is our mission, our purpose, and our reason for coming together as a team?
What gifts, talents, strengths
do we need on the team for it
to be successful?
How do we want to work
together as a team?
How are we going to ensure the team
remains effective and healthy?
What do we need from our
advisors and/or superiors for
team members to do their best?
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Appendix B: Job Descriptions
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Church Coordinator
Church Coordinator Job Description Template
As the Church Coordinator, along with the other key leaders at your church, you will hold to the
vision of Serve St. Louis. To ensure that Serve St. Louis functions smoothly and that your
church has a positive experience, we encourage you to surround yourself with others who have
a passion to reach the local community through acts of kindness in the name of Jesus. For tips
on building an effective team, see page 10.
Responsibilities:
1.
Develop & Lead a Ministry Team
As a Church Coordinator, you will need a Leadership Team for support, ideas and to
delegate responsibility. You can’t do it alone. The larger your church participation in the
event, the more essential the team is to it’s success. You’ll want to recruit a Leadership
Team.
2.
Plan Service Projects
-Each Host Church is asked to identify, develop and host enough service projects to
accommodate the anticipated number of participants from their church, plus 20% (to
accommodate volunteers from elsewhere). For example, if you expect 50 people to
serve from your church, create one or more service projects to accommodate 60 people
(50 from your church, plus 20% from elsewhere.)
-Your church attendees can participate in any service project hosted by any
church/organization on Serve St. Louis weekend.
-The Leadership Team is responsible to locate appropriate service projects. (see Project
Development Worksheet, page 30)
3.
Recruit & Train Project Leaders (see Project Leader Role description, page 27)
-Working with the Project Leader Supervisor (if appropriate), recruit, train and empower
Project Leaders. You should have a Project Leader for each project.
-S/he will plan, lead and implement their assigned project.
-S/he will communicate with volunteers and the ministry team to ensure all necessary
information is disseminated from the team, to the volunteers and those being served.
-For efficiency, the ability to email is preferred but not required.
4.
Promote Serve St. Louis at your church
-The Church Coordinator will present the Purpose, Vision and Values of Serve St. Louis
to the church leadership. Help them capture the bigger vision of working together with
several other churches in the St. Louis metro area.
-Ensure Church Registration with Pastoral signature(s) is submitted by April 1, 2013.
-Plan promotional campaign to the church community, which may include posters, verbal
announcements, slide show/video, printed materials. Promotional resources will be
online at www.servestlouis.org.
-Serve St. Louis logos will be available at the Serve St. Louis website,
www.servestlouis.org.
6.
Pray NOW!
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Pray for your church, for the organization(s) and individuals that you serve with, for the
community at large, and specifically for those that will be served on Serve St. Louis.
Please see the attached prayer calendar on page 35.
7.
Have Fun!
8.
Organize a Debriefing meeting with the Leadership Team, preferably 3-7 days after
Serve St. Louis concludes at your church.
9.
Work with your Serve St. Louis Mentors and Steering Team:
As you move through the planning and implementation stages of this undertaking, you
may have some questions arise. When this happens, please contact your Anchor
Church Mentor at:
[ANCHOR CHURCHES INSERT MENTOR CONTACT INFO HERE] or call Hannah
Shanks, 314.678.0015 x103, Serve St. Louis Steering Team member
.
Skill Sets Needed:
-Ability to work in concert with a leadership team, pastors, and other church support staff.
-Organization and previous event planning experience.
-Able to delegate tasks and provide follow-up.
-Clear communication skills.
-Patience, enthusiasm, and desire to see the church serving the community.
Benefits:
-Opportunity to connect with other churches, agencies, and organizations throughout the
community.
-Opportunity to help fellow congregants recognize their gifts and use them to serve God and the
community.
-Knowledge that hundreds of other Christians are working alongside you to carry God’s love into
the community on October 12-13.
-A huge sense of accomplishment during and after the event!
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Church Liaison
Church Liaison Job Description Template
The Church Liaison assists the Church Coordinator with administrative tasks, provides
organizational force for the project, communicates with other members of the Leadership Team,
and collates information regarding project details, participant names and material needs for all
projects.
Responsibilities:
1.
The Church Liaison should communicate with the Church Coordinator and
Leadership Team regularly to get updates on project information.
2.
The Church Liaison enters information for your local church’s project on the
Serve St. Louis website by August 12. (www.servestlouis.org).
-Project Information web entry will available June 1-August 12, 2013.
-Additional projects may trickle in but the bulk of the projects should be available for
people to view.
3.
Facilitate the sign-up process at your church
-Online sign-ups will be available for your congregants on September 1-15, 2013
-Open registration for Joy FM listeners to participate in any project, with any church, in
any part of the city will begin on September 16, 2013.
-Update your project list on the website regularly.
Skill Sets needed:
-Able to work closely with church staff and the Serve St. Louis Ministry Team.
-Able to manage data entry into Serve St. Louis website.
-Clear communication.
-Task-orientation and ability to meet deadlines.
Benefits:
-Opportunity to connect with other churches, agencies, and organizations throughout the
