Volunteer Program Handbook

Use OSSO funds thoughtfully, avoid waste, and make decisions that support the whole volunteer house.

DOVEs are responsible for helping the volunteer house function in an organized and responsible way. Grocery shopping and household spending should be guided by stewardship, not convenience or impulse.

Before making purchases, DOVEs should ask:

• Is this necessary for the household?

• Does this support the volunteers as a group?

• Is this within the budget?

• Do we already have something that can be used?

• Will this item be fully used, or is it likely to be wasted?

• Can this purchase be clearly explained if asked?

Wise spending does not mean the house should feel bare or uncared for. Volunteers should have enough food, basic supplies should be available, and the home should feel welcoming. However, DOVEs should avoid patterns of overspending, unnecessary convenience purchases, and buying items that mainly serve individual preferences.

A well-run house should feel simple, clean, organized, and sufficient.

Good grocery shopping starts before entering the store.

DOVEs should avoid shopping without a plan. Going to the store to “see what looks good” often leads to overspending, duplicate purchases, and food waste.

Before each grocery trip, DOVEs should review:

• How many volunteers are currently in the house

• How many volunteers are arriving or leaving that week

• Which meals need to be prepared

• Which meals are already covered by prepared lunches or other plans

• What food is already in the pantry, refrigerator, and freezer

• What leftovers need to be used

• What produce or bread may spoil soon

• Any approved dietary needs

• The current grocery budget

DOVEs should make a basic meal plan and shopping list before going to the store. The grocery list should come from the meal plan, not from impulse or volunteer requests.

A simple planning rhythm is:

• Check the kitchen.

• Count the volunteers.

• Review the week’s schedule.

• Plan meals.

• Make a list.

• Shop according to the list.

• Save and upload receipts.

Use what is already on hand

Before buying more food, DOVEs should “shop the kitchen.” This means checking what is already available and planning meals around those items first.

Check:

• Pantry shelves

• Refrigerator

• Freezer

• Fruit basket

• Bread area

• Cleaning supplies

• Paper goods

• Household basics

This prevents buying duplicates while existing food goes unused. For example, if there are already carrots, rice, onions, and cooked chicken in the house, those items should be worked into the meal plan before buying more.

DOVEs should pay special attention to food that needs to be used soon, including:

• Opened containers

• Leftovers

• Ripe fruit

• Older bread

• Cooked rice or pasta

• Vegetables starting to soften

• Meat or dairy close to expiration

A “Use First” area in the refrigerator can help volunteers and DOVEs know what should be eaten before opening or cooking something new.

A strong household kitchen is built on flexible staple foods that can be used in many meals.

DOVEs should prioritize basic staple foods before buying extras, treats, or specialty items. Staples help the house stay prepared, reduce last-minute shopping trips, and make it easier to cook affordable meals for a group.

A well-stocked kitchen does not need to have every possible food item. It should have flexible ingredients that can be used in several different ways.

Helpful pantry staples may include:

• Rice
• Pasta
• Oats
• Flour
• Sugar
• Beans
• Lentils
• Cooking oil
• Salt
• Basic spices
• Canned tomatoes or tomato sauce
• Broth cubes
• Tortillas or bread

Helpful refrigerator staples may include:

• Eggs
• Milk
• Yogurt
• Cheese, when appropriate for the budget
• Fresh vegetables
• Fruit
• Leftovers stored properly

Helpful freezer staples may include:

• Meat purchased on sale
• Cooked beans
• Bread
• Soup
• Chopped vegetables
• Cooked shredded chicken
• Leftover sauces

When staples are stocked and organized, DOVEs can create meals quickly without relying on expensive convenience foods.

A helpful principle is:

Buy the foods that can become many meals before buying foods that only serve one purpose.

Convenience packaging is usually expensive and creates more waste.

DOVEs should generally avoid buying individually packaged foods unless there is a specific reason. These items often cost more, disappear quickly, and create unnecessary trash.

Avoid regularly buying:

• Individual chip bags
• Individual yogurts
• Snack packs
• Juice boxes
• Single-serving cereal boxes
• Individually wrapped cookies or crackers
• Bottled drinks when larger containers or pitchers would work
• Individually packaged desserts
• Single-serving convenience foods

Instead, DOVEs should buy larger containers or bulk packages when practical, then use reusable containers, bins, or serving bowls.

Examples:

• Buy one large container of yogurt instead of individual cups.
• Buy a large bag of crackers instead of snack packs.
• Buy bulk rice, oats, beans, or pasta instead of small packages.
• Use pitchers instead of individual drinks when possible.
• Portion snacks into reusable containers instead of buying pre-portioned packages.

