<p>MDS Project Closing Checklist</p><p>General Planning  Schedule closing dates with Director of Field Operations and Project Logistics Coordinator  Long-term Recovery Group, Community officials, church leaders and other agencies o Notified of MDS exit plans o Recognition and thank you letters sent as appropriate  Plan to return any borrowed project items to lender  DO NOT SEND BROKEN OR UNUSABLE ITEMS to the warehouse or the next project unless directed to do so by binational staff</p><p>Facility  Rental/Use Agreement or MOU o Notify owner of MDS closing plans o Walk-through property inspection o MDS obligations fulfilled  Return keys as necessary  Utilities paid or scheduled for cutoff or transfer o Electric o Telephone/internet o Water o Sewer o Trash o Gas</p><p>Client-Related  All Job Cards signed and cases closed  Client Files and Client Records are complete</p><p>Finance and Banking  Financial reports up-to date. o Update financial ledger o Reconcile financial ledger to online bank account o Email latest copy of financial ledger to Director of Finance in the binational office  Settle all vendor accounts if possible  Fax or email (to binational office) copies of any outstanding invoices expected to be reimbursed by funders  Send a list of any outstanding bills to the binational office. This could include utilities, rental fees or statements from lumber yards or gas stations  Deposit Petty Cash into bank account  Bank Account Closed or Other Arrangements made with owner of account  Shred all debit cards</p><p>Office Tasks  Backup MDS Office Manager on a flash drive and send to the binational office separately from the computer  Records to send to Binational Office o Checks and checkbook</p><p>MDS Project Closing Checklist, Revised 8/23/2012 1 o All Financial records o Job List o Client Files o Letters of Agreement o All other permanent office files o Volunteer Information or Registration Forms that have not already been sent to the binational office.  Records to Dispose o Copies of reports that have been sent to the binational office. o Weekly volunteer and job activity reports. o Expense reports already submitted (monthly expense spread sheets, your copy). o Internal reports and notes for project use only. o Telephone logs (lists of the personal calls). o Job Referral forms. o Destroy unused checks if checking account is closed.  Forward mail to the binational office – do this at the Post Office</p><p>Office Supplies and Equipment  Note: Electronic items require special storage. Always store them in a cool, dry environment. Never store such equipment in tool trailers or RVs.  Send to binational office o Computers – in original boxes o Printers – in original boxes o Cell phones – with chargers and manuals in boxes provided o Wireless internet equipment  Send to Columbus, MS or as directed by binational staff o Tables/Chairs/Desks in good condition o Adding machines, desk phones, etc. o Office Supplies such as paper, staplers, envelopes, blank forms, etc. Send only what is useful!  Donate or dispose of locally o Tables/Chairs/Desks in poor condition</p><p>Household  Send to Columbus, MS or as directed by binational staff o Linens and mattress pads – washed, boxed, marked o Towels – washed, boxed, marked o Blankets – boxed, marked o Pillows – boxed, marked o Mattresses in good condition o Beds o Sweepers/vacuum cleaners o Mops and brooms in good condition o Cleaning supplies like new or full o Washer and Dryer  Donate or dispose of locally o Couches and upholstered chairs</p><p>Kitchen  Send to Columbus, MS or as directed by binational staff o Tableware and cookware – pack securely for travel</p><p>MDS Project Closing Checklist, Revised 8/23/2012 2 o Kitchen appliances  Donate or dispose of locally o Unused food - give to individuals, soup kitchens, or food pantries.</p><p>Tools, Equipment and Supplies  Mark all broken but repairable tools  Organize tool trailer for transport – secure all tools and equipment  Do not send miscellaneous nails, screws, paint, caulking, or other similar supplies unless they are packaged in new condition  Return all rented or borrowed equipment</p><p>Vehicles  Notify Project Logistics Coordinator of needed maintenance or service  Vehicles ready for travel</p><p>MDS Project Closing Checklist, Revised 8/23/2012 3</p>