Help Build Hope Project Agreement
I. Help Build Hope Responsibilities:
1. Identify the receiving organization
Help Build Hope will determine the destination of the home and the receiving organization. If the business or organization has a specific preference for the recipient of the structure(s), it should be discussed early in the planning stage to determine the feasibility. Otherwise, the placement of the home is at the discretion of Help Build Hope.
2. Staff
Help Build Hope will provide an adequate number of staff to oversee and organize the event.
3. Teaching
Help Build Hope will provide on-site instruction for all volunteers.
4. Project Organization
Help Build Hope will provide a structure that will enable individuals with varying skill levels to have a fulfilling time of service through team building. We will provide easy to understand plans for every group that serves during this event and organize any other details regarding the construction and transportation of the project. A material list for the project will be supplied to you at least two weeks prior to the event date.
5. Tools
Help Build Hope will provide all the needed equipment to complete this project (hammers, measuring tapes, chalk lines, saws, etc.).
6. Standing a House
Help Build Hope will provide plans to aid in standing the home quickly and correctly. Help Build Hope will oversee standing one house per event.
Our staff will recruit assistance from the volunteers in the build area to help stand the house. The house may remain standing until the end of the event at which time our staff will need the assistance of 15-20 volunteers to help disassemble and load the walls. Help Build Hope reserves the right to not stand the house at every event if weather conditions (e.g., high winds or other inclement weather conditions) make it unsafe to proceed with this phase of the event or if the walls need to be loaded directly to the truck for logistical reasons.
7. Transportation of walls
Help Build Hope will arrange transportation of the structure. If there is a shipping contact in your business or organization, please let Help Build Hope know when you register.
II. Business or Organization Responsibilities:
1. Advertising/volunteer recruitment and registration for the event
It is the responsibility of the business or organization to advertise and promote the event and recruit appropriate volunteers for specific tasks outlined below. Help Build Hope will supply you with an online registration form to register all your people for your event. This is critical for the success of the event. (These volunteer needs are based on a one-house build event.)
A. Cut Session Volunteers: Twenty to Twenty-Five (20-25) adults are needed to assist the Help Build Hope staff with cutting the material for a one-house build event. The time commitment for cut session volunteers is 2-3 hours. The skill sets for the cut session are as follows...
a. 4-6 individuals who are comfortable operating power saws and measuring and cutting accurately to within 1/16”. Other volunteers will be used to organize, move lumber, and staple vinyls onto the cut wood.
B. Build Day Crew Leaders: Crew leaders are needed on build day who have framing experience and/or have been trained by Help Build Hope staff after the cut session. The ideal ratio for crew leaders is one (1) crew leader to six to seven (6-7) participants. The time commitment for this volunteer would be one hour after the cut session and the duration of the build event. Because of liability concerns our policy is that no one under the age of 21 should be a crew leader.
C. Loading Volunteers: A group of 15-20 volunteers per house is needed to assist Help Build Hope staff in disassembling and loading the house. This group of volunteers should have the ability to lift heavy objects. The time commitment for this group depends on the number of houses: 1 house – approximately 45 minutes, 2 houses - approximately 1 hour 15 minutes, 3 houses - approximately 2 hours.
D. Build Day Volunteers: The business or organization is responsible for recruiting volunteers to assemble the walls. The ideal number of volunteers is 80-100 volunteers per house. With this number of volunteers, the project will take 3-5 hours.
2. Security Deposit & Payment of Expenses
A $1,000 non-refundable Security Deposit is required at the time of registration. This must be paid via debit/credit card to secure the date. Help Build Hope requires that the remaining balance of Event Expenses (shown below minus $1,000) be paid no less than two weeks before the event. This will enable Help Build Hope to reserve shipping and secure the necessary materials and equipment without causing financial strain on Help Build Hope and complete the event successfully.
3. Costs
The business or organization is responsible for the costs associated with this project. The estimated cost list is shown below.
