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SUMMARY OF COMMUNICATIONS 

Sponsor: SGT. Thomas Sarver of the Blacksburg Police Department

  • Initial communications with project sponsor occurred over the phone (Verbal Summaries)​

    • Date: Sep 7, 2017

    • Jenna Sharer, spoke to our sponsor on the phone to initially get in contact and gauge his interest of working with us.  He was very excited to be our sponsor and we talked about our initial deliverable, the awareness booth, and also led us into setting up a meeting with him in person.  
       

  • Email String Regarding kick-off meeting/initial meeting with sponsor:
     

    • Subject: ​No Hokie Left Behind flier

    • Date: Sep 13, 2017

    • To: Jenna, John

    • From: TSarver@blacksburg.gov

    • Jenna,

      Any flier that your group makes would have to be approved by the PD.  Is there any way that you could meet with my supervisor and myself on Monday, Tuesday, or Wednesday of next week.  We could probably be able to give you some pictures that you could use on the flier.  If it was possible, Monday would be a good day to meet.  Just let me know.

      Thanks,
      Sgt. T.A. Sarver
      Blacksburg PD
      540) 443-1438
       

    • Subject: ​Re-initial meeting with sponsor

    • Date: Sept 14, 2017

    • To: Thomas, John

    • From: Jenna Sharer <jenna96@vt.edu>

    • Hi Sgt. Sarver,

      Monday would work great!  What time works best for you?  
      Thank you so much for all of your support.

      Best,
      Jenna Sharer
       

    • Subject: ​Re-initial meeting with sponsor

    • Date: Sept 14, 2017

    • To: Jenna Sharer

    • From: TSarver@blacksburg.gov

    • Ms. Sharer,
      How about 10am on Monday?

      Sgt. T.A. Sarver
       

    • Subject: ​No Hokie Left Behind Flier

    • Date: Sept 14, 2017

    • To: Thomas Sarver <TSarver@blacksburg.gov>, John Goad <JGoad@blacksburg.gov>

    • From:  Jenna Sharer 

    • That would be perfect! Thank you so much! You all are located downtown, is that correct?

      Best,
      Jenna
       

    • Subject: ​Re-initial meeting with sponsor

    • Date: Sept 14, 2017

    • To: Jenna Sharer

    • From: TSarver@blacksburg.gov

    • We are located at 300 Clay St.  At the corner of Clay St. and Draper Rd. See you on Monday.

      Thanks
       

    • Date: Sept 18, 2017 - Meeting Summary 

    • At this meeting, we met with our sponsor, Sgt. Sarver and his boss, Lt. Goad.  We discussed our first deliverable which was the awareness booth.  Sgt. Sarver and Lt. Goad always direct the Free Ride Fridays in partnership with Hooptie.  They loved the idea of being able to promote this Free Ride Friday and the NHLB organization.  This was also our kick off meeting with the sponsor.  It was a great way to kick off our project and make sure we were on the same page!
       

  • Email string regarding flier approval, booth confirmation, and percentage night idea:

    • Subject: No No Left Behind Update ​

    • Date: Oct 2, 2017

    • To: Thomas Sarver , John Goad  

    • From: Jenna Sharer

    • Hi Sgt Sarver,

      I wanted to thank you for meeting with me and Tim regarding our project. We really appreciate your support. We have reserved the space outside of Sharkeys for October 19th from 9pm-2am. However, I don't anticipate us staying that late. We are meeting as a group this week to design the flyer, so I should have that out to you for approval later this week or early next week. Please let me know if you have any questions and thank you so much for your continuous support.

      Best,

      Thomas Sarver
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 4, 2017

    • To: Jenna Sharer

    • From: Thomas Sarver 

    • Ms. Sharer,

      Sounds good.

      Sgt. Tommy Sarver
      Blacksburg PD
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 5, 2017

    • To: Thomas Sarver , John Goad  

    • From: Jenna Sharer

    • Hi Sgt. Sarver,

      Attached is our flyer draft.  Please let me know your thoughts.

      Thanks,

      Jenna Sharer
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 5, 2017

    • To: Jenna Sharer

    • From: Thomas Sarver 

    • Ms. Sharer,

      This looks great.  Can you email me your phone number again please.  I will give it to the night shift supervisor so they can get you a table, some chairs (tell me how many you want) and possible a tent for the night of the 19th .

      Thanks,

      Sgt. Tommy Sarver
      Blacksburg PD
      (540) 443-1438
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 8, 2017

    • To: Thomas Sarver 

    • From: Jenna Sharer

    • My cell number is (703) 927-9220. We would possibly need 5 chairs if possible.

