Mulch Delivery Orientation
Thank you for volunteering
Mulch delivery would not be successful
without all of our wonderful volunteers!
Mulch Points of Contacts
Position
Name
Cell Phone #
Mulch Chairperson
Melissa Coughlin
703-470-8072
Co-Chairs
Sandy Donlon
Donna Rogers
571-228-5258
703-853-6236
Yard Master
Michael Munsterman 703-434-2705
Dispatcher / Routes
Christine Smith
571-471-2667
Volunteer Coordinator
Donna Rogers
703-853-6236
Food Coordinators
Kellie Wakefield
Christina Nelson
571-243-2995
571-643-9630
Orders
Michelle Woods
703-888-7299
Mulch Sale Status
 Over 400+ customer orders
 Placed order for 14,175 bags (315 pallets)
 Possibly order 150-200 bags more (we’ll see!)
 Approximately 700 bags for Same-Day Sales
 Saturday, 4/11, 8am-5pm (or while supplies last)
 Sunday, 4/12, 8am-?? (if there is any mulch left)
 100+ estimated loads required for delivery
 9 trucks for delivery
 Eight (8) 26’ trucks (each truck carries 3 pallets)
 1 flatbed truck (carries 4 pallets)
General Instructions
 Refer ANY PROBLEMS to Mulch Chair, Co-chairs, or
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Dispatcher/Routes person
Check-in and Check-out at the Volunteer Table
Volunteer Coordinator will assemble the delivery teams
Yard Workers will control traffic flow/clean & load trucks
Dispatcher(s) will distribute route to drivers/navigators
In the cleaning area—Delivery trucks, Drivers, and Yard
personnel only
In the Yard—Delivery trucks and Yard personnel only
Bathrooms (porta-potties) are located just inside the
football stadium
Shifts
for all volunteers
Day
Session time
Friday
4:30pm – 8:30pm
Saturday
7:30am – 12:30pm
12:30pm – 5:30pm
Sunday (if needed)
7:30am – 12:30pm
Mulch Delivery Schedule
Friday, April 10
Saturday, April 11
Pick up trucks
from Penske
7:00-7:30am
Volunteers arrive
7:30am-5:30pm
Deliver/Sell mulch
12:00pm
Forklift delivery
5:00-6:00pm
Clean up / Load trucks
2:05pm
School dismissal
11:00pm
Security
3:00pm
Mulch arrives
10:30am
Sunday, April 12
4:00-4:30pm Volunteers arrive
7:30am
Volunteers arrive
7:30-9:00pm Reload trucks
8:00am-12:30pm
Deliver/Sell mulch
11:00pm
12:00pm-1:00pm
Clean trucks
1:00pm-2:00pm
Return trucks to Penske
4:30pm
Deliveries begin
Security
Volunteers
 Volunteer Check-in/out – checks in volunteers, directs
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volunteers to appropriate locations, distributes volunteer hours
sheet to students at completion
Same Day Sales – responsible for selling mulch throughout the
day on Saturday (and possibly Sunday); delivery fees apply
Food – organizes and manages food for volunteers
Dispatcher – manages and distributes the routes to the
Navigators and Drivers
Delivery Teams:
 9 delivery teams – Driver, Navigator, 3-6 un-loaders with
transportation (Student Chase Teams)
 Yard Workers – works in yard to load trucks and in clean up
area to clean out trucks
Delivery Teams Guidance
 The Driver/Navigator are the leaders
 Stay with your assigned team (1 – 9)
 Student un-loaders travel in support vehicles behind
trucks (as chase cars)
 No one rides in the back of delivery trucks!
 Bring cell phones
 Follow the rules of the road
Driver/Navigator Instructions
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Assigned adult is to drive truck. NO STUDENTS.
Driver needs to stay with truck while it is being emptied.
Report to Dispatcher after truck has been emptied.
Hand the Load Sheets to Yard Master.
Trucks are loaded without drivers in the cab.
DO NOT SELL MULCH FROM TRUCK.
Do not back trucks into slanted driveways.
Trucks drive differently when loaded…leave plenty of stopping
distance. (added weight: 3 tons of mulch)
 When backing up, put window down and have the navigator
visible in your mirror(s)
 Always move the truck with the door down
Driver/Navigator Instructions
 Supplies/Items in each truck:
 Box cutter (to cut shrink wrap around pallets)
 Packing tape (to repair torn mulch bags)
 Clipboard with red pen attached
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Driver/Navigator Guidelines (yellow, laminated)
Load sheet with delivery route attached
Incident Report forms (new this year!)
 Flyers for the TDC’s Mulch Spreading services. If possible, leave
a flyer with each customer (in person or in their front door)
 It is a good idea to ring the doorbell to let the customer know
you are there. They do not need to be home for delivery.
Additional guidelines
 Some customers leave bag delivery instructions. Deliver
only to the driveway area. Refer customer to mulch
spreading services by the TDC (give them a flyer).
 Upon arrival, be sure you verify the address of the mulch
delivery
 Try not to take sharp or fast turns…pallets tend to shift in
the trucks
 Please………no speed demonry!!
 Take your time! Incidents, such as broken mailboxes and
busted sprinkler heads, can take days or weeks to resolve.
 If you have an incident, please call the Mulch Chair and
also fill out an incident form for our records. Gather all
pertinent information.
So….what’s the #1 thing to keep
in mind during this weekend?
Safety First
Same Day Sales (SDSs)
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We take credit cards this year!!! 
Instructions for using Square will be at the SDSs table
Cash box with cash will be available
Delivery Rules: (also posted on ordering site)
 10+ bags: $10 flat fee
 1 – 9 bags: Customer transports
 Please have customer (legibly) fill out an order form
 Indicate payment method
 For credit card, place last 4 digits of credit card number in the
space indicated on the form (for tracking purposes)
 For checks, indicate check number on the form
 Keep careful track of number of bags remaining so that we do
not oversell!
Dispatcher
Food
(in ticket
booth)
FLOW PATH FOR
RENTAL TRUCKS
Football Field
Flow Path
Loading Zones
Mulch
Mulch Free Area
Empty Flatbed trailer
Cleaning
Area
(for empty pallets)
Yard Area
Same Day Sales
Union Mill Road
Reference Times
 Total turn around time per truck is about 2 hours
 Load time + delivery + break time
 Average Load Time per truck is about 20 minutes
 Trucks are out for delivery for about 1½ hours
 3 pallets per truck per load
 4 pallets for the flatbed truck
Supplies
Please bring:
Provided:
• Gloves
• Trash bags
• Proper attire
• Packing tape
• Hat
• Food
• Sunscreen
• Beverages
• Cell phone
• Box Cutters
• Extension cords
Summary
 Thanks for volunteering!
 Be on time!!
 Check in and out with the Volunteer Coordinator
 Pay attention to your team leader (i.e. Driver)
 Keep cars out of the Yard and Cleaning areas
 Be careful around trucks and forklifts
 Be SAFE and have fun