community.
-Opportunity to help fellow congregants recognize their gifts and use them to serve God and the
community.
-Knowledge that hundreds of other Christians are working alongside you to carry God’s love into
the community on October 12-13.
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Project Leader Supervisor
Project Leader Supervisor Job Description Template
The Project Leader Supervisor is responsible for recruiting and training Project Leaders (PL).
Project Leader Supervisors will recruit, train and monitor individual project leaders and provide
overarching logistical support. PL’s will be responsible for coordinating all the logistics of a
single project, including communication with volunteers. For a description of a Project Leader’s
role, see page 27.
(This position is only needed for congregations with multiple service projects)
Responsibilities:
1. Recruit Project Leaders
-Working with the Church Coordinator, identify Project Leaders from the congregation &
ask them to serve.
2. Project Worksheet:
-Assign projects to Project Leaders according to, special skills and training, and
interests.
-Send Project Worksheets to the Project Leader with basic project information.
3. Train the Project Leaders
-Hand out the Project Leader Job Description
-Provide an overview of the goals and purpose of Serve St. Louis and provide any
training or guidance necessary.
-Check in with them regularly.
-Pray for them, and encourage them.
-Ensure that each Project Leader understands his/her role well.
-Recognize their service with a sincere “Thank You”.
4. Offer lots of support and encouragement on the Project Leader’s progress as the event
draws closer.
Ideal Project Leader Supervisors will have the following gifts/skills/abilities:
Administrative: able to plan, prioritize, Project, problem-solve and communicate
Supervise: Assign projects to PL according to their interest and abilities
Resource: Assist and make suggestions to PL determine the material needs to
complete the project; tools, supplies
Reschedule: In case of rain delay, encourage your PL set a back-up project (for outside
projects) to be completed in case of bad weather.
Cheerleading: Champion each of the projects and offer enthusiastic support for your
project leaders!
Benefits:
-Opportunity to connect with other churches, agencies, and organizations throughout the
community.
-Opportunity to help fellow congregants recognize their gifts and use them to serve God
and the community.
-Knowledge that hundreds of other Christians are working alongside you to carry God’s
love into the community on October 12-13.
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Project Leaders
Project Leaders (PL) Job Description Template
The Project Leader is responsible for all aspects of a single service project. Project Leaders will
report to the Project Leader supervisor. For a description of a Project Leader Supervisor’s role,
see page 26.
Project Leaders will plan, prioritize, problem solve and communicate to ensure the project is a
well-organized success from planning to completion.
Role and Responsibilities
1.
Obtain detailed information about the project
-Using the Project Development Worksheet, ask for all essential information regarding
the project. Double check all phone numbers, addresses, email address etc. Make sure
you have project location information and contact cell phone numbers.
2.
Plan all aspects of the service project.
-The Project Leader is the manager of an individual project.
-Communicate with individual(s) or organization(s) to be served.
-Communicate with volunteers (project details, location, time, tools, supplies, any
clothing considerations)
-Assess the project.
-Develop a plan to accomplish the project.
-Gather tools and supplies to complete the project, with attention to what can be brought
by the volunteers and what needs to be purchased.
-Assign tasks to volunteers during the service project; manage progress.
-Follow-up with the organization/individual served to receive feedback about the service
completed.
3.
Communicate clearly/regularly with the Leadership Team regarding changes in
project information
-The Church Liaison is responsible for entering important project information into the
website.
4.
Follow-through with project volunteers
-Email and/or call your project volunteers.
-Remind them where/when to show up for the project, what to wear and what to bring.
5.
Contact project organizations or individuals and volunteers if cancellations are
necessary.
Ideal Project Leaders will have the following gifts/skills/abilities:
Administrative: able to plan, prioritize, project, problem solve and communicate
effectively with teams.
Supervise: ability to utilize team members according to their strengths and abilities.
Resource: Determine the material needs to complete the project; tools, supplies,
etc.
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Reschedule: In case of rain delay (for outside projects) plan an indoor project and/or
back up date for work to be completed.
Benefits
-Opportunity to connect with other churches, agencies, and organizations throughout the
community.
-Opportunity to help fellow congregants recognize their gifts and use them to serve God
and the community.
-Knowledge that hundreds of other Christians are working alongside you to carry God’s
love into the community on October 12-13.
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Appendix C: Project Development Tools
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Project Development Worksheet
Project
Description
Contact Materials Materials # of Appropriate Comments
and Ph. Needed
Provided Vols Ages
Number
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Safety Considerations
Inviting others to complete a service project can create some safety concerns. Following are
suggestions on how to keep everyone involved in your service project safe – your organization,
your volunteers, and those that are served. These are only suggestions and are no way
comprehensive or meant to be interpreted as instructions.

