Setup Plan

Setup Plan

This is the setup plan for Roadrunners Against Driving Under the Influence designed to ready the organization in terms of real estate, tools, equipment, and volunteers.

1.      The organization needs to hire a volunteer to be in charge of vehicle maintenance.  This includes making sure all company vehicles have had the proper inspection, insurance, oil changes, washes and details, and gasoline.  Kristin Meloni will interview prospective volunteers for four weeks and choose two at the end of this period.  The cost of the interview process and hire will cost nothing; however, the cost of vehicle maintenance is predicted to cost around $1,000 per year per vehicle which, at this point, will total about $10,000 in the first fiscal year.

2.      Roadrunners Against Driving Under the Influence would not be able to operate without safe transportation.  Our organization will have to obtain vehicles through donation from companies such as CarMax.  Brandi Hays and Kristin Meloni will be in charge of introducing our organization to these companies and requesting the generous donation of a used vehicle.  This process will be of no cost to our organization and if all goes as planned the vehicles will be of no cost.

3.      It is important that all of the volunteers that we have working for our organization have a clean driving record, have an up-to-date Texas driver’s license, and are properly insured.  The organization will need to hire two volunteer coordinators to oversee the hiring and training of all volunteers.  Kristin Meloni will be in charge of hiring the volunteers over a four week interview period.  This process will be of no cost and, since the volunteers are donating their time, they will not have to be paid by our organization.

4.      The organization will need to designate a portion of a parking lot at the University of Texas at San Antonio for vehicle use.  We have been allotted ten parking spots for the ten vehicles that we currently own.  It is our job to choose which ten spots we would like to choose.  Erica Parazo will be in charge of choosing where the vehicles will be stored on campus.  This will take two days and will be free of charge.

5.      The University of Texas at San Antonio has donated furnished office space on campus for our use.  It is the responsibility of our organization to fill out the paperwork that comes with occupying this space.  Erica Parazo will fill out the paperwork and manage it as needed.  Filling out the paperwork will take one day and will be free of charge.

6.      The office we were granted contains only one multi-line telephone.  We will need to purchase four more telephones so that the business will run smoothly on busy nights and so that all clerical volunteers have a phone that they are able to answer.  Erica Parazo will be in charge of obtaining these phones.  The phones cost twenty dollars each.  This totals eighty dollars that must be spent on multi-line telephones.

7.      First Aid kits must be made available for all company vehicles.  Each kit should be equipped with gauze, band aids, tape, scissors, and other supplies that could be needed in an emergency situation.  Kristin Meloni and Brandi Hays will be responsible for requesting supplies from local hospitals over the course of four weeks.  This process will be free of cost and the supplies needed for each kit will cost nothing.

8.      Each vehicle must also be equipped with emergency equipment such as flares, a flashlight, an empty gas canister, and jumper cables.  Is will be the responsibility of Kristin Meloni to request such supplies from car dealerships and local businesses such as Auto Zone.  This process will be free of cost and the supplies should cost nothing.

9.      The company headquarters must be prepared if a volunteer mistakenly loses a key to a company vehicle or locks it in the car on accident during one of their shifts.  We will obtain a spare key for each vehicle.  Erica Parazo will be in charge of gathering all ten spare keys from Home Depot and making sure that they are always readily available.  This will take one day and will cost five dollars per key totaling fifty dollars that must be spent on spare keys.

10.  Our services are offered during peak hours of alcohol consumption each week on Thursday, Friday, and Saturday evenings.  This will require a staff that is able to stay awake and alert from ten o’clock in the evening until at least three o’clock in the morning.  To help our employees remain awake and alert our organization will provide unlimited coffee to each individual.  Erica Parazo will purchase a coffee machine and coffee grounds to provide this service.  The coffee machine will cost ten dollars from the local Goodwill and the coffee grounds will cost about ten dollars a month totaling one hundred and thirty dollars that must be spent on coffee costs in the first fiscal year.

11.  The organization must hire a volunteer organization professional to keep the headquarters in pristine condition.  His or her duties will involve organizing files, organizing advertising supplies, and organizing business contacts.  Kristin Meloni will interview individuals and will choose one or two people as she sees fit.  The interview process and services provided by these volunteers will be free of cost to the organization.

12.  Although the office comes fully furnished, our headquarters will require more chairs than provided.  The chairs do not have to be uniform in appearance; they simply have to function as chairs.  Therefore, we will ask that all volunteers bring at least two chairs to use in the office so that obtaining the chairs will be free of cost to our organization.

13.  The headquarters office does not come equipped with a fridge will be necessary for the convenience of our volunteers.  As mentioned, our volunteers will be working the “graveyard shift”.  It is important to us that all of them are as comfortable as possible.  Along with coffee being made available, we would like a refrigerator to be made available to the volunteers so that they are able to store their non-alcoholic beverages and snacks to last them during their shift.  This refrigerator will cost nothing to purchase because it will be donated by a volunteer.  However, it will use some electricity and will contribute to the electricity bill.  It will cost nothing to transport the refrigerator because it will be transported by a team of volunteers.  The transportation of the fridge will take one day.

14.  The office will need to have a constant supply of office paper to print out forms and other necessary paperwork.  We will use one hundred percent recycled paper donated from Office Max.  The cost of the supply will be free of cost and the transportation of the supply will be done by any and all of our generous volunteers so that it is free of cost to the organization.  The transportation takes a few hours and will be done once a month by available volunteers.

15.  The office will also need a constant supply of computer ink used for paperwork and advertising.  Erica Parazo will be in charge of obtaining ink as needed.  This will cost fifty dollars for each of the four ink cartridges totaling two hundred dollars that must be spent each time the ink requires a refill.  We estimate that we will need to refill the ink once a month.