      Thanks!
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 10, 2017

    • To: Jenna Sharer

    • From: Thomas Sarver

    • Ms. Sharer,

      I will pass your information on to Lt. Brewster, he is working that night.  He will have an officer meet you outside of Sharkey’s at 9pm with a table and some chairs.  They will also bring some giveaways for you to hand out.
      Sorry it took a few days to get back with you.  I had training yesterday.  Just let me know if you need anything else.

      Thanks,

      Sgt. Tommy Sarver
      Blacksburg PD
      (540) 443-1438
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 10, 2017

    • To: Thomas Sarver 

    • From: Jenna Sharer

    • Hi Sgt. Sarver,

      We would like to increase the scope of our project.  Some of our ideas include an additional fundraising event/percentage night, a Facebook page revamp, and the facilitation of a purchase and/or installation of an additional charging station at a new downtown location.  We would like to set up a meeting to discuss these potential inquiries if you have any availability in the coming weeks.  Aside from this, we were hoping we could discuss a budget for printing the colored fliers before next week.  However, if you cannot fund this, all of our group members can pitch in and it would not be a big deal.  Let me know your thoughts.  

      Best regards,
      Jenna Sharer
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 10, 2017

    • To: Jenna Sharer

    • From: Thomas Sarver

    • Ms. Sharer

      I see what I can do about paying for the fliers. Is there a time today or tomorrow I can give you a call?  I'm at the hospital on a call right now. Later today would be better for me.  

      Thanks
      Sgt. Tommy Sarver
      Sent from my iPhone
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 10, 2017

    • To: Thomas Sarver 

    • From: Jenna Sharer

      I am free today around 4 and very wide open tomorrow. Let me know what works best for you.

      Thanks again!
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 11, 2017

    • To: Jenna Sharer

    • From: Thomas Sarver

      Sorry, I was slammed yesterday and I am now, I hope free, let me know when I can call you.

      Thanks,
      Sgt. Tommy Sarver
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 11, 2017

    • To: Thomas Sarver 

    • From: Jenna Sharer

    • Would you be free around 4:30 or 4:45?

      Thanks,
      Jenna
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 11, 2017

    • To: Jenna Sharer

    • From: Thomas Sarver

    • 4:30 Will work.  I’ll call you then.
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 12, 2017

    • To: Thomas Sarver 

    • From: Jenna Sharer

      I reached out to A-1 copies in the university mall and they gave us a quote for $0.50 per page in color printing.  If we do this, we can get 100 pages printed (200 fliers) for $50.  I think 200 fliers would be a good number if you're comfortable spending $50, but if not, we could totally do 100 fliers.  I think a few other group members are going to call around a few places, but I'd figure I would share this with you!
       

    • Thanks so much,
      Jenna Sharer
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 12, 2017

    • To: Jenna Sharer

    • From: Thomas Sarver

      I can print the 200 fliers here at the PD.  It will cost you nothing.  I will try and get them done today and leave them in an envelope at the front window and you can pick them up today or tomorrow.  I looked at shrinking the image down to put two on a page and it is going to be too small.  I will email you when I have them printed.

      Thanks,
      Sgt. Tommy Sarver
      Blacksburg PD
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 12, 2017

    • To: Thomas Sarver 

    • From: Jenna Sharer
       

    • Wow that is such great news!  Thank you so much.
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 12, 2017

    • To: Jenna Sharer

    • From: Thomas Sarver
       

    • I will let you know when I have them done.
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 12, 2017

    • To: Jenna Sharer 

    • From: Thomas Sarver 
       

    • Ms. Sharer,

      I have 200 of your fliers printed and they will be in an envelope at the front window of the PD with your name on it.  May be two envelopes.  If you decide that you need more I can print them next week or later today.

      Hope this helps you class out.

      Sgt. Tommy Sarver
      Blacksburg PD
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 12, 2017

    • To: Thomas Sarver 

    • From: Jenna Sharer

      Thank you so much.  I really appreciate you doing this and your support overall.  Let me know what you think about our other ideas when you get the chance.  I will pick up the fliers later today.

      Thanks again,
      Jenna
       

    • Subject: No No Left Behind Update ​

    • Date: Oct 16, 2017

    • To: Jenna Sharer 

    • From: Thomas Sarver 

      I think that a percentage night would be a good idea.  We would have to make sure that it was clear that it would apply to food sales only.  We would not want to encourage that the sale of alcohol would apply to this event.  This way the money generated from the food sales could be put into the NHLB account to purchase/promote other Free Ride Fridays or to pay for any repairs on the charging stations that are already in use if one should stop working.  If I can help you with this let me know.

