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MOTOWN MISSION EXPERIENCE GROUP LEADER INFORMATION PACKET
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MOTOWN MISSION EXPERIENCE
GROUP LEADER INFORMATION PACKET
MOTOWN MISSION EXPERIENCE GROUP LEADER INFORMATION PACKET
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GROUP LEADER INFORMATION PACKET
TABLE OF CONTENTS
PLANNING FOR YOUR TRIP
Staying In Touch with Motown Mission…………………………… 3
Registration Timeline................................................................... 4
Travel and Transportation Arrangements ………....................…. 5
Adult Chaperones & Leaders ........................................................ 6
Preparing Your Group………………………………………………... 8
Packing Notes.............................................................................. 9
ON YOUR TRIP
Typical Week Schedule……………………………........................ 10
Group Packing Checklist.............................................................. 11-13
Individual Packing Checklist......................................................... 14
Rules and Expectations................................................................ 15-16
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STAYING IN TOUCH WITH MOTOWN MISSION
OUR WEBSITE: Is the first step for finding information and answering questions
www.motownmission.org
CONTACTS: In case you do not find the answer you need please feel free to contact us at:
Sarah Alexander – Director Summer Staff 313.718.2275 [email protected] [email protected] (This email is in service June – August)
MAILING ADDRESS:
8000 Woodward Ave, Detroit, MI 48202
The Motown Mission office is hosted at Metropolitan UMC on Woodward Ave just North of Grand Boulevard.
Parking lot is accessible from Chandler St. on the South side of the building.
WE NEED TO HEAR FROM YOU IF:
· Your contact person changes. · Your group size changes. · Your trip date changes. · You want to cancel your trip. · You need to know what your balance is. · You have any questions.
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REGISTRATION TIMELINE The Motown Mission Experience registration process is as follows:
1) Register online for the preferred week including a deposit ($95.00) and complete the application form
online (motownmission.org/register)
2) 1st deposit (due by November 1, 2016 for summer service weeks) -- $100/person Note: 1st deposit not received by scheduled due dates may result in loss of volunteer spaces.
3) 2nd deposit (due by March 1, 2017 for summer service weeks) -- $150/person
4) Remaining balance (due 2 weeks pre-trip) -- $50/person
5) Print out and collect one Participant Information Form from each of your Motown Mission participants.
Download the form at motownmission.org/downloads
Once we receive your registration materials, we’ll process it and contact you. We must have both your application
and deposit before we can confirm your group’s Motown Mission week.
Item Amount Date Due Registration Fee $95/group With Registration, due in the fall
1st Deposit $100/person Due November 1
2nd Deposit $150/person Due March 1
Remaining Balance $50/person Due 2 weeks pre-trip
Refund Policy
If you cancel your participation, fees already paid will not be refunded. The balance of fees paid will not be
refunded and will not be applied to a future trip as expenses incurred by Motown Mission do not change should
you have need to cancel your planned trip. Both the group registration fee and the volunteer deposits are non-
refundable and non-transferable to any other fee. Your $95 application fee will be refunded only if Motown
Mission cannot schedule your group.
PLANNING SCHEDULE Fall
Register your group with Motown Mission! www.motownmission.org/register
CrowdRise fundraising tool available to registered groups. Check it out at
www.crowdrise.com/motown-mission-2017
Pay your first deposit by November 1 ($100/person)
Winter
Fundraise with your group (get great group fundraising ideas, here:
www.umcyoungpeople.org/resources/fundraising
Line up transportation for your group (all teams must provide their own transportation)
Study/Preparation materials available to participant groups
Spring
Pay your second deposit by March 1 ($150/person)
Work plan sent to Groups for review
Each participant turns in paperwork to Contact Person
2 Weeks Before Trip
Pay your final payment, two weeks before arrival ($50/person)
Final group numbers due
Final instructions, directions, work plans sent to Group.
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TRAVEL AND TRANSPORTATION ARRANGEMENTS
Plan your travel so that your group will arrive at Metropolitan United Methodist Church between 3pm and 4pm on Sunday. If you have to arrive late, it can be difficult to fit in all of the prep information that you’ll need to get started on your first day at the work site, so it is important to notify the staff of any deviations to your schedule.
