COMMUNITY SERVICES
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Community Services
Revised by P&P Committee January 2010
General Statement
The Community Services Committee coordinates volunteer services to public and private agencies and oversees distribution of allocated funds and in-kind donations.
Policy
1. Community Services funds may not be used to promote any specific religious or political viewpoint.
2. Project support is intended to be supplemental and should not relieve the sponsoring agencies of their responsibility to provide ongoing assistance.
3. All requests for financial or other support must be presented in writing utilizing an AWCP grant application form, and must include all supporting documents when presented to the Community Services Committee.
4. The Community Services Committee uses their discretion in recommending new projects and special grants for the approval of the board.
5. Relief offered in the event of major disasters should take the form of projects that have a lasting effect.
6. The Community Services Committee will keep separate records to account for distribution of funds to each agency. Original receipts for payments must be given to the AWCP Treasurer.
7. All vouchers requesting expenditure of Community Services funds must be signed by a member of the Community Services Committee.
8. Ongoing projects requesting reimbursement from the Community Services budget are required to provide verification of expenditures.
9. Budget adjustments in excess of P10,000.00 require prior approval from the Board.
10. Community Services project officers and volunteers do not have to be AWCP members.
Duties
1. Planning and overseeing the AWCP’s community outreach program with the cooperation of the project officers.
2. Staying within the budget given to the Community Services Committee by the Treasurer.
3. Promoting the Community Services program to AWCP members and the local community.
4. Advising the Board and the Club of the activities of the Community Services Committee.
5. Preparing and submitting a Year-end report on the activities of the Community Services Committee.
Procedures
Planning and overseeing the AWCP’s Community Services commitments, the Community Services Committee receives and evaluates proposals for continuing and additional funding for current projects, new projects and special grants. Criteria and instructions for projects include:
1. Previous record for management and performance. Should have been in existence for at least five years.
2. Scope of the project, number of participants and length of program.
3. SEC papers and Articles of Incorporation.
4. Other organizations supporting the project, including the Philippine government.
5. Degree to which AWCP support will produce ongoing results, including livelihood projects and educational programs.
6. Opportunity for volunteer services.
7. Resources and interests of the AWCP, including financial resources.
Projects
1. Project officers are selected on the basis of their interests and skills. Quarterly meetings provide a forum for discussing success and problems and for sharing experiences.
2. Project officers are responsible for requesting funds at the appropriate time, verifying expenditures and proposing budget allocations. Requests must be in the form of a voucher signed by a member of the Community Services Committee in order to be processed by the Treasurer.
3. Projects are monitored through the following:
a. Periodic visits to project sites which provide information for planning and evaluating.
b. Receipt of and response to correspondence from supported agencies and resources.
c. Identification of sources for in-kind donations and services.
d. Meeting with the charitable organizations and their representatives.
Planniing a Budget
The Community Services Committee will meet with the President and the Treasurer and project officers to develop the c Community Services budget. The budget is divided into ongoing projects and special grants. Community Services Committee administers this budget according to established policies and guidelines.
Promoting the Community Services program to AWCP Members and the Local Community
The Community Services outreach program is promoted in a variety of ways including:
1. Providing the Board with status so that it can be included as part of the communication presented at the General Meetings.
2. Work with Inklings and project officers when they feature articles on the different charities assisted by AWCP.
3. Project officers and / or a member of the Community Services Committee will represent AWCP at activities sponsored by the agencies supported through Community Services.
Advising the Board of the Activities of the Community Services Committee
The Community Services Committee will keep the Board advised of the Committee’s activities through regular reports at Board Meetings.
Preparing and Submitting a Year-End Report on the Activities of the Community Services Committee
The Community Services Committee will prepare a year-end report of the activities of the Committee during the year and supply copies to the President, Historian and their successors.