This does not mean DOVEs can never buy individually packaged items. There may be times when they are useful for travel, excursions, illness, or special circumstances.

However, they should not become the normal way the house is stocked.

A helpful principle is:

OSSO funds should buy food, not unnecessary packaging.

Bulk buying saves money only when the food is stored well and actually used.

Buying in bulk can be a wise strategy, but only for items the house uses regularly. DOVEs should not buy large amounts of food simply because it appears cheaper.

Good bulk items may include:

• Rice
• Beans
• Oats
• Flour
• Sugar
• Pasta
• Cooking oil
• Toilet paper
• Laundry detergent
• Dish soap
• Cleaning supplies
• Meat that can be frozen

DOVEs should be careful when buying bulk amounts of:

• Fresh produce
• Bread
• Dairy
• New foods volunteers may not eat
• Specialty ingredients
• Snacks that may be eaten too quickly simply because they are available

Bulk buying only saves money if the items are used before they spoil, go stale, or get wasted.

Bulk foods should be stored in clean, sealed containers when possible. Containers should be labeled clearly. This helps prevent spills, bugs, stale food, and confusion.

Labels may include:

• Item name
• Date opened
• Date cooked, if applicable
• “Use First,” if needed

DOVEs should also avoid opening multiple packages of the same item at the same time. If there is already an open bag, box, or container, volunteers should finish that one before opening another.

A helpful principle is:

Buying in bulk is wise only when storage, organization, and follow-through are also in place.

Leftovers should be treated as ingredients for future meals, not as scraps.

DOVEs should plan for leftovers and use them intentionally. Leftovers reduce waste, stretch the budget, and make future meals easier.

Examples:

• Leftover rice can become fried rice, rice bowls, soup, or rice pudding.
• Leftover chicken can become soup, tacos, wraps, pasta, or salad.
• Leftover vegetables can be added to eggs, soup, pasta, stir-fry, or fried rice.
• Leftover beans can become burritos, soup, dip, or rice bowls.
• Stale bread can become French toast, croutons, bread crumbs, or breakfast casserole.
• Overripe bananas can be used in pancakes, smoothies, banana bread, or oatmeal.
• Leftover potatoes can become breakfast hash, potato soup, mashed potatoes, or baked potato toppings.

DOVEs may choose to schedule a regular “use what we have” meal. This can be:

• Leftover buffet
• Soup night
• Fried rice night
• Baked potato bar
• Taco night
• Breakfast-for-dinner
• Rice bowl night
• Pasta with leftover vegetables

Using leftovers should be presented positively. It is not a punishment or a sign of scarcity. It is responsible household management.

DOVEs should store leftovers clearly and safely. Whenever possible, containers should be labeled with the food name and date.

A helpful principle is:

Leftovers are not waste. They are the beginning of another meal.

DOVEs do not need to create complicated meals. They need reliable meals that feed the group well.

The best meals for a volunteer house are usually simple, filling, affordable, and easy to repeat. DOVEs should avoid overcomplicated recipes that require specialty ingredients, extra tools, or excessive preparation time.

Good large-group meal options include:

• Pasta
• Soup and bread
• Rice bowls
• Beans and rice
• Lentils and rice
• Tacos or wraps
• Baked potato bar
• Fried rice
• Stir-fry
• Breakfast-for-dinner
• Chicken and rice
• Casseroles
• Curry and rice
• Sandwich bar

A helpful meal formula is:

Staple + protein + vegetable + flavor

Examples:

• Rice + eggs + vegetables + sauce
• Pasta + meat or beans + vegetables + tomato sauce
• Potatoes + beans + cheese + salsa
• Tortillas + chicken + cabbage + sauce
• Lentils + carrots + onions + spices
• Bread + eggs + fruit + yogurt
• Soup + vegetables + beans or meat + bread

DOVEs should focus on meals that are realistic, affordable, and manageable. A simple meal that can be repeated is often better than an ambitious meal that creates stress, high costs, or food waste.

A helpful principle is:

Good household cooking is not about being fancy. It is about feeding people well with wisdom and consistency.

Use costly ingredients carefully so they serve more people.

Some foods, especially meat and specialty items, can quickly increase grocery costs. DOVEs should learn how to stretch more expensive ingredients by combining them with affordable staples.

Meat can go further when used in:

• Soup
• Rice bowls
• Stir-fry
• Pasta
• Tacos
• Fried rice
• Casseroles
• Potato hash
• Stew
• Curry

Instead of serving large portions of meat as the center of every meal, DOVEs can combine smaller amounts with:

• Rice
• Beans
• Lentils
• Potatoes
• Pasta
• Vegetables
• Eggs
• Tortillas
• Bread

Budget-friendly foods that help anchor meals include:

• Beans
• Lentils
• Rice
• Potatoes
• Eggs
• Oats
• Pasta
• Local vegetables
• Local bread

This does not mean volunteers should never have meat or more expensive foods. It means DOVEs should use those foods thoughtfully so the budget can support the whole week, not just one meal.