On departure day (Saturday), everyone will pack up and head home between 7am and 8am. Some groups elect to depart earlier due to the length of their drive home. We encourage everyone to move out without too much delay so that the staff can prepare for the next group that will be arriving. They need time to get prepared and rested themselves.
When you arrange for your transportation, please plan to have one vehicle for each work crew (about 6-12 people). This is preferable to one large vehicle (like a motor coach or school bus) because the work sites may not be in close proximity to each other and Motown Mission does not have extra transportation available.
Vehicles should be able to transport 6-12 people each, along with tools, equipment, coolers, lunches, and building supplies or materials to the worksites each day.
When groups come with vehicles that are not capable of hauling supplies to the worksite, they should be prepared for possible delays in receiving what they need for their project. The summer staff can make deliveries, but since they must make multiple site visits there is no guarantee of timing on their arrival.
Each vehicle should always have a copy of travel plans, copy of Participant Information Form for those in your crew, Motown Mission staff phone numbers, and a first aid kit.
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ADULT LEADERS & CHAPERONES [YOUTH WEEKS ONLY]
MME and participants will follow a “minimum two Adult Leader rule” in all of the following
situations during the week of MME:
• 2 adult leaders of the same gender as the youth participants in every room at the
accommodation site.
• 2 adult leaders with every work team
• 2 adult leaders with any group during Detroit cultural excursions and evening activities
A minimum adult to youth ratio must be met for youth program weeks. Motown Mission requires
youth teams to abide by safe sanctuary policies, which state that an adult counselor is to be four years
older than the oldest youth you'll have with you. Adult ratios to youth must not be lower than one
caregiver for every seven 11-13 year olds; one caregiver for every eight 14-17 year olds. If you are
bringing an “adult” that does not meet the “four years older than the oldest youth” rule, they can attend,
but must not be considered part of your minimum adult ratio.
MM requires all volunteers over the age of 18 to be background checked by the church /
organization they come with. Motown Mission abides by safe sanctuary policies, and can provide
examples of background check forms for you to use. Each group must sign off on the completion of
these background checks before arriving at MM.
Recruitment of Adult Leaders
Recruiting, training, and sustaining adult leaders is one of the toughest (but most important) part of
preparing your group. It takes patient, kind, tough, sassy, and responsible adults to make your service
week safe and fun for your young people. Here are a few tips to recruitment of adult leaders:
1. Start early – as soon as you know your Motown date, begin having conversations with trusted
adults.
2. Ask God to guide you in your recruitment process. Pray that the right adults may be made
known to you, and that they would agree to serve in this way.
3. Ask the pastor, other church staff, other laity who may know the congregation better than you.
Who would be a good servant? Who has worked with Boy Scouts or Girl Scouts in the past?
Who is someone they enjoy spending time with?
4. Make sure these people are ones you enjoy spending time with, too. If you enjoy their company,
youth will too!
5. Every adult who attends must be considered a leader. If they’d like to come to “help out but not
be a leader” the youth won’t necessarily know the difference between you and another adult. It
is wise to have the same expectations for all of your adult participants.
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6. Asking parents – do not ask Parents who fit the “hover-parent” category. A great way to use
parents is to chaperone the opposite gender of their child; or to work on another team from their
child.
7. Ask people to pray about what it might mean to serve God by chaperoning a youth trip – then
follow up a week or so later to see if they have questions. Do not expect them to give you an
answer right then and there. Allow them to seek guidance from God to see if this is a good fit for
them and their gifts.
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PREPARING YOUR GROUP
Your group reservations will only be confirmed once you have submitted your registration and filled out the group registration form.
Pre-trip planning with your team should include the following. Many document downloads are available at motownmission.org/downloads to help you in this process.
Fundraising (see https://www.crowdrise.com/motown-mission-2017 & umcyoungpeople.org/resources/fundraising)
Packing Checklists, Travel Arrangements
Group Info Form (due in May, will provide information about specifics of your group)
Project Plan review
Pre-trip Bible discussions
Medical Release Form – Each participant must complete & submit a Motown Mission medical release form, due upon arrival.
