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Community Service Committee Meeting Minutes

Wednesday, January 10, 2018

11:30 AM – 12:15PM

Hitchcock Multipurpose Room, Sonja H. Stone Center


I.  Welcome/Introductions [[11:30-11:35]]


II.  Community Service Leave Promotion Campaign Update/Improvements to CS Committee Website [[11:35-11:40]]

-Waiting on word from Kathy Bryant on the planning for the CSL PSA video production, after which we will develop a comprehensive timeline of the promotional campaign, need HR to take ownership of this campaign as the key stakeholder in the production and dissemination of any benefits information, this committee will serve in an advisory and assist role

-Shots to include: shot of staff working in the CCCG, shot of staff processing food drive donations to donate to Carolina Cupboard, Photos from last Habitat Build for Thein Oo, Interview with CS Committee Chair about importance of CSL and how it can impact UNC Staff, Interview with OHR benefits personnel on CSL Instructions & Work/Life Balance implication, Interview with 1 UNC Staff & 1 UNC Faculty who have utilized CSL consistently, Interview with Chancellor about CSL for UNC Faculty/Staff


-Katie intends to improve the Community Service Committee website significantly in the coming weeks, including creating tabs for the Blood Drive, Carolina Campus Community Garden (both of which are sponsored by the forum), as well as a tab including information on upcoming community service opportunities, which right now only go out via the InTouch and other email announcements. The opportunities will be divided into short-term opportunities (only want to volunteer once or twice), long-term volunteer opportunities, and team friendly opportunities for departments/workgroups who wish to volunteer together. Please pass along any other suggestions for improvement to Katie as desired.


III. Planning for Events in 2017-2018 [[11:40-12:05]]


Food Drive Collaboration with Million Meals Campaign


-Project Leads: Jim Potts, Allison Rorie, Dori Brady, Katie Musgrove


-Employee Appreciation Day (October 20, 2017)

-Contributing to MM Campaign & Carolina Cupboard (Cupboard donation= 25%)

-Ticket Giveaway- John Harris won, tweeted about winner

-Donations Received: ~$81 & 1 full box of donations (~100 lbs)= ~490 meals!


-Military Appreciation/ Employee Appreciation Football Game – UNC vs. Western Carolina, November 18th

-Contributing to FBCENC & Durham VA Food Pantry, split 50/50 between 2 groups

-Carolina Veterans Organization participated in our event, sent thank you tweets for their help and thanking the Veterans and Military for their service

-Volunteers at table- Katie Musgrove, Shayna Hill, 4 CVO members

-Donations Received- $157, a few canned donations (counted as a part of the November Campus Donations)

Ruck for Hunger Drive

-Donations Received- 217.8 lbs donated to TABLE, Inc.


November / December Campus Donations

-Went smoothly, contacted bin liaisons to cancel pickup in January, as not many donations since return from winter break, will hold pickup as scheduled in February

-Donations Received- November= 767.7 lbs, 646.48 meals    December= 280lbs to FBCENC + Cupboard Donation (amount still TBD)


Pitt Basketball Gameday Collection

-Katie will contact Banks Shepherd regarding logistical details of Million Meals Challenge Collection (which we will assist with), as well as logistics of game ball ceremony, after which she will send planning details to committee via listserv

-Initial planning topics: timeframe volunteers will be needed, number of volunteers needed, can use Katie’s Dad’s truck to transport the donations from the game back to FedEx Global after the start of the game, parking pass for truck near Dean Dome, details on game ball ceremony, tickets to game for volunteers/chair, logistics of getting to game prior to ceremony, setup logistics for boxes/tables, pubbing via athletics, will tweet in advance of the collection from the Forum as well

-Pub methods: athletics announcement to ticketholders, athletics social media, employee listserv blast (since game is an Employee Appreciation game), Employee Forum social media, etc.

-Volunteers for event so far: Katie Musgrove, Kadejah Murray, Bonita Brown, Steve Bodeen




1,360.5 lbs,  $238.57 =  2,338.53 meals (+CC donation from December)




-Monetary Donations–Million Meals has website to accept donations at  Can point people there to donate electronically (goes directly to Food Bank and cannot track for our drive) or can hold donations until next special event, when we will donate to our organizations.


-Website/Hashtag – (point people here for more information)


-Box Preparation, Pickup & Storage –

-Banks & Tar Heel Sports Properties will provide the bins for each special event

-Storing donations after events for pickup on a weekday—Dori Brady offered office space in FedEx for monthly donation drop-offs

-Katie liaised with the Food Bank re: monthly pickup scheduling (pickup will reference Employee Forum Food for All Drive/ Wider UNC Million Meals Effort for tracking purposes)

-List of Campus bins/bin liaisons (Dori Brady)

-List complete (can add more bins if requested)

-Need Dept liaisons to broadcast info and deliver full bins prior to monthly pickups


-Publicizing Methods: InTouch, Staff Listservs, OHR, Athletics, Employee Forum Social Media, UNC Social Media

-Need Dept liaisons to broadcast info

-Added to UNC Events Calendar (Link:…ampus-food-drive/)


  • ALL BIN LIAISONS: Communicate/Announce Drive to your units
  • Katie: Facebook/Twitter posts early this week, Feb. 3rd Event logistical details email to committee, craft email announcement for Feb 3rd event to send via staff listserv

