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MULTI FAITH HOUSING INITIATIVE

Volunteer Orientation Handbook

Thank you! Merci beaucoup!

MHI July 2013

Contents

A.Welcome Letter by the Executive Director.

I.Organizational Background Information

2. Mission Statement

3. Major events and activities

4.Other activities

5.Organizational Structure

6.Facilities

7.Confidentiality/Conflict of Interest

8.Communication

9.Volunteer Information

Volunteer Hiring Procedures

Interview and Orientation

Background checks:

10.MHI Volunteer General Code of Conduct

11.Canadian Code for Volunteer Involvement:

12.Volunteer Position Descriptions

13.Volunteer Development and Recognition:

14.Volunteer Tracking Form:

15.Grievance Policy:

16.Volunteer Expenses and Reimbursement:

17.Resignation/Leaving the Volunteer Program:

18.Volunteer Reflection:

19.Links to other Resources on Housing

20.APPENDIX A. Terms of Reference for Committees

21.APPENDIX B. Canadian Code for Volunteer Involvement

22.APPENDIX C. MHI Conflict of Interest Policy

Conflict of Interest Policy - Draft

APPENDIX D: Volunteer Application form

APPENDIX E: MHI/ Volunteer Agreement

APPENDIX F: Volunteer Tracking form

A.Welcome Letter by the Executive Director.

Dear Volunteer,

Thank you for your willingness to volunteer your services to Multifaith Housing Initiative (MHI). I am indeed thrilled that you have chosen to support MHI in our continuing efforts to provide desperately needed housing to low income families in Ottawa. Volunteers like you are a vital part of achieving MHI’s goal of providing safe, well maintained, affordable housing and support for individual and families who are either homeless or at risk of homelessness. I hope that you find your valuable time here at MHI to be a very gratifying and positive experience.

The volunteer manual includes details about MHI and the roles and responsibilities of our volunteers. If you have any questions please do not hesitate to contact me. Again, thank you for your willingness to donate your energy, time and expertise. We really appreciate it!

Sincerely,

Suzanne Le.

Executive Director

Multifaith Housing Initiative

Tel: 613-686-6238 ext 0

Email:

I.Organizational Background Information

In early 2000, the Social Justice Commission of the Roman Catholic Archdiocese of Ottawa realized that there was a great need for affordable housing in Ottawa. A committee was set up and began meeting with people who work with the homeless and with those providing emergency shelter. This committee became aware that there were other groups with a similar concern, and so the Interfaith Housing Committee (IHC) was established in 2000. Initially the committee comprised representatives from Christian churches and organizations focused on housing issues. In late 2001, Jewish participation was added, followed by Muslim participation in early 2002. During the course of 2002, the Multifaith Housing Initiative emerged as a new organization.

MHI received its letters patent on October 30, 2002. It is a federally registered non-profit organization. MHI was registered as a charitable organization effective January 1, 2003. In April 2003, charitable status was confirmed in Quebec. In October 2004 the letters patent were amended to allow the purchase of housing to be rented to low-income people, and Canada Revenue Agency approved this change early in 2005.

2. Mission Statement

The mission of the Multifaith Housing Initiative is to provide and to promote affordable home space, to encourage harmonious relations amongst tenants of diverse backgrounds, and to mobilize the resources of faith communities and others for these purposes.

MHI’s goal is to provide safe, well maintained, affordable housing and support for individuals and families who are either homeless or at risk of homelessness.

3. Major events and activities

MHI also promotes the development of more affordable housing in Ottawa. We do this in several ways: for example, we hold two events a year that focus on the affordable housing crisis.

  1. Annual Tulipathon: MHI members and friends walk together to raise funds to help provide housing and support for people who are homeless or at risk of homelessness.
  2. National Housing Day celebration (NHD): MHI holds an interfaith service and reception to mark the NHD. This event is used to raise awareness about the right of all to have a safe, well maintained affordable home.

4.Other activities

  • We provide workshops and speakers for any group of people who would like to learn about the affordable housing crisis and how they can help.
  • We encourage our volunteers in “hands on” experiential learning which they can share with others.
  • We offer support and provide information, based on our experience, to faith communities and other groups in the city wanting to explore how they can work with others to provide and promote more affordable housing in Ottawa.
  • Annual Volunteer Appreciation Forum: A forum to show appreciation to our volunteers, supporters and Friends.

5.Organizational Structure

  1. Board of Directors: The Board of Directors establishes goals in light of MHI’s mission and objectives, develops a strategic plan to implement these and sets policies to guide the work of MHI. Refer to MHI website for an uptodate list of MHI’s Board of Directors and their Bios.
  1. Committees: MHI committees are accountable to the Board of Directors and the teams are accountable to a particular committee.MHI committees develop and implement the strategies established by the Board of Directors either directly or indirectly through the working teamsestablished under these committees. These teams of volunteers carry out tasks set by the committees. Volunteers for these teams are people with particular skills and interests which make them suitable for taking responsibility for the tasks designated by the committee. Ideally, the composition of each team reflects the multifaith nature of MHI.

