From: Michael Dinius Michael P-M-Consult

PROJECT LIAISON CHECKLIST (TO-DOS) Community Service Committee (CSC)

1. The CSC votes to approve a grant or hands-on assistance for an organization’s project.

2. For hands-on assistance, the project liaison (a) contacts the organization’s contact person and coordinates CSC volunteers to complete the work, and (b) reports to the committee on the project’s results. Skip the rest of this checklist.

3. For grants, on the third Thursday of the month the club board reviews and approves the grant. The CSC project liaison completes the TO-DO’s below (#5, #6, #7).

4. Michael Dinius (the CSC chair) emails the organization’s contact person (and cc’s the CSC project liaison) to inform the contact person that their grant was approved. See the other side of this checklist to view the email. The contact person is asked to do the following: a. Complete and return the Grant Approval form attached to the email. This form must be completed before the grant check is issued. b. Email the CSC liaison with a proposed date when the contact person will attend a grant check award ceremony at a CCR club meeting. c. Complete the Grant Report form (attached to the email) and send photos of the project. These are to be emailed to the project liaison within one month of project completion.

5. LIAISON TO-DO: After receiving the proposed date for the check award ceremony from the contact person, email CCR President Peter Kalunian ([email protected]) and Club Administrator Sondra Rader ([email protected]) with the proposed date. Peter will confirm if that day’s agenda has enough time for the ceremony or if another date must be chosen. Confirm or reschedule the grant ceremony date with the contact person.

6. LIAISON TO-DO: Greet the contact person at the club meeting and sign-in him or her as your guest. Introduce him or her to Peter and have lunch with the contact person. Stand with the contact person at the award ceremony. There is a large cardboard “check” for a public relations photo. The actual check is also awarded during the ceremony.

7. LIAISON TO-DO: The contact person should send you the Grant Report and photos within one month of the project’s completion. If not, follow-up and ask when you can expect them. When the Grant Report and photos are emailed to you, forward them to Peter, Sondra, Michael ([email protected]) and Roxann Shuck ([email protected]). Roxann is the club public relations person.

CSC Liaison Checklist Rev Feb 2017 .docx Email from Michael Dinius informing an organization it has been awarded a grant:

CONTACT PERSON’S NAME - I am pleased to inform you that the Columbia Center Rotary Club's Community Service Committee and Board have approved a grant of $XXXX for ORGANIZATION NAME's PROJECT.

The club's liaison for your project is XXXX XXXX; see cc: for his/her email address. The liaison's role is described below.

Please complete the following three steps:

(1.) GRANT APPROVAL FORM (attached) - As soon as convenient, complete the Grant Approval form and return it to the address indicated on the form. This step is necessary to have your grant check issued.

(2.) After submitting the Grant Approval form, you are invited to attend one of our club's weekly luncheon meetings for a check presentation ceremony. Please inform your liaison at least a week ahead of time what meeting date is convenient for you. Your liaison will confirm the date with you and will be your host. Lunch will be provided. If you bring a second person, lunch will be provided for that person. You will have no more than five minutes to address the club.

The club meetings are each Thursday from noon to 1:00 pm at the club Event Center, 6222 West John Day Avenue, Kennewick. The Columbia Center Rotary club shares a building with Bingo Boulevard. Note: The main entrance and parking for the club are on West Okanogan Avenue, next door to Son Shine Auto Repair.

(3.) GRANT REPORT FORM (attached) - Within one month of completing your project, return the completed Grant Report to your liaison. To assist future follow-up, inform your liaison about when your project is expected to be completed. Please include two to four pictures with descriptive captions of the results of your project. These pictures will be used for publicizing and for posting on the club web site.

Contact your liaison if you have questions about this process.

Thank you, Michael Dinius Chair, Community Service Committee

CSC Liaison Checklist Rev Feb 2017 .docx