Crowdrise Fundraising
Now groups can use the Motown Mission Crowdrise page to raise support for their trip from home church, family, and friends. Group leaders can start a team at crowdrise.com/motownmission2017 and all donations given there will go directly to lower your group costs.
Rules & Expectations (see pg 14)
It is important to allow time in the early stages to develop your group as a team. Time spent together and shared information will strengthen the bond and readiness of all team members. When you do your team building, you will need to include a review of Motown Mission Expectations, Rules, and Regulations. All volunteers must have read that document prior to the trip.
About Detroit
Take time to review materials and learn about the local Detroit culture. The project area will likely be culturally diverse and distinct from that of the volunteers, so your group should plan to listen and learn, be open to new ideas, and be capable of making adjustments to the local culture of Detroit. Your group will have time during the work day to experience the city, during the times of 4pm-6pm, and after evening gathering time. Excursion information is available online: www.motownmission.org/excursions.
Our Summer Staff
Motown Mission staff has overall responsibility for all activities at Motown Mission. So, all volunteers must plan to participate in the activities directed by staff including meals and chores, as well as the evening programs that are conducted each night. Volunteers are expected to help keep the center clean, prepare meals, and to keep the tool and supply area organized. Please review this with your team prior to travel.
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PACKING NOTES!
EACH WORK CREW (MAX OF 6-12 PEOPLE) SHOULD ALWAYS HAVE:
1) A fully equipped First Aid kit
2) A good size cooler to carry ice, drinks and lunches
3) Water jugs/bottles/coolers
EACH CHURCH GROUP IS INVITED TO BRING:
1) Musical instruments and favorite songs
2) Recreational equipment - both indoor and outdoor
3) A devotional to share during your week (each group will share a short devotional with the group in the morning)
EACH INDIVIDUAL SHOULD BE SURE TO BRING:
1) Enough appropriate clothing. (Laundry facilities are NOT available)
For WORK: Pack inexpensive clothing you would not mind getting really dirty or trashed. Shirts with sleeves and long pants must be worn at all times at the work site (shorts may be worn to some worksites, but participants should prepare for jeans each day). Close-toed shoes must be worn at the work site (No flip-flops, sandals or open-toed shoes.)
For LEISURE: Pack comfortable, discrete clothing for at the church. Shirts with sleeves must be worn at all times. Shorts for must be mid-thigh or knee length. No short shorts are permitted. No shirts with messages that convey negativity are permitted.
2) Basic tool list for each volunteer. The following are helpful for each volunteer to have.
Please label all personal tools with your name.
• Hammer, Measuring Tape, Eye Protection / Goggles / Safety Glasses, Work Gloves, Nail Apron and/or Tool Belt (these items may be placed in a cinch sack, backpack, or tied with a bandana to save on space).
3) Other recommended items for individuals.
• Air Mattress or cot (some rooms have bunkbeds, others do not, you will be alerted of which room your group is assigned in May), Personal toiletries: (pack liquids in plastic bags), Soap/deodorant/ shampoo/toothbrush/ toothpaste/etc., Towels & washcloths, Showering shoes, Sleeping bag/pillow, Water bottle, Sunscreen, Flashlight, Pen and paper, Fans, Bible.
General Guidelines: Please remember that you are representing a faith-based Christian organization. Your dress needs to be modest, sensitive to the culture, and safe.
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TYPICAL WEEK SCHEDULE
Sunday
3-4pm Arrive at Metropolitan United Methodist Church
5:30pm Group Leader Meeting
6:30pm Dinner
7:30pm Evening Gathering: “Story of Motown” – Detroit Orientation
10:00pm Rest Time / Lights Out
Monday – Friday (With one half workday for your Evening in the City)
7:30am Mornings Devotional / Breakfast / Pack Lunches
9am-4:30pm At the Work Site (with lunch eaten on the worksite)
4-6pm Group Free Time (Explore the city!)
6:30pm Dinner
7:30pm Evening Gathering Time
10pm Rest Time / Lights Out
Half Day (Please check with staff to confirm your half-day before making plans)
7:30am Mornings Devotional / Breakfast / Pack Lunches
9am-1pm At the Work Site (with lunch eaten on the worksite)
1pm-9pm “Evening in the D” + Group Meal Out On The Town
10:00 pm Rest Time
Saturday
7:30am Continental Breakfast
7am-8am Pack and Clean Up
8am On the road!
