These are the key meetings and tasks for Community Serve Day 2026. Please mark the monthly meetings on your calendar now.
BEFORE SCHOOL ENDS ON JUNE 17
Most important: Schedule the site walk-through. See instructions here: Planning the CSD Projects
Conduct the site walk-through so you can determine your prioritized list of projects for the school. Bring the CSD banner to hang at the school to help build volunteer interest. Banners can be picked up at Northshore Church.
Send your finalized project list to the CSD Project Manager.
Email the teacher request form to the principal. Ask them to distribute it to their entire staff. Review those teacher volunteer requests and ask questions if needed.
Contact the PTA/PTSA president and ask them to send communications out to the parents about Community Serve Day along with the volunteer sign up link. Consider attending a PTA/PTSA meeting to help promote CSD. Share that same volunteer sign up link with family, friends, and neighbors.
Check with the principal to find out when they will return in August after the summer break.
Attend one of these Site Leader meetings. You’ll get an email with the official invite.
– Sunday, June 7, 11:45am at Northshore Church
– Wednesday, June 10, 7:00pm on Zoom
AUGUST 1-15
Contact the principal to share the list of teachers who requested volunteers. Encourage them to send out a “last call” for teachers to request volunteers.
Determine how many project leaders you want and what their roles will be.
Check the volunteer registration reports to identify potential project leaders and ask if they are willing to take on a larger role.
Determine the tools and supplies your projects will need. Make a list of the tools and equipment that you’ll ask volunteers to bring.
Identify any projects that are going to require work in advance. For example, outside paint projects should be pressure washed at least one day ahead of time.
Decide how you want to assign volunteers to projects as they arrive on the site.
Email your volunteers who have signed up thus far.
– This is a friendly reminder to “save the date” for Sunday, August 23rd, 9am-1pm.
– Share high-level details on the kind of work happening at the school.
– Request project leaders for any open roles that still remain.
Attend one of these Site Leader meetings. You’ll get an email with the official invite.
– Sunday, August 2, 11:30AM at Northshore Church
– Wednesday, August 5, 7PM on Zoom
AUGUST 16-22
Communicate these items with the principal.
– Your updated project list and priorities, including all teacher requests.
– Items like a table & chairs for check–in that you’ll need from the custodian.
– The custodian needs to arrive by 8:00am to open the gate and facilities.
– The principal needs to arrive by 8:30am
– The teachers need to arrive by 8:45am to open up their classrooms.
Talk to your project leaders.
– Make sure project leaders have all of the information they need to manage their assignment. Provide them with a printable (or printed) copy of the project list.
– Let them know what tools and supplies you are providing. Make sure nothing is missing from your list.
– Share your plan for assigning volunteers as they arrive. It is important that your project leaders know how many volunteers are headed their way.
Do a walk-through of the school grounds, ideally with your project leaders.
– Take “before” photos of the areas that are scheduled to be worked on.
– Confirm project leaders are familiar with where their work zones are located.
– Look for any final surprises like unexpected mulch piles that got delivered.
Pick up site supplies, signs, shirts, and snacks at Northshore Community Church by Thursday August 20.
Buy other supplies if needed. You have a reimbursable budget of $100.
Email your volunteers on August 21 (after online registration closes):
– General timeline for the day
– What to expect when they arrive
– Personal items to bring
– Tools to bring and share
– Parking instructions (if needed)
Print your list of volunteers to use at the check-in table.
SUNDAY, AUGUST 23, 2026
Set up any directional signage to help volunteers find the school. Northshore Church provides these signs.
Site leaders should arrive at 8am. The custodian will be onsite at that time to unlock the facilities and provide you with any tables or chairs you requested for check-in.
Encourage your project leaders to arrive at 8am so they can set up their assigned areas.
Volunteers are told to arrive at 9am. Expect them to start arriving 15 minutes early. Get them assigned to their first job as quickly as possible.
For volunteers who register in-person on the day of the event, use the provided onsite registration forms & waivers. Attach them to clipboards and put all signed waivers and registration form back in the envelope.
Reach out to Kathy F, Craig H, or Kris N if you aren’t sure how to handle something. Craig and Kris will be visiting your school at some point that day but feel free to call or text any of us with questions.
Begin cleaning up at 12:30pm. The custodians, teachers, and principals will be eager to go home. Conduct any final clean-up as quickly as possible.
Community Serve Day ends at 1pm.
Text the CSD Project Manager your final count of volunteers.
AFTER COMMUNITY SERVE DAY
Complete the site leader survey that will be emailed to you.
Send a final email to your volunteers.
– Thank you!
– List of lost & found items and how to retrieve them.
– Request for any great photos they captured that day.
Send any good photos or interesting stories to the CSD Project Manager
Drop off your remaining supplies along with registration & waiver sheets at Northshore Church.
Submit receipts for reimbursement online.