project management

I need you to take this  and rewrite it so it flows and is gramatically correct and polished:

Volunteer project  The Great American clean up

1.    IInitiating–. It can be stakeholder identification, prepare a business case, selection of the project, and it may also involve doing high level scoping.

In this phase of my project I identified the stake holders as the citizens of charlotte , as well as the city of charlotte government, keep charlotte beautiful board.

I presented the fact that a volunteer cleanup of the area would improve quality of life, property values, build branding for kcb, improve community appeareance index scores, reduce cost on solid waste services, and present and opportunity to explain sustainability and green habits to charlotte citezens at large.

I presented a scope of the project to the KCB board for approval for funding.

Great American Cleanup Schedule

Cleanups (City Council District - Cleanup Type)

1.       District 3 - Greater Enderly Park Cleanup (Litter Prevention/Recycling)

Date: Sat., March 14

Time: 9 a.m. - noon

Location: START/END Enderly Park, 1501 Enderly Rd., Charlotte, NC 28208

2.       District 5 - Eastway-Sheffield Park Cleanup (Community Greening)

Date: Sat., March 21

Time: 9 a.m. - noon

Location: START/END Eastway Middle School, 1501 Norland Rd., Charlotte, NC 28205

3.       District 4 - Ridge Rd. Cleanup (Litter Prevention/Illegal Dumping)

Date: Sat., April 18

Time: 9 a.m. - noon

Location: START/END Ridge Road Middle School, 7260 Highland Creek Parkway, Charlotte, NC 28269

4.       District 2 - Oaklawn Park Cleanup (Litter Prevention/Illegal Dumping)

Date: Sat., April 18

Time: 9 a.m. - noon

Location: START/END Waddell Park, 1505 Waddell St., Charlotte, NC 28216

5.       District 1 - Stream Cleanup (Litter Prevention/Water Quality)

Date: Sat., May 2

Time: 9 a.m. - noon

Location: START/END Cordelia Park, 2100 North Davidson Street, Charlotte, NC 28205

6.       District 1 - Grier Heights (Litter Prevention, Comm. Greening)

Date: Sat., May 16

Time: 9 a.m. - noon

Location: START/END Billingsville Elementary School, 124 Skyland Ave., Charlotte, NC 28211

2.    Planning–  Presented to the Board

Great American Clean Up 2015 Event Planning Manual

Est. total budget: $1,500 ($1,225, $270 for marketing, addition $$ from AACS)

Social Media

·         Twitter: @KCB_Charlotte
             #GAC2015
             #KeepAmericaBeautiful

·         Facebook:  Keep Charlotte Beautiful

Marketing/Volunteer Sources

·         KCB Social Media, website, email blasts

·         A signup sheet will be located on the KCB GAC website, encourage all to sign up there

·         Hands on Charlotte

·         Bank of America Neighborhood Preservation Group (Brendan Kelly)

·         KMB Partners
Jake Wilson, 704-432-1772, [email protected]

·         All volunteers that attended last year’s clean up events

·         AACS Volunteers

·         KCB Board member companies

·         Dept. of Juvenile Justice and Delinquency Prevention (DJJDP) for volunteers (comm. service hours, contact Robert Mahoney)

·         CMPD Community Liaison officers (suggested by Samantha)

Soliciting Donations

·         Charitable contributions to governmental units are tax-deductible under section 170(c)(1) of the Internal Revenue Code if made for a public purpose.

·         If lunches, etc. are desired for each cleanup, then donations are needed:

(Lunch cost from 2014: $677.86 to feed 50-60 w/ box lunches)

Permissions

·         Park And Recreation Volunteer Coordinator: Lori Saylor 980-314-1045 or [email protected]

·         Mecklenburg County Storm Water Services, Deania Russo 704-336-5463 [email protected]; or Erin Hall 704-336-7980 or [email protected]

·         Charlotte Mecklenburg Schools - If accessing CMS properties, contact school directly for calendar of events.

Anna Marshall

Community Facilities Assistant

Charlotte-Mecklenburg Schools
Community Use of Schools office, 980-343-5290 or [email protected]

Supplies

·         The City has a small number of rakes, shovels etc… if we need additional supplies we can rent them for a small fee from the Community Tool Bank. (10 cents/tool)

·         KCB has vests, litter sticks, trash (black), recycling (Bojangles), and clear bags (leaves), some gloves

·         Mecklenburg County Storm water Services can provide waders

Speakers

·         Talking points will need to be put together for council members.

