1. WELCOME

2. DAY OF CARING CONTACT INFORMATION
UWWC Day of Caring Staff: Allison K. Dillow Director of Marketing & Engagement United Way of Washington County, MD 83 West Washington Street, Suite 101 Hagerstown, MD Phone: x Day of Caring Hotline:

3. FOOD AND FUN
Rise AND Shine Continental Breakfast September 20, 2018 Doors Open at 7:00 a.m. Hagerstown Community College, ARCC All are invited, but please RSVP by September 13th at noon: Be sure to wear your United Way shirt!

4. What can you do to help make the event a success?
DAY OF CARING / CAMPAIGN KICKOFF
What can you do to help make the event a success?
Engage your teams and keep them informed
Encourage attendance at the breakfast
Create signs or banners and bring noise makers to show your team spirit!
Take pictures and share with our committee, social media tag with #DayofCaring2018 and #liveunited
HAVE FUN!!!!

5. LUNCH
Chick-Fil-A will be providing sandwiches to be coupled with a snack, a dessert item and bottled water.
We recommend that Team Leaders have coolers on hand to store food and drinks.

6. DAY OF CARING T-SHIRTS
On this Day of Caring, 969 VOLUNTEERS will assist 36 Nonprofits and 31 Homeowners.
Sponsorship funds will permit our VOLUNTEERS to complete 83 projects.
We encourage all VOLUNTEERS to wear a Day of Caring T-shirt on this Day of Caring Celebration!

7. DAY OF CARING POLICIES AND PROCEDURES
Purpose:
Assistance with project planning
Rain or Shine
Provide project related safety guidelines
Height – No work on ladders higher than 24’
Heavy equipment/machinery handled by qualified and trained operators only – NOT Volunteers
Day of Caring Timeline
Contact Information

8. Site visits must be completed between September 7 and September 15.
PROJECT SITE VISIT
Call or your project contact.
Discuss tasks that need to be completed to make sure that you understand the scope of the project.
Schedule a Project Site Visit.
Visit the job site to determine further details and supplies needed.
Site visits must be completed between
September 7 and September 15.
Important:
If you are unable to do this, please contact United Way as soon as possible so a representative can be assigned to get these details before September 15.

9. BUDGET SUBMISSION REQUIRED
Prior to submitting:
a request for GIFT CARDS to purchase needed supplies or
a request for a reimbursement of monies spent on supplies
Team Leaders MUST submit a PROJECT BUDGET. By doing so, you will be helping United Way to better plan the entire Day of Caring Budget and ensure that monies are distributed fairly to all projects.
PROJECT BUDGET Pre-approvals
Budgets Due September 15!

10. GIFT CARD OR CASH REIMBURSEMENT
2017 DAY OF CARING
EXPENSE REQUEST FORM
*Please submit request between September
Name: ______________________________________
Team:
______________________________________
I am requesting a gift card in the amount
of $________________
_____
PLEASE NOTE:
The used gift card must be returned to the United Way office together
with the receipt from the purchase(s).
*Please submit request between September 16 – 21.
(Receipts and request for reimbursement
must be submitted no later than October 16. I
will be purchasing supplies for which I will request reimbursement. The estimated cost of
these supplies is $___________________ __
Gift Card Request
Reimbursement Request
Kathy Saxman
Phone:
(301) 739 -
8200 x15
Fax:
(301) 797
2293
Submit Gift Card Request or Reimbursement Request with your Project Budget By September 15

11. Day of Caring: September 20, 2018 Please submit by September 15, 2018
PROJECT BUDGET
PROJECT BUDGET
Day of Caring: September 20, 2018
Please submit by September 15, 2018
Team:
Team Leader:
Number
Item
Cost per Item
Total
2 Cans
Latex White Paint
20.00
40.00
3 Rolls
Viva Paper Towels
2.40
4.80
Total Project Cost
 44.80

12. PROJECT COSTS For projects:
Residential and larger, more involved nonprofit project costs are estimated by our contractors
If the total you calculate is higher than the amount listed on the Site Visit Information Sheet, you must call Allison Dillow at United Way to discuss.
Tasks may need to be prioritized to help reduce the cost because our total DOC budget is limited.
**Save Money: SHOP AT LOWES on Wesel Boulevard, we were able to obtain a 10% discount again this year.

13. SUPPLIES
Purchase or gather supplies needed for the project that the nonprofit or resident cannot provide.
Expense Reimbursement Form
Can agency/resident provide materials?
Solicit in-kinds
Request gift card for purchase of supplies from Kathy Saxman
Submit a request for reimbursement to Kathy Saxman
DEADLINE FOR GIFT CARD REQUEST FORM: SEPTEMBER
RECEIPTS DUE BY: OCTOBER 6

14. SUPPLIES Supplies to be purchased by Gift Card:
Fill out the Expense Request Form and submit to Allison Dillow at United Way. A check or gift card will be given to you for an approved amount so that you may purchase the supplies.
It is understood that the total may be slightly higher or lower at time of purchase.
You will be reimbursed for any costs higher, and it is your responsibility to reimburse United Way for any remaining dollars. In either case, a receipt must be submitted after purchase.
Supplies to be purchased by volunteer and then reimbursed:
Fill out the Expense Request Form so that United Way will know what estimated amount will need to be reimbursed after the Day of Caring. In order for these funds to be paid to you, a receipt must be submitted for these purchases. Please Note: reimbursements will be completed as soon as possible but processing may take up to 2 weeks.

15. FORMS

16. RELEASE AND WAIVER OF LIABILITY
Do you have a Team Roster?
Please provide a complete listing of the members on your team to Allison Dillow.
Have all volunteers sign the Release and Waiver of Liability Form. These are due to United Way no later than September 14th at 4:00 p.m.
Each volunteer MUST sign this form in order to participate.

17. PRIOR TO DAY OF CARING
The Day of Caring takes place rain or shine. You may need to alter your plans. Have a discussion with your Agency contact:
Inside projects may include: painting, organizing, cleaning, etc.
Provide your Volunteer Team with a written Action Plan and Timeline prior to the Day of Caring.
Coordinate drink, cooler, safety and basic hygiene needs
Have a Parking Plan and provide it to your Team
Have the Team complete the Liability Forms

18. ON THE DAY OF CARING
Inform your Team: There will be a continental breakfast again this year. Celebrate the Day of Caring together!
Have a short presentation or tour of the Nonprofit so that everyone understands the impact of the Project.
Have a Safety Plan to address accidents/injuries.
All Teams are to report to their worksites at 8:30 a.m.
Orient the team to the work to be completed; review safety tips.
Take Pictures of the work and the teams throughout the day. Text them to so that they can be posted to the UWWC Facebook Page. Feel free to post and tag with #DayofCaring2018 #liveunited #unitedwaywashcomd
When the work is completed, recognize everyone who helped make it a success.

19. Your comments are important!
POST-EVENT INFORMATION SHEET
(will be ed to you)
PLEASE SUBMIT BY OCTOBER 6
Your comments are important!
The Steering Committee reviews your comments and takes your ideas into consideration for next year’s event.
THANK YOU!

20. DEADLINES AT A GLANCE Visit Project Site
September 7, 2018 – September 14, 2017
Submit Budgets, Gift Card Requests and Expense Request Forms
September 14, 2018
Turn in signed Liability Waivers
Receipts and any other reimbursements
October 5, 2018
Post-Event Information Sheet

24. ASSIGNMENTS