To build more than 3 homes, please contact the Help Build Hope office at 502-410-8617 or andy@crossroadsmissions.com for pricing.
| Number of Houses | CrossRoads Fee* | Lumber Cost** | Donation*** | Total Estimated Cost |
|---|---|---|---|---|
| 1 | $5,500 | $3,500–$5,500 | $1,000 | $10,000–$12,000 |
| 2 | $7,000 | $7,000–$11,000 | $2,000 | $16,000–$20,000 |
| 3 | $8,500 | $10,500–$16,500 | $3,000 | $22,000–$28,000 |
*The CrossRoads Fee includes: individual wall blueprints and plan development, coordination of wall transportation, oversight of project, tools, and equipment.
**Lumber and other materials are purchased directly by the business or organization and are not paid to Help Build Hope. Help Build Hope will furnish a complete list of materials to be purchased to complete the project. We highly encourage you to find local relationships and sources to get the best price. The lumber costs shown above are a good-faith estimate. Actual costs vary greatly by region and with current economic factors, such as market conditions and natural disasters, which are beyond our control.
*** The donation to the receiving organization is $1,000 per house plus the value of the OSB sheathing on the lumber list. Because the OSB is already included in the lumber estimate, the table shows only the $1,000 per house. This donation is intended to help cover costs associated with receiving the walls and help with the purchase of a roof package.
Additional Event-Specific Costs
The following costs are not included in the estimates above and will be added to the final invoice as applicable:
• Lodging & Meals: The business or organization is responsible for lodging and meals for Help Build Hope staff. Help Build Hope will add a per diem charge of $250 per employee per day to the invoice. If you will be providing lodging or meals, please contact the Project Manager with details.
• Travel Beyond 250 Miles: Events more than 250 miles from the home location of the Project Manager leading the event will require two (2) additional travel days, billed at the $250 per employee per day rate, plus a mileage charge of $0.67 per mile for each mile beyond the 250-mile radius, calculated round trip. For example, an event 300 miles away adds 100 round-trip miles ($67).
• Fuel Surcharge: A $250 surcharge per event will be assessed to the business or organization if the national average price of diesel fuel is above $4.00 per gallon during the month of your event (information will be based on gasprices.aaa.com). This surcharge will be assessed and billed to the business or organization after the event.
4. Build Area
a. A flat, paved (concrete or asphalt) area large enough for the workspace and for the participants of the event.
To build only: per house 4,000-5,000 square feet of build space is needed. (roughly the size of 50-60 parking spaces) To build and stand the house: above amount plus standing area of approximately 1,500 square feet level surface (may be grass).
b. There must be an electrical source within one hundred feet of the build area that is sufficient for running at least four saws simultaneously.
5. Sound Equipment
The business or organization is responsible for sound equipment. Normal sound equipment needs are: two microphones/cords, one amp, one small sound board. If the business or organization cannot supply, please notify Help Build Hope in advance.
III. Other Key Points
1. Rescheduling
If there is a need to reschedule the event due to poor weather, all expenses that are incurred remain the responsibility of the business or organization. Help Build Hope may be unable to refund all or part of prepayments because of expenses associated with planning and travel. Help Build Hope wants to emphasize that rescheduling is rare. However, if weather prohibits the completion of the project, some costs are unavoidable and are non-refundable.
These costs may include:
a. Round trip transportation of Help Build Hope staff and equipment, for both the initially scheduled date and the date rescheduled due to postponement.
b. All shipping charges that may be non-refundable, fuel expenses, lost deposits, or tied to a rate-per-mile charge when using non-donated shipping.
c. Storage or transfer of materials until rescheduling is possible.
2. Cancellation
Should the business or organization cancel the event, Help Build Hope will not refund the $1,000 non-refundable, non-transferable Security Deposit made via debit/credit card at the time of registering for the event.
3. Personal Injury and Property Damage
Each party agrees to indemnify, defend and hold harmless the other and its officers, directors, employees, Affiliates and Representatives (collectively, the “Indemnified Parties”) from any and all Losses arising from or in connection with the damage, loss (including theft) or destruction of any real property or tangible personal property of the indemnified party or personal injury resulting from the actions or inactions of any employee or Representative of the indemnifying party insofar as such damage arises out of or in the course of fulfilling its obligations under this Agreement and to the extent such damage is due to any negligence, breach of statutory duty, omission or default of the indemnifying party, its employees or Representatives.