      Thanks,
      Sgt. Tommy Sarver
      Blacksburg PD
      (540) 443-1438

  • String of emails regarding booth success, percentage night requirements, and meeting set-up:

    • Subject: Booth Success and Expansion

    • Date: Oct 22, 2017

    • To: Thomas Sarver , John Goad, Mahnoor, Tim, Aaron, Andrew 

    • From: Jenna Sharer

    • Good Evening Sgt. Sarver,

      I wanted to give you an update about our No Hokie Left Behind booth.  It went really great on Thursday night.  We handed out every single flyer in about 2 hours, people loved hearing that they could get a free ride the following evening, and downtown was very busy.  I think the timing was great, as well as the giveaways you gave to us to hand out.  Please send our thanks to your team for being so helpful in getting us the materials on time.  I walked past the Hooptie set up on Friday night and it looked like everything was running quite smoothly.  

      In regards to expanding our project, we would love to do a percentage night at Moe's.  Typically they do them on Tues/Wed/Thurs, but they set the date depending on when we turn in all the forms.  We were told the forms need to be done by you (because you are a sponsor of the organization), but you could do it over the phone if that works better.  They give us a percentage of the money that night depending on how many people show up and how much money they make. 

      In addition to the percentage night, I know we spoke about the social media re-vamp.  My group is still very interested in doing this for you, as well as creating a Wix website for you all to use.  We were thinking of creating several new cover photos for Facebook, a Facebook profile picture, and social media calendar for Facebook that would have new things to post for several consecutive days (we believe this is a great social media campaign method).  I know you mentioned you don't know who has ownership of the Facebook account, but we were thinking of creating all of this for you to use so at any point in time we can be of help 

      If you would like to chat about this, I would be more than happy to do so just let me know what works best for you!  We really appreciate your support throughout this whole process.  Thank you very much.

      Best,
      Jenna Sharer
       

    • Subject: Booth Success and Expansion

    • Date: Oct 27, 2017

    • To: Jenna Sharer 

    • From: Thomas Sarver

    • Ms. Sharer,

      Do I need to contact Moe’s to get the forms?  If I have to get them, I could have them filled out by Monday of next week.  What day would you want to do the percentage night?  In reference to the social media re-vamp it would probably be good to meet one day next week and discuss it with Lt. Goad.  I think that most mornings would work OK for us but if you want to come to the PD give me a few dates to choose from over the weekend.

      Thanks,
      Sgt. Sarver
      Blacksburg PD
       

    • Subject: Booth Success and Expansion

    • Date: Oct 29, 2017

    • To: Thomas Sarver

    • From: Jenna Sharer

    • Hi Sgt Sarver,
       

    • Any chance you could meet Monday morning (tomorrow)? Another group member who is leading the percentage night is going to send you the percentage night forms and information via email.
       

    • Thank you,
      Jenna Sharer
       

    • Subject: NHLB Percentage Night at Moe's

    • Date: Oct 29, 2017

    • To: Thomas Sarver

    • From: Mahnoor Malik 

    • Good afternoon Sargent Sarver,

      I hope this email finds you well! My name is Mahnoor Malik and I am working with Jenna Sharer who has been in contact with you about our No Hokie Left Behind project for our Project Management course.

      As discussed, as part of the project, we would like to hold a percentage night at Moe's. I am attaching the forms required to do so below. To be approved, we need a W-9 form filled out as well as information about the organization we are working with. 

      If you prefer, I also have a physical copy of these forms which can be given to you during the in-person meeting set up with Jenna later this week.

      Please let me know if I can provide you with any further information regarding the percentage night. Thank you so much for all of your cooperation and help thus far.

      Best,
      Mahnoor Malik 
       

    • Subject: NHLB Percentage Night at Moe's

    • Date: Oct 30, 2017

    • To: Mahnoor Malik  

    • From: Thomas Sarver
       

    • I will try and get these completed this afternoon.  I will email them back to you when they are done.

      Sgt. Sarver
      Blacksburg PD
       

    • Subject: NHLB Percentage Night at Moe's

    • Date: Oct 30, 2017

    • To: Mahnoor Malik  

    • From: Thomas Sarver
       

    • Here are the forms that you need for the percentage night.

      Let me know if you need anything else.