·         I have included last year’s talking points that were provided to CM Mayfield

General Event Logistics

·         Where will everyone gather and park? Do you have directional signs to direct volunteers?

·         Will you need a podium, microphone for amplification? (City has a portable one that can be checked out)

·         Table to place signup sheets on? Volunteers will need to sign a liability form, I will note on each project above which organization will need forms signed. For any event that Hands On Charlotte has volunteers at, all volunteers that attended need to be reported back to them. I have access to their online reporting forms and can do that for you.

·         Note that normally the first half hour to 45 minutes is usually spent going over logistics, handing out supplies, letting volunteers enjoy breakfast if applicable, as well as listening to speakers.

·         Remind everyone to be safe, use good judgment especially when picking up litter along roadways.

·         Will all volunteers start and end at one location?

·         Designated trash bag drop locations, or is this event large enough that a dumpster is warranted. Solid Waste Services can provide a dumpster.

·         Ensure that you have enough event leads that are aware of the schedule, logistics etc… so they can support volunteers.

·         If food is being served, where will people eat, throw food away etc…

·         Take lots of pictures and document how many bags of trash, recycling, large items (tires etc..) were picked up. Examples of good pictures: action shots, group photos, picture of all of the bags of trash and recyclables.

1.         District 3 - Street Litter Cleanup (Litter Prevention) - Josh A.

Date: Sat., March 14 (CM Mayfield confirmed 2/2/15)

Time: 9 a.m. – noon

Location: START/END at Enderly Park, 1501 Enderly Rd., Charlotte, NC 28208

KCB Goal: Litter Prevention

Supplies Needed: sign-up sheets, table, amplification system (?), trash bags, pickers, hi-viz vests, gloves and first aid kit. If breakfast is being offered will you need additional tables.

Number of Volunteers: 15-20

Political/Celebrity Partners: CM LaWana Mayfield

Business Partners: Enderly Coffee? Rhino Market? Dunkin Donuts?

Neighborhood Partners: Camp Greene, The Greater Enderly Park

Food: breakfast snacks and coffee

2.         District 5 - Leaf Debris Cleanup (Community Greening), Scott, Francene

Date: Sat., March 21
Eastway Middle School, 1501 Norland Rd., Charlotte, NC 28205, 980-343-6410 (Louise/Scott checking on cost-free access to schools)
OR

Sheffield Neighborhood Park, 1311 Tarrington Ave. (confirmed with Park & Rec.)

Time: 9 a.m. - noon, lunch after?

Location: Eastway-Sheffield Park neighborhood (bounded by Eastway Dr., Independence Blvd., Sharon Amity Rd., Central Ave.)

KCB Goal: Community Greening (removing leaves/yard debris for water quality)

Supplies Needed: trash bags, pickers, shovels/rakes from Community Tool Bank, hi-viz vests

Number of Volunteers: 15-20

Political/Celebrity Partners: CM John Autry

Business Partners: Portofino’s (pizza) Chris’ Deli (sandwiches)

Neighborhood Partners: Medford Acres, Eastway Park/Sheffield Park, Winterfield

Food: breakfast snacks and coffee before? Picnic-style lunch after?

Two week break for Easter (April 3-5), CMS Spring Break (April 3-12)

3.         District 4 - Street Litter Cleanup (Litter Prevention/Illegal Dumping) Sarah

Date: Sat., April 18

Time: 9 a.m. – noon

Location: 7260 Highland Creek Pkwy, Charlotte, NC 28269

Supplies Needed: trash bags, pickers, hi-viz vests

Number of Volunteers: 15-20

Political/Celebrity Partners: CM Greg Phipps

Business Partners:

Neighborhood Partners: University City Partners

Food: Dilworth Coffee, Hawthorne’s Pizza

4.         District 4 - Street Litter Cleanup (Litter Prevention) Tiffany Hughes, Josh A.

Date: Sat., April 18

Time: 9 a.m. – noon

Location: START/END Waddell Park, 1505 Waddell St., Charlotte, NC 28216

Supplies Needed: trash bags, pickers, hi-viz vests

Number of Volunteers: 15-20

Political/Celebrity Partners: CM Al Austin

Business Partners:

Neighborhood Partners: Oaklawn Park

Food:

5.         District 1 - Stream Litter Cleanup (Litter Prevention), Melvin/Scott

Date: Sat., May 2

Time: 9 a.m. - noon

Location: START/END at Cordelia Park, 2100 North Davidson Street, Charlotte, NC 28205,

Sugar Creek in NoDa/Villa Heights/Belmont, KMB to partner

LSC-24 (7th St. to 18th St.), LSC-25 (18th St. to N. Davidson St. @ 22nd St.); LSC-25 already adopted by Birdsong Brewing Co. After-party at Cordelia Park?

KCB Goal: Litter Prevention

Supplies Needed: trash bags, pickers, hi-viz vests, waders, gloves

Your cleanup has been scheduled for 05/02/2015. Your supplies will be ready for pickup on 05/03/2015 unless requested earlier. Please let us know closer to this date how many people you are expecting.  If you need waders, please list what sizes you will need.  Up to 10 waders can be given out. Waders come in men's sizes 7-13, half sizes should round up or down, whichever you are more comfortable with. Women's usually run two sizes smaller, (for example, a women's size 10 would request a size 8). Typical shoe sizes.

Number of Volunteers: 15-20, we will use Storm Water Services agreement and sign up sheets, though KCB will need a copy for our records.

Political/Celebrity Partners: CM Michael Barnes

Business Partners: NoDa Brewing? Birdsong Brewing?

Neighborhood Partners: NoDa, Villa Heights, Belmont

Food: Melvin checking on pizza (Fuel Pizza, Pure Pizza, Brixx Pizza); Scott re: coffee (

6.         District 1 - Grier Heights (Litter Prevention, Comm.  Greening), Melvin

Date: Sat., May 16

Time: 9 a.m. - noon

Location: Billingsville Elementary School, 124 Skyland Ave., Charlotte, NC 28211, 980-343-5520

KCB Goal: Litter Prevention

Supplies Needed: trash bags, pickers, hi-viz vests

Number of Volunteers: 15-20

Political/Celebrity Partners: CM Patsy Kinsey and N.C. Sen. Jeff Jackson

Business Partners: Lupies

Neighborhood Partners: Grier Heights, Oakhurst, Cotswold, Echo Hills, Chantilly

Food: Melvin’s friends Liz and Adam checking on food from Bojangles

3.    Executing– this is where I actually performed instructions and directions on the project, delegated task to ensure deliverables where on time.

4.    Controlling & Monitoring– Visited each site to ensure task where completed correctly , analyzed how many bags of recyclable vs trash were collected and documented , held weekly conference calls to ensure understanding and that vendors for food and supplies where still in line with budget saved all items back to google drive.

1.     Closing– This the act of final acceptance,  was given to us by completing the project with the community improving their lives and seeing a smile on their face to know someone cares.

2015 GAC Lessons Learned

Before Event

·         KCB should plan a max. of 7 events - this can cover all 7 City Council districts, or allow the flexibility of more than one event in a given council district.  The basic phases of cleanup event planning are:

1.         Review the Community Appearance Index for high (1 = good, 4 = bad) litter scores.

2.         Consult with City/County agencies (Solid Waste, Meck. Co. Park & Rec.) on trouble spots, ask the same questions of City Council members.

3.         Ideally pick cleanup locations that start/end in County parks or schools - these sites provide a known address/location for volunteers, plus generally have plenty of parking.  Contact the County’s school and park staff early on to find out when facilities are already booked, then plan around those dates.

4.         Select a cleanup location.

5.         Select a cleanup date.

·         On Mon. or Tue. before weekend cleanup, send registered volunteers a reminder e-mail with basic cleanup info covering the Five W’s:

o    Who?

o    What?

o    When?

o    Where?

o    Why?

Using Google Forms, you can set up two types of automatic e-mail notifications - see the folder “Automatic Email Confirmation Process” in the KCB Share Folder, KCB Board Member Reference Material.

·         Need advance contact (at least 1 month) with the following entities in order to best target cleanups, avoid duplication of effort and “cleaning up a recently cleaned up spot.”

o    City Council Members - when asking them for cleanup areas.

o    Adopt-a-City-Street groups - contact the adopting group directly to confirm their most recent or planning cleanup schedule.  

