About
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 finishing organization. If the business or organization has a specific preference for the recipient of the structure(s), please discuss that with our staff as soon as possible 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 staff oversee and organize the event.
3. Teaching
Help Build Hope will provide instructions for this event.
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 offer easy-to-understand plans to every group that serves during this event and organize other details regarding the construction and transportation of the project. We will supply the materials list to you at least two weeks before 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 not to stand the house at every event if weather conditions (i.e., high winds or other inclement weather conditions) make it unsafe to proceed with this event phase 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 make Help Build Hope aware at the time of registration of your event.
II. Church, Business, or Organization Responsibilities:
1. Advertising/volunteer recruitment and registration for the event
The business or organization's responsibility is 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. Volunteer recruitment is critical for the success of the event. (**These volunteer needs are based on a one-house build event.**)
A. Cut session Volunteers: Twenty-five to Thirty (25-30) 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. We will need 4-6 individuals who are comfortable operating power saw /measuring and cutting accurate measurements within 1/16".
B. Build Day Crew Leaders: There will need to be a set of crew leaders on build day that have framing experience and/or have training 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 21 should be a crew leader.
C. Loading Volunteers: There will need to be a group of volunteers (15-20) 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 volunteer varies on the number of homes... 1 house – approximately 45 minutes, 2 houses - approximately 1 hour 15 minutes, 3 houses - approximately 2 hours, 4 houses approximately 2 hours 30 minutes.
D. Build Day Volunteers: The business or organization is responsible for recruiting volunteers to assemble the walls. The ideal ratio of volunteers is 75- 100 volunteers per house. Using this ratio will result in a project duration of 3-5 hours.
2. Security Deposit & Payment of Expenses
To secure your event, we will require a $1,000 non-refundable Security Deposit at the time of registration. You can pay the deposit 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. These payments will enable Help Build Hope to reserve shipping and secure the necessary materials and equipment without causing financial strife on Help Build Hope and complete the event successfully.
3. Costs
The business or organization is responsible for the costs associated with this project. Below is an estimated cost list:
• Food preparations and expenses are the responsibility of the hosting business or organization and are NOT included.
• The cost of materials is the responsibility of the business or organization. Help Build Hope will furnish a complete list of materials to complete the project. We highly encourage you to find local relationships and sources for the best price.
• Below we have given an estimate of the lumber costs. Those costs vary significantly due to the region of the country and current economic factors. The pandemic and natural disasters contribute to this fluctuation and are beyond our control. Below we have given a "good faith" estimate of the range that current lumber prices could be.
• Please note that the cost below does not reflect additional travel fees for businesses or organizations outside a 250-mile radius of Louisville, KY.
#of Homes CrossRoads Fee* Lumber Cost* Roof Fund Total Estimated Cost
1 $4,500 $4,000 - $6,000 $1,000 $9,500-$11,500 2 $5,500 $8,000 - $12,000 $2,000 $15,500 – $19,500
3 $6,500 $12,000 - $18,000 $3,000 $21,500 -$27,500
NOTES:
· To build more than 3 homes, please contact the Help Build Hope office at 502-713-4859 or Andy Cole for pricing
· *Material Costs vary by region, availability, and discount.
· **Event Expenses include:
o Individual wall blueprints, plan development, wall transportation and storage, staff travel, project oversight, tools, and equipment.
· ***A Fuel Surcharge 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 www.fuelguagereport.aaa.com). After the event, this surcharge will be assessed and billed to the business or organization.
The roof package cost for the home is funded by the business or organization but is not built by
the business or organization. The roof is purchased when the home is on-site by the receiving
organization. This dollar amount of $1,000 per house should be made out to the organization
responsible for taking the home to completion with a note in the memo "for (date of event) Help
Build Hope roof payment". The funds for the roof should be mailed directly to the receiving
organization.
4. Help Build Hope Staff/Volunteer Boarding
The business or organization is responsible for securing and paying for necessary hotel rooms for Help Build Hope Staff and Volunteers. Help Build Hope Staff ask that the hotel accommodations be at The Hampton Inn or the equivalent.
5. Build Area
a. The Build Area should be a flat, paved, or asphalt area large enough for workspace for the event participants. The space needed per house is roughly 4,000-5,000 square feet of build space, generally equal to 50-60 parking spaces. To stand the house, we would need the above amount plus a standing area of approximately 1,500 square feet of level surface (maybe a grassed).
b. An electrical source within one hundred feet of the build area must be sufficient for running at least four saws simultaneously.
6. Sound Equipment
The business or organization is responsible for sound equipment. Routine sound equipment needs are; two microphones/cords, one amp, and one small soundboard. If the business or organization cannot supply, please notify Help Build Hope in advance.
7. Assistance Loading Walls
The business or organization is responsible for arranging fifteen to twenty (15-20) volunteers (per house) to assist Help Build Hope staff in loading walls.
III. Other Key Points
1. Rescheduling
If there is a need to reschedule the event due to poor weather, all expenses incurred remain the responsibility of the business or organization. Help Build Hope may be unable to refund all or part of the prepayments because of the costs 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 cannot be refunded.
These costs may include:
i. The round-trip transportation of Help Build Hope staff and equipment for the initially scheduled date and rescheduled date due to postponement.
ii. 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.
iii. 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-Transferrable Security Deposit made via debit/credit card when registering for the event.
3. Personal Injury and Property Damage
Each party agrees to indemnify, defend and hold harmless the other. 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.