(See Appendix A for Terms ofReference.)

  1. Membership: MHI membership consists of faith communities and other faith based organizations. Our current membership includes Christian, Hindu, Jewish, Muslim and Unitarian faith communities and faith-based organizations. Together we share an understanding that people of faith have an important and unique role to play in addressing the affordable housing crisis. check our website for more info and a list of our members
  1. Patrons:MHI’s patrons are religious leaders of faith communities in the city. Our patrons demonstrate that their religious tradition stands in solidarity with MHI’s values and mission. (Visit our website for more info and for an up-to-date list of our patrons).
  1. Key Staff:MHI currently has three staff-one full-time and two-part-time as well as a housing management company made up ofthree staff and a bookkeeper hired by MHI under contract.
  • The Executive Director (ED): The part time EDis an ex officio member of each committee, acts in an advisory role to the committee chairs and oversees the work of MHI on behalf of the board to ensure that the committees are implementing the strategic plan and that there is overall co-ordination of the work of MHI.
  • Fundraising and Communications Manager: The full-time Fundraising and Communications manager is responsible for working with the ED, volunteers and board members to secure funds which meet the current and future needs of the organization. He also helps to support and keep members informed through newsletters, the website and social media.
  • Manager of Volunteers: The role of the part-time Manager of Volunteers is to review and assess the volunteer program and to develop and update our policies and proceduresto guide an effective and sustainable volunteer program.She is also responsible for developing and implementing a volunteer recruitment program to secure MHI's volunteer base into the future.
  • Housing Program Management Staff: MHI housing is managed by a three member team from LSM services, a property management company.
  • Bookkeeper: The Bookkeeper maintains a complete set of financial records for MHI. He prepares, controls, balance and checks various accounts using standard bookkeeping methods. The Bookkeeper also balances the ledgers and prepares financial statements including the preparation of statistical, financial, accounting and auditing reports. These reports are used for planning and budgeting purposes for the Board of Directors in various committees.

6.Facilities

  1. Site Map
  2. Emergency Procedures
  3. Office Hours
  4. Parking

7.Confidentiality/Conflict of Interest

MHI board follows strict guidelines regarding confidentiality. Information will be shared about MHI staff, the property management company staff, volunteers and tenants only as the need becomes apparent. All committee minutes should be kept confidential to board and committee members. Reports from the committees when accepted by the board become public documents along with board minutes. In addition to this, MHI has a conflict of interest policy.This policy applies to all Multifaith Housing Initiative members of the Board of Directors, volunteers, and employees. The standards outlined in this policy are particularly relevant to Members of the Board and employees who are in a position to make or influence decisions of the organization. Like staff and the board, all volunteers are encouraged to read and understand the conflict of interest policy. (See Appendix C for the MHI conflict of interest policy).

8.Communication

  1. Dealing with the Media: When dealing with the media, volunteers should contact the MHI office for information and guidanceso that they can be confident in discussing MHI in the media. Information provided will guide volunteers to be powerful, effective voices in the community, speaking knowledgeably and persuasively about the good work performed by MHI.
  1. Newsletters - MHI sends roughly 6 e-newsletters a year to help keep supporters informed about upcoming events, tenant stories and other important info. You can sign up for these newsletters by contacting . If you would prefer to receive them in hard copy please call the office at 613-686-1825.
  1. MHI uses its website, provide information about the organization’shistory and current operations, as well as volunteer and rental info.
  1. MHI engages its supporters through Facebook and Twitter with instantaneous organizational news as well as articles and photographs that may be of interest
  2. MHI’s Annual Report also outlines the past year’s activities and keeps volunteers informed on achievements, successes and challenges.(The annual report is available on the MHI website)

9.Volunteer Information

The Importance of the Volunteer

MHI is essentially a volunteer led organization and volunteer contributions are highly valued.Volunteers have played a significantrole in each of our milestones by contributing funds, time, skills, enthusiasm and passion in all that they do. Volunteers have served in a variety of capacities in growing our organization. They have served to organize and implement a number of events, acted as part of committees and teams, been public advocates within the community and served as task volunteers in the maintenance of our buildings. The work of our organization has been greatly extended through volunteer service into areas that, otherwise, could not be considered because of limited resources. Without our volunteers MHI would not exist. In fact, we have survived all these years due in large part to a strong volunteer commitment. We are grateful for all that our volunteers do and look forward to a continued growth in our relationship in the coming years.

Why Volunteer With MHI

Your volunteer time with MHI will give you the opportunity to make a positive impact on the life of others. You will have the opportunity to assist MHI in providing safe affordable housing to lower income households in Ottawa and people who are at risk of homelessness, or even homeless persons. You will also have the opportunity to gain experience, network, learn and share ideas with like–minded people who are driven by compassion and social justice.

Staff and Volunteer Relations:

Volunteers and staff are considered partners in implementing the mission and programs of MHI, with each having a complementary role to play. Volunteers enhance the work of staff and staff supports the work of volunteers. It is essential to the proper operation of this relationship that each partner understands and respects the needs and abilities of the other.The day-to-day management of the MHI office is the responsibility of the Executive Director, who directs all staff. Volunteers, like staff, are bound by all protocols and direction as established by the Board of Directors.

