This is a rotating role created to ensure that certain administrative tasks during the week leading up to the Saturday pantry don’t fall informally on one or a few people. This person is tasked with monitoring and filling the signup sheet and enacting the cancellation policy (Pantry Cancellation Policy). This role would rotate week to week, with the outgoing on-call person available to hand things off/answer any questions for the incoming person.

Responsibilities

• Monitor the signups for One Community and SWMA Pantries on Monday and Tuesday. The sign up link is sent out in the Sunday newsletter and an automated message in slack on Monday mornings.
• If by Wednesday afternoon there are important slots open, make a post on slack and ig highlighting the most needed positions. If you do not have access to the ig, you can make a post request in the communications channel or message Bella directly.
  • If you feel comfortable, you can also message people directly who have filled those spots before.
• If by Thursday there are still important gaps but some people have signed up, you may consider
  • Asking those who have signed up to switch shifts - for example, if we have 5 tablers at 61st and 1 at Woodside Houses, ask some folks to switch to Woodside Houses
  • Get creative with driver shifts. Here are some real scenarios and strategies we’ve used in the past
    • If a driver can only cover delivery to a pantry, ask the other driver to pick up from both locations.
    • If we have plenty of tablers but only one driver, ask the driver if they can cover both shifts. Deliver to 61st —> refill at St. Jacobus —> deliver to Woodside Houses —> pick up from Woodside Houses —> Pick up from 61st —> drop off at St. Jacobus.
      • Drivers already do so much from pre-pantry, to tabling, and returning supplies to St. Jacobus, so if we’re asking for a double shift, try to get one of the tablers to help the driver with the return shift.
    • Order an uber/lyft/taxi to deliver the food - drivers have cancelled in the past because they don’t want all that mess in their car, but if you’re able to order a car, SWMA will reimburse your receipt
• If by Thursday afternoon there are zero pantry tablers, zero loaders, or zero drivers, determine if cancellation is necessary. We really want to avoid cancellation but if we don’t have the capacity, then we need to switch gears to notify our neighbors.
• Once the cancellation is determined, notify the following people of the change
  • The people who have signed up (send a message through planhero and text people). If you don’t have access to the Planhero account already, send a message in the tech channel or reach out to ej or Karly directly.
  • Slack Announce to Appropriate Channels
  • Social Media Blast
• Coordinate notifying neighbors at pantry
  • We have cancellation flyers in multiple languages in the google drive. Source help in printing those flyers and posting them in the area around the pantries before Saturday afternoon.
  • Any tablers/point people that were signed up for that location will instead be reassigned to go to the pantry location on Saturday and spread the word that the pantry will not happen that day
    • If there is no one signed up, try to reassign people signed up for other roles that day to instead go inform people
    • If that doesn't work, put out a general call via the usual channels
  • Send a message on whatsapp and text any existing phone numbers for neighbors we have to help spread the word.

Access Needed

• Slack
• Instagram
  • Or, can ask someone with access to post via slack in #group-communications
• Email
• Planhero
  • Or, can ask someone with access via slack in #tech-data

Onboarding

• This document should have all the info needed
• In addition, the outgoing on-call VPP