Toy Drive for UNC Children’s Hospital

Project Leads– Michele Fulton, Steve Bodeen, Allison Rorie, Hope Woodhouse

Title: Children’s Hospital Toy Drive (or Toy Drive for NC Children’s Hospital)

Dates: November 27 – December 15

  • Donation levels – see photos from event
  • Donation pickup: Schedule/Procedure – any comments/suggestions to improve for future efforts? Believed that the procedure went very well
    • Picked up donations on December 18, Delivered to UNC Children’s in afternoon on Dec 18th
    • Steve & Jim picked up with campus vehicles
  • Obtained thank you email confirming receipt of our donation for our records from Becky
  • Other questions/final notes
    • Possible future collaboration with UNC Children’s = more toy drives (even separate from the holidays, possible University closed day volunteer event to help bag and organize toy donations following Christmas



Habitat for Humanity Collaboration


-Volunteers for Project Leads- Heather Lewis, Ashley Jacobs

NEXT STEPS (Habitat Collabortion):

  • Meeting on January 19th with Christine Abernathy to discuss initial planning for Habitat build in April, Katie will announce date for event to committee soon after meeting


Adopt-a-home Collaborations

Habitat versus Adopt-a-home Collaboration

  • Prefer Habitat build, as this is local and much more logistically friendly- plus experience from last year will lend a hand to our efforts this year
  • Can still lend a hand to Adopt-a-home by advertising for participants in their builds and potentially hosting a houseware drive in the Spring to restock family’s home, but will not host our own build days


Adopt-a-Home Synopsis

  • Kim from Public Svc Ctr, 1 yr anniversary of Hurricane Matthew
  • Partnership with nonprofit since Dec, 2016 doing relief trips; no state or Fed money to get people back into their homes; insurance checks not enough to rebuild/repair in many cases. Couple hundred people in Lumberton alone w/o money to get back into homes.
  • Adopt a home similar to Build A Home; provide $ to restore/repair homes. Need help with funding and labor. Need skilled labor, but some teachable opportunities, too.
  • Working on same home/same family each trip instead of scattered efforts. Restocking cabinets (housewares), etc. Get homes move in ready.
  • CCPS has committed to the adoption process, but next step is formalizing the agreement
  • 2 part agreement- monetary donation, labor (flexible)
    • Costs go to paying for Semi-skilled labor (contact facilities staff who may have specialized skills)
    • When family moves back in, we can present the families with utensils, dishes, food for cabinets, toys for children
    • Will have opportunity to meet the family throughout the process
  • Next steps: begin planning with Anne Wade (contact with organization)
    • Case manager (primary contact), construction supervisor, and site administrator assigned to each family (in addition to the adopter)
    • Lumberton- possibility to connect with an alumni group in area to participate
  • Total Goal = $15,000
  • CHRP is interested particularly in the fundraising aspect ($1,600 for appliances)
    • Fundraiser event at Linda’s Bar & Grill on November 16, 2017 from 5-8 PM (10% of proceeds go to Adopt-a-home)
  • Donations to adopt-a-home are through the Carolina Disaster fund on website
  • Flier to advertise the project
  • Clarification on Timeline for Project & Build Dates
    • -Lumberton is about 2 hour drive. Service trips leave campus at 7:30, provide breakfast, get briefed, work for a couple hours, break for boxed lunch onsite, work until about 4pm, and back about 6 pm.
    • -Disaster Relief CSL is separate pot of hours, but Disaster relief limited to Red Cross work


  • Employee Forum’s Participation
    • Donation from one of the food drives in the spring to the family
      • Combine with a possible Toy/Housewares Drive to restock home in advance of move-in
  • Solicit a donation from Trustees to Carolina Disaster Relief/Adopt-a-home ?
  • Advertising relief trips/recruiting volunteeers/skilled labor from UNC Staff


NEXT STEPS (Adopt-a-home Contribution):

  • Fill out Contribution Form for Forum’s planned contribution to adopt-a-home project
  • Have Shayna reach out to Board of Trustees for Donation to Carolina Disaster Relief Fund re: Adopt-a-home program
  • Narrow down date for Food/Toy/Houseware Drive in Spring once timeline is confirmed from CCPS
  • Reach out to Kim Allen for build dates and language to utilize in promoting/soliciting volunteers


-Other Community Service Opportunity Announcements

-Special Olympics of Orange County Publicizing/Support Throughout the Year

-Volunteers for Project Leads: Jim Potts

-Initial Volunteer recruitment posted in the last InTouch, send Katie anything further that is received from organization and Katie will be sure to advertise

-Any other desired CS Opportunity Spotlights?

-Please always send CS opportunity spotlights to me for inclusion in our newsletter and our upcoming CS opportunity section of our website


IV.  Update on other business [[12:05-12:10]]

-Blood Drive Update-

-Ricky Roach left University, new co-chairs= Jim Potts with Kathy James (KJ) assisting (she has limited availability in the short term)

-Will vote on permanent replacement for Ricky at start of next academic year

-Update from December Drive- received 359 pints, had to turn away numerous appointments and walk-ins due to ARC mistake- serious discussions are ensuing with ARC regarding future drives due to the many mistakes over the years


-CCCG Update- Arlene Medder


V. Questions/Final Comments [[12:10-12:15]]

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