Volunteer Engagement Procedures:

All new volunteers areto complete the volunteer application, acknowledge receipt of agreement form and agree to abide by the Code of conduct as stipulated by MHI. The application form can be printed off MHI website or a paper version can be picked up from our office. The purpose of completing the volunteer application is to enable both MHI and the volunteer to identify skills and qualifications for the right fit in working with MHI. (See Appendix for Volunteer application form and agreement form)

Interview and Orientation:

Prior to placement, the manager of volunteers shall interview the volunteer applicantby telephone or in person. The purpose of the interview is to ensure the fit of potential volunteers and match them to the possible appropriate volunteer roles within MHI. Once a fit is determined by the volunteer and MHI, the volunteer will be invited to meet with a member of the Volunteer Coordination Team/Advisory Team and/or chair of the committee of the team and the volunteer will be scheduled for an orientation and information training session. This session will cover all the background information of MHI’s history, structure and mission, all pertinent procedures and policies, housing and legal information,and the work to which the volunteer may be assigned. The volunteer will be formally introduced to the Executive Director and the rest of the staff as part of the orientation.

Background checks:

Volunteers who come into one-on-one contact with our tenants will be required to submit a satisfactory criminal record check prior to being placed in a volunteer role.MHI will provide prospective volunteers a letter to receive a free criminal record check from their local police station.

10.MHI Volunteer General Code of Conduct

  • Take your commitment to MHI to heart, carrying out your commitment to the best of your ability.
  • Honour confidentiality.
  • Respect the mission and goals of MHI
  • Deal with conflicts or difficulties in an appropriate manner as outlined in this manual
  • Be courteous, friendly and cooperative.
  • Respect and work with people of all faiths
  • Offer constructive feedback about MHI in an appropriate manner.
  • Demonstrate respect for the direction and decisions of your committees and Teams

11.Canadian Code for Volunteer Involvement:

MHI seeks to adopt the Canadian Code for Volunteer Involvement as a statement that defines MHI’s values and beliefs around volunteerism.“By adopting the Canadian Code for VolunteerInvolvement, non-profit organizations commit notonly to strengthen their volunteer engagementstrategy, but to strengthen the capacity of theorganization to meet its mandate and contribute toa stronger community” (Volunteer Ottawa.)(SeeAppendix B for a summary of elements of the Canadian Code for Volunteer Involvement).

  1. Volunteer Position Descriptions

EXECUTIVE COMMITTEE

Mandate: The Executive Committee facilitates the work and goals of the board of directors.

Membership: The EC consists of the executive officers of the board and one other board member.

Responsibilities:

  • Monitor committee minutes and reports in light of MHI’s strategic plan.
  • Identify issues which require board discussion and decisions.
  • Prepare the board agenda
  • Nurture the distinctive organizational culture and spirit of MHI

Authority:

  • Advise the Executive Director on behalf of the board.
  • Research, develop and draft specific policy statements appropriate to the organizational spirit and values of MHI and legal requirements applying to federally incorporated non-profit charitable organizations regarding audit and governance. Such draft statements are expected to include:
  • vision, mission, objectives and values;
  • by-laws;
  • governance processes, such as:
  • role of the board,
  • board members’ role and responsibilities;
  • officers’ role and responsibilities;
  • nominations, selection to, and removal of officers from the board
  • board/executive director relationship
  • delegation
  • evaluation
  • director’s code of conduct;
  • conflict of interest;
  • core operational practices
  • personnel
  • finance
  • Other policies that relate to audit and governance.

DEVELOPMENT COMMITTEE

Mandate: The mandate of the Development Committee is to:

  1. Acquire and develop properties for MHI that can be rented at an affordable rate and help organize the grants and financing to do this.
  1. Develop and nurture partnerships with other like-minded organizations, and provide support and advice to faith communities who wish to develop a housing program themselves.
  1. Learn about and help create alternative financing mechanisms in support of affordable rental housing.

Membership: This committee should include a representative from the finance committee and it should liaise closely with the fundraising committee. MHI’s executive director attends all meetings but as an ex officio member.

Responsibilities

  • Identify properties suitable for acquisition and development by MHI in light of the board’s strategic plan and make recommendations to the board with regard to obtaining them.
  • Research, develop and review on a regular basis MHI’s criteria for the purchase and building of properties as well as learn about acquisition strategies (best practices) of other non-profit housing providers in Canada.
  • Identify funding and grant opportunities relevant to the mission and goals of MHI. As well as opportunities related to the City’s and neighbourhoods’ long-term development plans.
  • Working closely with the ED, help prepare MHI’s responses to government calls for proposals for the development of more affordable housing.
  • Develop, support, monitor and assess MHI’s relationships with key development partners and grant-makers.
  • Advise the Board and help create alternative financing mechanisms in support of affordable housing.

Authority