Example:  Birdsong Brewing Co. has adopted a section of Little Sugar Creek that KCB planned to clean up.  Char-Meck Stormwater, like KCB, only gets cleanup reports from Adopt-a-City-Street/Stream groups after a cleanup, so it’s best to contact a cleanup group directly if KCB’s considering a specific section of street or stream.

·         KCB Board Members and volunteers need a clearer understanding (list?) of responsibilities for:

o    KCB Board Members/volunteers

o    NBS City staff (Denise Coleman) - how different are Denise’s job responsibilities from Louise’s?

·         Solicit sponsors for the duration of Great American Cleanup (March 1 - May 31)?  Doing so would ensure greater budgeting predictability, plus the opportunity to put local business sponsors on a vinyl banner to be displayed at all GAC events. Local sponsors could be as follows:

o    Bojangles (all breakfasts, which are easier to manage than lunches, at cleanups)

§  Ex. 2015 Grier Heights GAC cleanup had 30 free biscuits, then 40 biscuits @ 10% discount - entire cost was $100, including 2 gal. coffee

o    Common Market (all coffee at cleanups)

o    Lowes (donated or discounted cleanup materials - gloves, bags, etc.)

·         Social Media: Week before event, advertise the event. City staff or KCB Board/volunteers

During Event

·         If raffling door prizes, etc., bring double-raffle tickets and issue to each volunteer during sign-in period at beginning of cleanup.

·         Each cleanup needs freestanding bins, with large clear signage for:

o    TRASH (use trash-picker trash can)

o    RECYCLING (When possible, partner with Solid Waste and/or Meck Co. Park & Rec. for bag-holder recycling units)

·         Make sure event tents are weighted down heavily on all four legs - they can blow away with just a little wind.

o    On grass/ground, use stake/ropes that come with tent.

o    On pavement, use gallon milk jugs filled with water to weigh-down/secure legs.

·         Rain - it happens, so having a shelter and waterproof containers for sign-in sheets, etc. is important.

·         A cleanup should start/end at the same location, ideally.  Doing this simplifies directions for volunteers.

·         Each event needs to have a large-font schedule posted (24” x 36” poster board) with the following schedule:

o    9 a.m.  Registration/Breakfast

o    9:15 a.m.Route assignments (volunteers receive paper maps of cleanup routes)

o    9:30 a.m. Cleanup starts

o    11:30 a.m. Volunteers return to meeting spot

o    Noon Wrap-up

·         Each cleanup needs volunteers, or City/County staff when available (Solid Waste/Meck Co. Park & Rec.), roving with a vehicle in order to:

o    Collect full trash/recycling bags, distribute new empty bags to volunteers

o    Distribute bottled water to volunteers, notably in hot weather

·         Social Media: During the event, tell people what’s happening, be “live” from the scene and crowdsource content as well.  City staff or KCB Board/volunteers

Info below is just to assist:

1. Initiating– This is all about doing a work require to start the project or initiate it. It can be stakeholder identification, prepare a business case, selection of the project, and it may also involve doing high level scoping.
2. Planning– This is a critical activity of a project manager which begins with a high level scope, preparing the detailed scope statement, representing work breakdown structure, once the scope is documented you are also required to identify task/activities to be performed. Other activities like, allocating resources, schedule analysis, critical path analysis, planning to recruit more human resources to get some part of the job done, which is Procurement Planning, communication planning et al falls under this domain.
3. Executing– Now, it’s time to get the work done, since you have sequenced the activities, allocated them to concerned people. You ensure exact execution of the plan in adherence to quality and scope planning. You also perform conflict resolution, and individual performance assessment under this domain.
4. Controlling & Monitoring– This is all about ensuring that we are working as per our planning. Change management is the most important activity of this domain. Controlling scope, maintaining risk register and keeping an eye on vendor that he is adhering to his contract falls under this domain.
5. Closing– This the act of final acceptance, documentation of all the learning during the project, archiving documents, updating organization process assets, taking final acceptance from the customers. Whatever legal formalities are required to close the project falls under this domain.

Also need you to explain how with project management methodology i could manage a project that was 40mil.dollars