###
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GROUP PACKING CHECKLIST TOOLS Every team (10-12 people max) should bring the following recommended tools to be prepared for all the kinds of work you might do at Motown Mission. We recommend bringing the following list based on the work projects you requested (heavy construction, light construction, greening, kids’ activities, and feeding)
√ TOOL PER GROUP of 10-12 NOTES
ALL PARTICIPANTS
Safety Goggles 10 to 12 1/person is best
Work Gloves 10 to 12 pair 1/person is best
Water Bottle 10 to 12 1/person is best
First Aid Kit 1 per group
GARDENING/GREENING
Hedge Clipper 2 Extension cords if able
Hoe 2
Pruner - Hand 3
Pruning Shears 4
Rake - Gravel 2
Rake – Leaf 2
Saw - Pruning 1
Shovel (Flathead, Spade) 2
Weed Whacker 1 Extra batteries if able
LIGHT CONSTRUCTION
Drill - Corded or cordless 1
Drill Bits 1 set For wood and masonry
Extension Cord 1 50' +
Hammer 7 16 oz +
Measuring Tape 3 16' +
Pliers 3 Various
Saw - Hand 1
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Screwdrivers - Flat 2
Screwdrivers - Phillips 2
Socket Wrench Set 1
Utility Knife 2
Paint supplies (below, if needed)
HEAVY CONSTRUCTION
Carpenter’s Level 1 - 2
Chalk Line 1 With chalk
Crow bar 3
Drill - Corded or cordless 1
Drill Bits 1 set For wood and masonry
Electric Adapter 2 2 prong to 3 prong
Extension Cord 1 50' +
Hammer 7 16 oz +
Measuring Tape 3 16' +
Pliers 3 Various
Saw - Hand 1
Screwdrivers - Flat 2
Screwdrivers - Phillips 2
Socket Wrench Set 1
Square, or Speed Square 2
Utility Knife 2
Wrecking Bar 1
PAINTING
Drop Cloth 2 For painting
Paint Brush - Thin 3
Paint Brush - Wide 4
Paint Roller 3
Paint Roller Pad 6
Paint Scraper 5 Wide and thin
Paint Tray 3
Putty Knives 3
Rags 10 Bring them clean
Scrub Brush 1
Utility Knife 2
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FEEDING & KIDS
None (all supplies provided)
OTHER ITEMS For every work crew (10-12 people max) your group should bring the following items to be
prepared for other activities, duties, scenarios, etc.
√ ITEM Per Group of 10-12 NOTES Cell Phone 1 At least 1 per van
Cooler - Ice Chest 1 For bag lunches
Cooler - Water 1 5 gallon
Fans - Box or Rotating 2 Sometimes even MI gets warm
First Aid Kit 1
Games, Playing Cards 2 to 3
Laptop/Internet Connected Device 1 For blogging/emailing about trip
Map of Detroit / GPS 1
Medical Release Forms - Copies 10 to 12 1 for each person in team
Sunscreen 2 Bottle/Can
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INDIVIDUAL PACKING CHECKLIST TOOLS Every individual should bring the following tools if they are available to them. These help
work projects go more smoothly as more people can keep working throughout the day.
√ TOOL NOTES Hammer 16 oz +
Measuring Tape 16' +
Safety Goggles
Work Gloves
Nail Apron and/or Tool Belt Place all tools in a cinch sack or backpack
OTHER ITEMS The following non-tool items are important for each individual to bring as well.
√ ITEM NOTES Close-toed shoes or boots Worksite
Long pants / Jeans Worksite
Sunscreen Worksite
Water bottle Worksite
Air Mattress or Cot Accommodations
Sleeping Bag or Bedding Accommodations
Shower shoes, gym shoes, or sandals Accommodations
Soap, Shampoo, and Other Toiletries Accommodations
Shirts with sleeves (tshirts only for worksite & leisure)
Towel Accommodations
Bible Program
Board Games, Playing Cards, etc Program
Football, basketball, boomerang, etc Program
Musical Instruments Program
Notebook or Journal / Pen or Pencil Program
DO NOT BRING THESE ITEMS:
Any item with inappropriate or offensive content DO NOT BRING!