A helpful principle is:

Expensive ingredients should support the meal, not take over the budget.

Snacks and treats should be planned, not unlimited.

Snacks can quickly become one of the most expensive and least controlled parts of the grocery budget. DOVEs should make sure volunteers have reasonable food available, but they should avoid constantly stocking expensive snacks or treats.

Good shared snack options may include:

• Fruit
• Popcorn
• Bread with peanut butter or jam
• Crackers from bulk packages
• Boiled eggs
• Yogurt portioned from a large container
• Carrot sticks
• Tortillas with cheese
• Simple homemade baked goods
• Leftovers

DOVEs should avoid making these regular purchases:

• Individual snack packs
• Soda
• Expensive cereal
• Imported snacks
• Protein bars
• Specialty drinks
• Packaged desserts
• Pre-cut fruit
• Convenience foods

Treats are appropriate occasionally, such as for:

• Sunday dinner
• Birthdays
• Movie nights
• Holidays
• A difficult week
• A special volunteer gathering

However, treats should not become an everyday expectation. If volunteers want specific snacks, drinks, or comfort foods, they may need to purchase those personally.

A helpful principle is:

Treats are occasional. Staples are consistent.

DOVEs can be kind without buying every requested item.

Volunteers may ask for specific foods, brands, snacks, drinks, or comfort items from home. DOVEs should listen kindly, but they should not treat every preference as a required household purchase.

OSSO provides basic shared food for the household. The grocery budget is intended to support reasonable meals, staple foods, and basic household needs. It is not intended to recreate every volunteer’s personal food preferences.

DOVEs may say:

“Thanks for the suggestion. We are focusing the grocery budget on shared basics and meals. If there is a personal snack or specialty item you would like, you are welcome to purchase it for yourself.”

Or:

“We can consider that, but we need to use what we already have first.”

Or:

“That item is more of a personal preference, so it would need to be purchased personally rather than with the household grocery budget.”

DOVEs should be especially careful with:

• Expensive specialty foods
• Imported snacks
• Individual drinks
• Personal comfort items
• Brand-specific requests
• Items only one volunteer wants
• Snack requests that would quickly drain the shared budget
• Requests that create an expectation of unlimited options

DOVEs should not feel pressured to say yes just because a volunteer asks. Kindness does not require unlimited spending. DOVEs can care about volunteers while still protecting the household budget.

A helpful principle is:

The grocery budget is for the household, not for every individual preference.

Approved medical and dietary needs should be respected and planned for before grocery shopping.

DOVEs will be informed of known volunteer medical or dietary needs that affect household food planning. These needs should be treated differently from ordinary food preferences.

Medical or dietary needs may include allergies, intolerances, or other approved food-related accommodations. When these needs are communicated to the DOVEs, they should be included in meal planning and grocery decisions.

DOVEs should:

• Review known medical or dietary needs before shopping.
• Plan meals that allow affected volunteers to eat safely and appropriately.
• Avoid cross-contamination when relevant.
• Clearly label food when needed.
• Set aside specific items if they are purchased for a particular dietary need.
• Communicate with OSSO leadership if an accommodation is difficult to manage within the normal grocery system.
• Avoid treating approved dietary needs as optional preferences.

DOVEs should also be careful not to overcorrect. A dietary need should be accommodated appropriately, but it does not mean the entire household grocery system must be built around one volunteer unless that has been specifically directed.

For example, if one volunteer has a gluten intolerance, DOVEs may need to provide safe meal options or certain approved staple items for that volunteer. However, this does not automatically mean the house should replace all regular bread, pasta, snacks, and flour products with specialty gluten-free versions for everyone.

DOVEs should distinguish between:

• Medical or dietary needs that have been communicated by OSSO
• Reasonable accommodations needed for safety or health
• Personal food preferences
• Specialty items a volunteer simply prefers

If a volunteer requests something that was not included in the information given to the DOVEs before arrival, DOVEs should not make assumptions or promise accommodations on their own. They should communicate with OSSO leadership for clarification.

A helpful principle is:

Dietary needs should be respected, planned for, and handled clearly. Personal preferences should not be treated as required accommodations.

A disorganized kitchen leads to spoiled food, duplicate purchases, and overspending.

Good organization helps the house use food wisely. DOVEs should keep the kitchen arranged so volunteers can see what is available and know what should be used first.

