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Guidelines for Approved Participants
MISSIONBirch Community Services, Inc. is an Oregon nonprofit corporation. Its mission is to provide encouragement, accountability and support for families in need, without discrimination, through the provision of food and necessities. Birch Community Services, Inc., being unable to serve all of the needy families and individuals referred to it, reserves the right, in its sole discretion, to determine those individuals and families it will serve. Accordingly, a family or individual's participation is subject to being terminated at any time for any reason. HOW TO PARTICIPATE
Each family pays a service fee of $45.00 per month, due by the 15th, but must be received on or before the last day of the month. This fee pays not for product, but a portion of the overhead costs such as warehouse rent, maintenance and gas, etc. A drop box is available at the front desk, or you can mail your payment. Please be prompt with your service fee … we do NOT want to be collection agents! Late notices are issued if the service fee is not received by the last day of the month. After two late notices the fee must be paid by the 10th of the month or participation will not be allowed. After three notices participation rights will be terminated. Contact us if there are special circumstances regarding a late payment. SIGN A GOAL STATEMENT Each family has a signed participation form and goal statement on file. A representative of each family completes a Participation Update Form once a year to specify goals accomplished.
COMMIT TO A SHOPPING DAY Participants choose a shopping day and commit to coming on that day. Families should come at least 75% of the time (or 3 out of 4 weeks a month). The reasoning is simple:
If you are occasionally unable to shop on your chosen day (doctor's appointments, school functions, etc.) you may shop on another open day that week. Friday can be made up on Monday. It is not necessary to call us, just come in. If it is a consistent problem, you may change your pickup day, just let us know. WRITE THANK YOU NOTES A grateful heart is a critical part of our program. You convey your appreciation to our wonderful providers by writing one or two thank you notes a month. Leave them at the front desk; we mail them for you. They are always thrilled to hear from you about how they affect your lives! VOLUNTEER AFTER THREE MONTHS During your first three months on the program volunteering is not required but it is welcomed! After three months volunteering two hours per month is required. After three years this increases to four hours a month. We ask that you work a full two hour shift every time. A variety of help is needed; there is a place for you! For more information see the Volunteer Guidelines. LEAVING THE PROGRAM?While we are sad to see you go, we look forward to families being able to leave our program because the Lord blesses them and goals are met. If you no longer need this program, please inform us in writing. Let us know when and why you are leaving. When we have this written information we will remove you in good standing, eligible to return. SHOPPING IN THE WAREHOUSEWAREHOUSE HOURS
When shopping in the warehouse general shopping begins at 1:15 after the volunteers for the day shop first, as their bonus. See the "Holiday Closure" list, or check the website to see what holidays BCSI is closed. PARKING Parking can be an issue on some days. Note the designated BCSI parking areas (see parking diagram). Note: We will not be responsible for damage to autos or theft of articles while drivers are in the warehouse. CHECKING IN When you arrive at the warehouse, you will:
SHOPPING PROCEDURES After the volunteers shop (generally about 1:15 p.m.) shoppers are called by number. Sixty shoppers are allowed in the distribution area at one time, and only one representative per family. This is efficient for several reasons:
Please help keep the warehouse clean! If a box is empty, toss it with the other empties. If you spill something, clean it up. The other volunteers are participant families just like you. LOADING To load your goods in your car when you are finished, you may either:
DISTRIBUTION LIMITS Special Note: The items in the BCSI warehouse are for participant families only. Please take what your family can use, not neighbors, extended family, etc. This includes clothing, boots, ‘Needs’ and ‘Haves’ board, and anything else in the warehouse. (Keep in mind that other families can be referred to our program if they have need of it.) What we do to distribute the blessing equally to all participants
What you can do to distribute the blessing equally to all participants
If we feel that someone is intentionally trying to break the guidelines, or sneak something by us, we will bring it to their attention. After three notifications, your participation rights will be terminated.
CHILDREN No children are allowed in the distribution area. Ideally, you would be able to leave your children at home or with a friend. The children's waiting room is available if this is not possible. If your kids are waiting for you, shop quickly. To maintain a peaceful atmosphere for waiting participants and front desk workers, we ask that kids are quiet and well behaved. There is an overseer in the waiting room to ensure that children stay in the children’s area, but we accept no responsibility for your children. Those bringing children consistently will be asked to volunteer as an overseer. Read "Your kids, and what to do with them". Ways Birch Community Services Participants Bless Each OtherThe "Needs and Haves" Board If you have an item you don't use, or if you need something, feel free to indicate it on the board and DATE it (and remove it when it is gone or the need filled). Please, nothing for sale. This is your chance to bless and be blessed. These items are for participant families only. Clothing Exchange Department Participants age 13 and up can shop in this area located upstairs. We welcome items and clothing that are clean and of good quality. There are some items we don’t accept; see the guidelines for this at the front desk. Mark your bag or box of donations with your name and phone number. The clothing exchange department is for participant families only. REFERRING NEW FAMILIES We add families by referral or our invitation. After you have participated in the program yourself for four months you may refer another family in need. There is a referral form for this purpose. You may submit one referral every two months. A referral does not guarantee addition to the waiting list; the level of need is determined by the Review Committee (under the supervision of the Board of Directors) in its sole discretion. The Review Committee reviews applications and admits families as there is room. The Review Committee also reserves the right to replace a family or individual whose need is not as great as another's. (It is your responsibility to keep us abreast of any changes in your family or need status.)
PRAYER Every open day the volunteers gather and share requests and pray. We also encourage participants to pray silently for families around them while they shop. Let us know what's happening in your life and how we can be praying for you. Maybe we can help! SUGGESTIONS This is a Christ-centered organization, and we desire to run it the way He would have it run. We are not perfect, though, and we are open to suggestions that could help things run more efficiently. Let us know if you have any ideas! |
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