Discuss your Serve St. Louis project(s) with your insurance carrier. Ask if the project(s) and
volunteers are covered under your organization’s insurance policy. Ask if your organization
has an appropriate amount of insurance coverage.

Serve St. Louis is being promoted as a family-friendly event. Determine the minimum age
requirement for your project(s). If your project(s) does not have any tasks appropriate for
children/youth under a specific age, please make note of this when you register your
project(s).
o Please note that Federal Child Labor laws cover volunteers as well as paid workers.
Some states have even stricter laws than the federal government. Such things as
climbing ladders, working above ground level, using power tools or machinery, and
lifting heavier objects may be regulated by these laws. Consider being conservative
regarding assignments to those under 18 years of age. If in doubt, check the state
and federal laws or just don’t make the assignment.

Consider whether the project(s) is accessible for people with disabilities. If any special
skills/abilities are needed for the project(s), please make note of this when you register your
project(s).

Consider what you will do in case of inclement weather. Develop appropriate safety plans
and how these will be communicated with volunteers. If the project cannot take place in
inclement weather, determine a “back up” project or consider rescheduling the project(s).
Be sure to communicate this clearly to all volunteers.

Have water available to help keep volunteers well-hydrated.

Have first aid kits available on-site for minor injuries. Create a plan for more serious injuries.
Consider having on-site someone with medical training.

Think about the work to be completed by volunteers and any safety equipment they might
need. Some examples include, but are not limited to:
o Safety glasses or goggles where dust or debris may be disturbed.
o Closed‐toe leather shoes (or better yet, work boots) when doing any manual work.
o Gloves to avoid cuts and scratches or when working with chemicals or paint.
o Rubber gloves for chemicals or paint.