Helpful kitchen organization categories include:

• Breakfast foods
• Rice, pasta, and grains
• Beans and canned goods
• Baking supplies
• Snacks
• Spices
• Meal ingredients
• Personal food
• Cleaning supplies
• Use-first items

DOVEs should use labels when helpful, such as:

• Use First
• For Sunday Dinner
• Do Not Open Yet
• Volunteer Snacks
• Personal Food
• Meal Prep
• Leftovers

DOVEs should also remind volunteers to finish opened food before opening new packages. Multiple open bags, boxes, or containers often lead to waste.

A weekly fridge reset is recommended. During this reset, DOVEs should:

• Move older food forward
• Throw away spoiled food
• Check leftovers
• Combine duplicate items if appropriate
• Wipe shelves if needed
• Plan a meal around food that needs to be used soon

A helpful principle is:

A clean and organized kitchen protects the budget.

Wise spending applies to cleaning supplies and household goods too.

DOVEs should manage household supplies carefully. Cleaning products, paper goods, laundry detergent, and disposable items can quietly become expensive if they are not monitored.

DOVEs should:

• Buy larger refill containers when practical.
• Avoid opening multiple bottles of the same product.
• Use multipurpose cleaners when appropriate.
• Track what is low before shopping.
• Store supplies in a consistent place.
• Teach volunteers to use reasonable amounts of soap, detergent, and paper goods.
• Avoid unnecessary disposable items.

DOVEs should be cautious with regular kitchen use of:

• Paper plates
• Plastic cups
• Disposable utensils
• Paper towels
• Plastic bags
• Single-use containers

Reusable options should be used when practical. Disposable items may be appropriate for certain events or situations, but they should not become the default.

A helpful principle is:

Household supplies should be used carefully, not casually.

Frequent last-minute purchases usually point to a planning problem.

Small emergency purchases can quietly drain the budget. DOVEs should avoid frequent last-minute trips for forgotten items, snacks, drinks, or convenience foods.

Common causes of emergency spending include:

• No meal plan
• Not checking the kitchen before shopping
• Running out of staples
• Volunteers opening planned ingredients
• Poor communication between DOVEs
• Shopping for last week’s volunteer count instead of this week’s
• Not planning around arrivals, departures, or excursions

DOVEs should keep a few simple emergency meals available, such as:

• Pasta with tomato sauce
• Rice and eggs
• Bean soup
• Lentils and rice
• Fried rice
• Quesadillas
• Omelets
• Potato hash
• Soup from leftovers
• Oatmeal with fruit

A prepared pantry prevents stress from turning into spending.

A helpful principle is:

A good pantry keeps emergencies from becoming expensive.

Food planning should match the actual number of volunteers in the house.

Volunteer numbers change frequently. DOVEs should adjust grocery shopping and meal planning based on who is actually in the house that week.

Before shopping, ask:

• Who is arriving this week?
• Who is leaving this week?
• Are any volunteers gone on excursions?
• Are any meals already covered?
• Will the house need a welcome meal or simple arrival food?
• Should we buy less fresh food because people are leaving?
• Should we stock extra staples because people are arriving?

DOVEs should avoid overbuying fresh food right before volunteers leave. They should also avoid panic-buying for new arrivals.

New volunteers need a clean, welcoming house and basic food available. The house does not need to be stocked with every possible food item.

A helpful principle is:

Shop for the volunteers who are actually in the house this week, not for last week’s group or next month’s group.

Every purchase must be documented clearly and uploaded promptly.

DOVEs are responsible for handling OSSO funds carefully and making sure each purchase has proper documentation. This does not mean DOVEs need to keep paper receipts forever. It means receipts must be uploaded to the correct place before they are thrown away.

Receipts should be uploaded promptly to the appropriate location, such as the bill, the cash expense sheet, or the site’s assigned tracking system.

DOVEs should:

• Upload receipts promptly after each purchase.
• Make sure the receipt image is clear and readable.
• Confirm the full receipt is visible before throwing it away.
• Upload receipts to the correct bill, cash expense sheet, or assigned tracking location.
• Write notes on unclear purchases when needed.
• Avoid mixing personal and OSSO purchases when possible.
• Separate personal items from OSSO household items.
• Report missing receipts quickly.
• Ask for approval before unusual or large purchases.

Once a receipt has been uploaded clearly and completely, DOVEs do not need to keep the paper copy. They may throw it away after confirming that the upload was successful.

Receipts are part of responsible stewardship. They help OSSO track spending, maintain accountability, and prepare accurate financial records.

