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documentation:quarterly_cleanup

Member storage cleanout happens in Spring and Fall (Storage will also send emails)

Be sure your calendar is updated to include Main and Operations

Make sure leadership is added to “Operations” Calendar and “Main” Calendar

30 Days Before Event

  • Post Physical Shop Posters Informing Members of QC. If Member Storage Clean Out Required: Include in signage to Remove Items from Storage May2022QC (1).pptx
  • Send Email to Members warning to remove all personal projects from departments by day of event (Mailchimp, Use Mailchimp Template (2-4 Week)). If Member Storage Clean Out Required: Include in email to Members Warning that they must bring all items home
  • Send Reminder to Shop Managers:
    • To Make sure a Shop Manager, Asst Manager, or an Assigned Leader is on site from 10am to 6pm (or whatever hours are in the reminder email).
    • CC Logistics so they can make a list of items they need the day of the event from manager replies
    • Start Thinking of Special Projects that they need completed (and bring it to Shop Mgr Mtg)
    • Date/Time of Shop Manager Meeting:
    • Draft:
Title: Quarterly Cleanup Saturday May 7th
To:Shop Managers [email protected],logistics [email protected]
Hi Everyone,
Would you please email myself and Logistics some information for the cleanup:
>Who of your shop area will be on site for Quarterly Cleanup from 8 am to 4 pm? We are shifting QC hours earlier this time please let me know if there are any conflicts. If you will not be that person or if you are sharing that responsibility with another assigned leader please tell me who those people are and when each of you will be there.
>What items do you need the day of the event? Cleaning solution, shop rags, sweeping compound? Logistics needs to have this list as soon as possible so we can get you what you need.
>What special projects do you need completed?
>Please also email your mailing lists about the cleanup so the members know to remove their personal projects from your shop.
Thank you!
Pi + The Board

3 Weeks Before Event

  • Send Email to Members warning to remove all personal projects from departments by day of event (Mailchimp). If Member Storage Clean Out Required: Include in email to Members Warning that they must bring all items home
  • If no Manager over an area, assign a responsible person to be in charge of area cleaning tasks.
  • Assign a responsible person in charge of common area tasks (i.e. bathroom, front lobby, classroom, etc).
  • Logistics to order Supplies Needed for Qrtly Cleanup
    • 2 Boxes of Floor Sweep
    • Replacement Filters for all Air Scrubbers & Finishing Room
    • Replacement Filters for all Shop Vacs (Home Depot, ask woodshop mgr)
    • Appropriate cleaning products for Bathroom and Kitchen Area
    • Dust Masks / Gloves
    • Napkins, Plates, Silverware, Cups for dinner

2 Weeks Before Event

  • Schedule 15 Yard Dumpster Pickup (Red Box) for drop off Friday (day before QC) and removal following Monday by emailing Facilities, CC: board

1 Week Before Event

  • Send Email to Members warning to remove all personal projects from departments by day of event (Mailchimp). If Member Storage Clean Out Required: Include in email to Members Warning that they must bring all items home
  • Logistics Should have all supplies needed for Qrtly Clean Up in the Shop this week.
  • Schedule Dumpster Delivery or Extra Pickup of Dumpster (Friday before/Monday After).
  • Email to Shop Managers Reminding them to send Shop Priorities/projects/tasks that need to be completed.
  • All Materials and Supplies for any Special Projects happening the day of the event should be in the shop this week.

1 Day Before Event

  • Send Email to Members warning to remove all personal projects from departments by day of event (Mailchimp)
  • If Member Storage Clean Out Required: Send Email to Members Warning that they must bring all items home
  • Schedule Email to Arrive Day of event begging for people to come in to help (Mailchimp, 7AM).
  • Last items:
    • Get poster board/ find easel (optional)
    • Order Panera coffee or pickup other coffee
    • Add special projects to excel/ paper by shop
    • Templates: Quarterly Cleanup Food Voting.pdf QC-05-07-22_shopPrints_and_signs.docx
    • Decide on a treat and order or make

Day of the Event

By 7:30 am

  • Set out breakfast snacks
  • Set out Name Tags & Signage (i.e. wear name tag, where are cleaning supplies, water/snacks located at, please check in with a shop manager to be assigned a task, etc).QC-05-07-22_shopPrints_and_signs.docx
  • Cleaning/Project Task List displayed in Each Shop
  • Post Missing Supplies Sheet by front door QC-05-07-22_shopPrints_and_signs.docx
  • Cleaning Supplies Set out
  • Each area should have 1 or 2 rolls of paper towels / rags

Noon

  • Walk departments to check on progress of task lists. Reassign volunteer power to cover priority tasks at risk of not being completed

2:00 PM

  • Get a rough head count on the number of people in the shop wanting dinner.
  • Order Dinner

Dinner

  • Towels/Soap present in Kitchen area
  • Set out Napkins, Plates, Cups, and Food
  • Have all people present introduce themselves to the group
  • Shop Leader Thanks Volunteers for their time in helping out the shop
documentation/quarterly_cleanup.txt · Last modified: 2022/07/16 04:16 by pi