Drugs or Alcohol DO NOT BRING!
Firearms DO NOT BRING!
Fireworks DO NOT BRING!
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RULES & EXPECTATIONS
The Motown Mission (MM) staff have overall responsibility for all activities. Directions given by
MM staff are to be strictly observed.
Adult Leaders are responsible for their youth volunteers at all times while your group participates
with MM. This includes enforcing all the expectations, rules, and guidelines of MM.
MM’s youth program is designed for students who have completed 6th - 12th grade. Heavy
construction work will be reserved for High School students and older. Groups with younger participants
only will be given projects according to the skills you report. PLEASE NOTE: No infants, toddlers, or
any youth under the age of 11 are permitted on a Motown Mission trip.
MME and participants will follow a “minimum two Adult Leader rule” in all of the following
situations during the week of MME:
• 2 adult leaders of the same gender as the youth participants in every room at the
accommodation site.
• 2 adult leaders with every work team
• 2 adult leaders with any group during Detroit cultural excursions and evening activities
A minimum adult to youth ratio must be met for youth program weeks. Motown Mission requires
youth teams to abide by safe sanctuary policies, which state that an adult counselor is to be four years
older than the oldest youth you'll have with you. Adult ratios to youth must not be lower than one
caregiver for every seven 11-13 year olds; one caregiver for every eight 14-17 year olds. If you are
bringing an “adult” that does not meet the “four years older than the oldest youth” rule, they can attend,
but must not be considered part of your minimum adult ratio.
MM requires all volunteers over the age of 18 to be background checked by the church /
organization they come with. Motown Mission abides by safe sanctuary policies, and can provide
examples of background check forms for you to use. Each group must sign off on the completion of
these background checks before arriving at MM.
Please use tools, materials, and resources responsibly while participating at Motown Mission.
Possession or use of illegal drugs or alcohol is not permitted at any time during MM. Participants,
youth or adults, choosing to break this rule will be asked to return home immediately at their own
expense.
MM staff will inform each group of any project site or accommodation site specific guidelines prior
to your arrival.
Smoking or use of tobacco products is prohibited inside any MM accommodation site or at any
work project site. If needed, a designated area will be identified for legal adults.
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No pets are permitted at the MM accommodation site. If a new pet is acquired during the week,
arrange to retrieve the pet on your way home.
To ensure privacy of all participants, no females are permitted at any time in the males’ sleeping
area. Likewise, males are not permitted in the females’ sleeping area at any time.
Quiet hours will be established and followed by all participants at accommodation sites. Some
exceptions to set hours will be made when special evening activities occur.
Appropriate attire will be worn at both the accommodation site and work site. This includes not
wearing clothing with offensive language, clothing that is overly revealing, or clothing that is
inappropriate for the expected work.
All volunteers (youth and adults) are expected to participate fully in the program of MM. Adults
will have the opportunity daily to check in with MM staff to handle any situations that may need attention
and to ensure that the week is going as best it can.
Participants will be asked to help in chores (meal prep, clean up, etc) around the accommodation site
to make that run smoothly and efficiently.
Each work crew (6-12 people max) must provide their own transportation to and from their work
site. It is recommended that each work crew have their own van. 2 adults must be present with each
work crew at all times except if one adult needs to care for an emergency.
Working hours are approximately 9am to 4pm normal weekdays and 9am to 1pm on half-days.
Groups are encouraged to visit cultural centers of Detroit on half-day afternoons before returning to the
accommodations site. Dinner on half-day is not provided by Motown Mission, this allows groups
to have dinner at the restaurant of their choice or to cook dinner at Metropolitan UMC at their own
expense.
We expect lunch to be eaten at the work site. This is an important opportunity to get to know the
people you are serving. MM will provide brown bag lunches for groups.
MM asks that participants refrain from using cell phones and portable electronic devices at work
sites.
Firearms, air rifles or pistols, BB guns, replicas of firearms or any kind of weaponry (or replicas) are
not permitted at MM. Adults who have professional license to carry weapons are asked refrain from
exercising that practice while at Motown Mission.
Updated April 5, 2017