DOVEs should not wait until the end of the month to upload receipts. Receipts should be handled regularly so purchases are not forgotten, misplaced, or entered incorrectly.

A helpful principle is:

If the receipt is not uploaded, the purchase is not fully documented.

DOVEs should ask before making unusual, expensive, or unclear grocery or household purchases.

DOVEs are expected to manage regular grocery and household spending within the approved site budget. Normal grocery purchases do not need special approval as long as they are reasonable, within budget, and properly documented.

However, some purchases should be approved before they are made. The correct approval process depends on the type of purchase.

Grocery, food, and event-related approval

DOVEs should contact their Operations Coordinator before making grocery or food-related purchases that are outside the normal weekly shopping routine.

Approval is usually needed for:

• Special event meals above normal spending
• Large bulk purchases outside the usual grocery pattern
• Unusual volunteer food requests that would affect the budget
• Specialty food items not already included in the normal grocery plan
• Extra food purchases for gatherings, celebrations, or special activities
• Purchases that would cause the site to go over the approved grocery budget
• Items that feel unclear or outside normal grocery expectations

These requests should be discussed before spending whenever possible. This helps the Operations Coordinator review the need, consider the budget, and give clear direction.

Kitchen, appliance, repair, or maintenance-related requests

If something in the kitchen or house breaks, stops working, needs replacement, or requires repair, DOVEs should follow the maintenance and repair request process.

These items should not be purchased casually as part of a grocery trip. They should be entered into the maintenance and repair system so the request can be reviewed and approved through the correct process.

This may include needs related to:

• Broken kitchen appliances
• Damaged kitchen tools or equipment
• Repairs needed in the kitchen or house
• Replacement items connected to household maintenance
• Items that are more permanent house supplies rather than regular grocery or cleaning supplies

DOVEs should not use the grocery budget to solve maintenance problems unless they have been specifically instructed to do so.

When in doubt

If DOVEs are unsure whether something belongs in the grocery budget, the maintenance process, or another approval channel, they should pause and ask before spending.

Asking first protects the DOVEs, the site budget, and OSSO’s financial accountability.

A helpful principle is:

If the purchase is unusual, expensive, unclear, or outside the normal grocery routine, ask before buying it.

Volunteers also play a role in preventing waste and protecting the budget.

DOVEs should help volunteers understand basic shared-house expectations. The goal is not to control every action, but to create a respectful and responsible household culture.

Volunteers should be reminded to:

• Finish opened food before opening new food.
• Ask before using ingredients planned for meals.
• Label personal food.
• Put food away correctly.
• Avoid wasting leftovers.
• Tell DOVEs when something is almost gone.
• Clean up after cooking.
• Use reasonable amounts of cleaning products and paper goods.
• Respect the shared grocery budget.

DOVEs can communicate these expectations kindly and directly. Volunteers are more likely to cooperate when they understand the reason behind the rule.

Example:

“Please finish the open cereal before opening a new box so food does not go stale and get wasted.”

Or:

“That chicken is planned for Sunday dinner, so please leave it for that meal.”

A helpful principle is:

Shared housing works best when everyone helps protect the system.

A house can feel warm and welcoming without overspending.

DOVEs help create the feeling of the volunteer home. Hospitality matters, but it does not need to be expensive.

Budget-friendly ways to create warmth include:

• A simple Sunday dinner
• Soup after a long or difficult day
• Fresh fruit available on the counter
• Popcorn for a movie night
• A simple birthday dessert
• Tea or hot chocolate occasionally
• Breakfast-for-dinner
• A clean kitchen and dining space
• Inviting volunteers to help cook
• Using local foods as part of the cultural experience

Hospitality is not the same as indulgence. Volunteers can feel loved and cared for through consistency, warmth, cleanliness, and thoughtful meals.

DOVEs should be careful not to use treats, specialty foods, or frequent purchases as the main way they show care. The house can feel welcoming because it is organized, peaceful, and thoughtfully managed.

A helpful principle is:

Warmth does not require waste.

A short weekly review helps DOVEs notice problems before they grow.

DOVEs should regularly reflect on household spending and food use. This does not need to be complicated. A short weekly review can help prevent overspending and waste.

Questions to review:

• How much did we spend this week?
• Are we on track with the monthly budget?
• What food was wasted?
• What did we overbuy?
• What did we run out of?
• What meals worked well?
• What meals were too expensive or too complicated?
• Were there any unusual expenses?
• Are receipts uploaded?
• Do we need to adjust next week’s shopping plan?

DOVEs should communicate early if they are struggling to stay within the budget. It is better to ask for help early than to continue patterns that are not working.

A helpful principle is:

Budget problems are easier to fix when they are noticed early.