Provide instructions for volunteers as they arrive on ways to increase their safety. Examples
include, but are not limited to:
o Read directions carefully before using any chemicals including household cleaners.
o Using ladders with care. Make sure the ladder is sturdy with solid rungs and cross
braces.
o Never stand on the top rung of a step ladder or on the cross bracing.
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o
o
o
o
o

Get help to lift heavy objects. Hold the object as close to your body as possible. Use
your legs, rather than your back, to rise to a full upright position.
Before mowing, walk the area to spot and remove hazards such as large stones,
glass, etc.
Stop and disable a mower or other power tool before attempting to remove jams or
debris.
Take frequent work breaks, especially with manual work such as weeding, painting,
lifting, etc.
Promptly clean and cover even minor injuries such as scratches.
Be prepared to have each participant complete and sign a liability waiver when checking-in
on the day of the event. These will be provided by the Serve St. Louis team in advance.
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Project Submission Form
(Please give a completed copy to Church Liaison for website)
Name of Organization or Individual:
____________________________________________________________________________
Contact Information:
Name:_______________________________________________________________________
Phone:______________________________________________________________________
Email:_______________________________________________________________________
Project Address, City, Zip-code:
____________________________________________________________________________
____________________________________________________________________________
Project Leader Name:
____________________________________________________________________________
Project Leader Cell Phone Number:
____________________________________________________________________________
Maximum # of Volunteers: _______________ Minimum # of Volunteers: _________________
Project Time Commitment: From: ______________ To: _______________________
Minimum Age of Volunteers:______________________
Project Description:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Project start time: _______________
Project end time: _______________
Type of project (check all that apply):
 yard beautification
 simple home repair
 advanced home repair
 one-on-one visitation
 indoor
 outdoor
 family friendly
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


assembly/craft based
painting
other (please specify) ______________________________________________
Population to be served: (check all that apply)
 children
 seniors
 people with disabilities
 immigrants
 homeless
 city/agency/organization
 neighborhood
 other (please specify) _______________________________________________
Permits Required: _____________________________________________________________
Volunteer Special Skills Needed: _________________________________________________
Supplies Needed from Volunteers: ________________________________________________
Supplies Needed from Congregation: ______________________________________________
Project Directions: _____________________________________________________________
Parking Instructions: ___________________________________________________________
What to wear: ________________________________________________________________
Special Notes: ________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
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Appendix D: Prayer Calendar
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Prayer Calendar Topics for Serve 2013
Please pray that God will lead, guide and bless the following:
January
Week 1: Letter for potential Host
Churches/Organizations
Week 2: Anchor training #2
Week 3: Website development
Week 4: Promotion for Hosts on Joy
FM
February
Week 1: Preparation for info meetings
Week 2: Info meetings with potential
Hosts
Week 3: Identify large scale projects
Week 4: Steering Committee decisions
March
Week 1: Preparation of Host Training
docs
Week 2: Clarity of communication
Week 3: Anchors training Hosts
Week 4: Team formation for all churches
April
Week 1: Identifying project managers
Week 2: Project Manager Training
Week 3: Continued building of website
Week 4: Team development and relations
May
Week 1: Communication plans for
churches
Week 2: Identifying community projects
Week 3: Creation of Devotionals for
Project day
Week 4: Website ready to accept projects
Serve St. Louis 2013
June
Week 1: Communication among
churches/orgs
Week 2: Thorough list of project
equipment
Week 3: Connecting with community in
love
Week 4: Unity of churches
July
Week 1: Connecting with projects
Week 2: Team relations
Week 3: Relationships with community
Week 4: Project development
August
Week 1: Loading projects on website
Week 2: Website ready for volunteers
Week 3: Volunteer sign up available for
churches
Week 4: Clear communication and
kindness
September
Week 1: Leaders at all levels
Week 2: Joy FM Promotions
Week 3: Local Media promotions
Week 4: Project leaders’ organization
October
Week 1: Joy volunteers training
Week 2: SERVE ST. LOUIS!!!
Week 3: Follow up evaluation
Week 4: Evaluation Analysis
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