      Thanks,
      Sgt. Tommy Sarver
      Blacksburg PD
      540-443-1438
       

    • Date: November 8, 2017 - Meeting Summary 

    • At this meeting, Sgt. Sarver was not able to attend, but his boss, Lt. Goad, who is the main contact for NHLB was able to meet with us.  We mainly discussed the success of our awareness booth and the Free Ride Friday we promoted at our booth.  We also discussed our intentions for the percentage night at Moe’s and our social media re-vamp.  Lt. Goad was particularly impressed with our social media re-vamp and the social media calendar we would be providing him with.  We were able to discuss everything and get our charter and scope approved.  It was a very successful meeting.
       

    • Subject: NHLB Percentage Night at Moe's

    • Date: November 27, 2017

    • To: Sgt. Sarver and Lt. Goad   

    • From: Jenna Sharer
       

    • Hi Lt. Goad and Sgt. Sarver,

      I have forwarded you the Moe's Percentage Night ads.  The black and white one will need to be show on the customer's phone or printed out.  We are in the process of creating a facebook event with all the information, which I will send you the link when it's finished.  We are also in the process of creating the social media posts and I will send you those for approval within the next week or so!  Thank you again for taking the time to work with us.  We really appreciate your time and support.

      Best,
      Jenna Sharer
       

    • Subject: Re-NHLB Percentage Night at Moe's

    • Date: November 28, 2017

    • To: Jenna Sharer 

    • From: Sgt. Sarver and Lt. Goad   
       

    • Ms. Sharer,

      This looks good.

      Thanks,
      Sgt. Sarver
       

    • Subject: Expansion 

    • Date: November 28, 2017

    • To: Jenna Sharer 

    • From: Lt. Goad   
       

    • Ms. Sharer,

      I have looked over the Project Charter that you have forwarded to me.
      I think you and your colleagues have done a tremendous job with all you have done so far. The future projects look very promising as well.
      I fully approve of your efforts so far I this endeavor. I look forward to working with your group through the rest of the program..

      Social Media Posts and Feedback:

    • Subject: ​Social Media Calendar 

    • Date: December 3, 2017

    • To: Sgt. Sarver and Lt. Goad

    • From: Jenna Sharer 

    • Hi Lt. Goad and Sgt. Sarver,
       

    • I have attached the social media calendar for the social media posts.  Please take a look and let us know if they look appropriate.  Also, I was wondering if you could provide us a little feedback at this point in the project-- overall how we're doing, any recommendations, etc.  We will also need a final review within the next week and a half once the entire project is wrapped up, just to keep in mind.  At this point everything is going really smoothly.  I believe I never sent you the link to our project website with all of our Project Management documents.  Here is the link:

      https://mahnoorieee.wixsite.com/nohokieleftbehind

      We are looking forward to the Percentage night on Wednesday at Moe's.

      Thank you so much again for all your continued support.  We are quite happy with how this project is going.  Let me know if you have any questions.

      Best,
      Jenna Sharer
       

    • Action Required: NHLB Final Week 

    • Subject: ​Final Notes and Feedback Survey

    • Date: December 4, 2017

    • To: Sgt. Sarver, Lt. Goad, Mahnoor, Tim, Andrew, Aaron

    • From: Jenna Sharer 

    • Hi Lt. Goad and Sgt. Sarver,
       

    • Good afternoon Lt. Goad and Sgt. Sarver,
       

    • I wanted to give you the final updates for our project.  We have our percentage night at Moe's tonight from 5-8pm.  We hope to see you there!  One of our group members will be there the entire time.  His name is Aaron Fraites.  

      We would really appreciate feedback as our professor is requiring it for our final project.  I have created a survey and would really appreciate your responses as soon as possible or by Thursday night at the latest.  Here is the survey: https://docs.google.com/forms/d/e/1FAIpQLSf2z-O2KKXJKJVpA9B1AorHzAXttxhEW4DTxq1cR-PqRZ1ljg/viewform?usp=sf_link

    •  

    • As we briefly mentioned, we have created a baseline website.  It is very simplistic and not ready to be posted.  Part of our project is to make it sustainable, and our professor loves helping NHLB out and encouraging a group every semester in his class to help you all.  Here is the link to the website: nohokieleftbehind.wordpress.com

      We are providing all of this information to our professor as well as the login information for the website so that a group next semester can pick up where we left off and help to make you all a fabulous website!  In case you want it, the email associated with the account is "jenna96@vt.edu".  The current password is: "nohokieleftbehind2017!"

      We have really enjoyed working with you all this semester and we would like to thank you for all of your support throughout the course of the project.  Please let us know if there is anything else we can do for you all, particularly with the social media calendar I sent a few days ago.  Thank you again.

      Best,
      Jenna Sharer

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