COMMITTEE PROCEDURES FOUND HERE ARE:

PROJECT REQUIREMENTS

ACTION PLAN SECRETARY

STREET CARNIVAL PLANNING

Catering Coordinators Job Description

Catering Coordinators Job Description – Chip Van

LIONS CHIP VAN OPERATING PROCEDURES

Timelines for Citizen of the Year

Ham Wheel PROCEDURES

MEMBERSHIP COMMITTEE RESPONSIBILITIES

THE BULLETIN EDITING

Procedure for looking after Caravan Park

MEDIA TEMPLATES

PROJECT REQUIREMENTS

All projects must be ratified by the Lions board or at a Lions meeting and copies of all correspondence must go to the secretary to be approved by the board.

If you have an idea for a project, or have one planned, all projects must be approved at a Lions board meeting or at a Lions dinner meeting before they are started. This applies to all those projects that are renewed annually.

There are reasons for this – if they are not, then the project is not a Lions project and will not be covered by lions Insurances and Policies.

Requesting funds for a project.

Any Lions committee can request funds from the Lions club or from outside sponsors for a project, but must be presented to, and approved by a Lions board or a Lions dinner meeting before the monies are spent. Copies of all correspondence must go to the secretary to be approved by the board.

ACTION PLAN SECRETARY.

Each Month

Wednesday before the first dinner meeting – send out Notice. Attach minutes and any important agenda.

Monday give numbers to hotel

Wednesday dinner meeting – Agenda. Any letters to be handed around to members, diary. Keep minutes.

Thursday – send out Board Meeting Notice for next Monday; attach the last board minutes and new correspondence.

Monday Board Meeting– Agenda and correspondence book. Take minutes.

Follow up on what has to be done by the minutes and write them up.

Wednesday – send out Notice for next dinner meeting – put on the notice if it is a mixed night. If not a mixed meeting, minutes of the last board meeting may go out now.

Monday give numbers to hotel

Wednesday dinner meeting – Agenda. Any letters to be handed around to members, diary. Keep good minutes. Remember – minutes can end up a letter to an unknown judge.

STREET CARNIVAL PLANNING.

Plan Date – usually the last Wednesday of the school term – idea is to invite the schools to put on their end of year concert so that it makes an evening for everyone.

September - invite schools concert letter - [1 Letter Invite Schools.]

October – invite exhibitors to street carnival - [1 Letter invite Exhibitors-Charity]

· Invite businesses to join us – [1 Letter Invite Businesses]

· Invite schools to participate in the art competition - [1 Letter Art Schools competition.]

· Contact organizations for lights (New Hope), street closure (police, council), power outlets (businesses), stage, entertainers, Santa, street cleaning, and security.

· Organise our own stalls – Ham Wheel and Steak Burgers committees.

· Plan advertising – letter drop, newspaper.

· Plan entertainment.

November – after examining their applications and endeavouring to have all stalls different, reply to the above accepting their applications and explaining the evening.

December – Street carnival organise

– Sites,

· Power,

· Entertainment.

· Thank you to organisations - [Certificate carnival appreciation.]

· Contact winners

STREET CARNIVAL TIME LINE - MEETINGS

Meeting 1

Delegate Members To Look After:

Site Plan

Power And Lights

Letters To Organisations

Street Closer

Entertainment

Meeting 2

Examine

Organisations Apps Themes

Site Plan

Night Agenda

Site Delegation

Power And Lights

Entertainment

Carnival Roster

Site Control

Security

Catering

Ham Wheel

Entertainment

Cleaning

Send A Thank You To All Involved

Catering Coordinators Job Description

1. Ensure all equipment is in a good serviceable condition.

2. Make a roster available as early as possible to ensure sufficient members are available to carry out job. Organise members to tow necessary equipment to and from catering Jobs.

3. Keep a supply of drinks available – try to buy these when on special – Coke, Coke Zero, Lemon, Orange, Lemonade – make sure these are not out of date – especially the coke and coke zero

4. Organise food supplies for catering jobs: -

Monday before a catering event

· IGA Rosewood

· Order the meat from the butcher at IGA - remind how you like to have it cut and arrange pick up date and time

· Order onions, tomatoes, coleslaw and eggs from the Produce area manager and arrange pick up date and time

· If bacon is required, order from the Deli area manager and arrange pick up date and time

· Rosewood Bakery

· Order bread rolls from Bakery and arrange pick up date and time - as close as possible to the start of the job

· Plaza Takeaway (across from Royal George Hotel)

· Order shredded lettuce from Deb and arrange pick up date and time.

5. The day before picking up any food start the cold room to allow it to cool down.

6. After picking up food make a list of the stock on hand (spread sheet available).

7. At the finish of the job make a note on the above spreadsheet of left over stock and record usage for future reference.

8. At the finish of the job pack up and have all helpers return to the shed to help clean up and pack equipment away in its correct place.

9. Pack up any leftover meat into bags of 5 steaks each and 10 sausages each before freezing to make it easier for future use.

10. All other leftovers can be distributed between members helping out at job.

11. Ensure all equipment is cleaned and any maintenance required is actioned as soon as possible

12. Ensure all non-perishable consumables are replenished e.g. sauce, serviettes, clamshells, coffee cups, detergent etc. Also ensure any empty gas bottles are replaced.

13. At the end of the day gather all workers at shed, have a few drinks on the club and have a good time.

Catering – Chip Van

1. Ensure all equipment is in a good serviceable condition. Any issues the gas equipment contact Russell Gill (Pat’s son) 0407 126 993.

2. Make a roster available as early as possible to ensure sufficient members are available to carry out the job. Organise members to tow the chip van to and from catering Job.

3. Check spread sheet for stock on hand and estimate stock required for the job.

4. Check there is sufficient oil for the job. It takes approximately 25 litres to fill the cooker.

5. Order chips and oil (if required) from City Country Distribution Foodservice 1300 736 744. We have an account with them. They will deliver to shed at an agreed time (make sure they have your correct contact phone number). Make sure this is done 3-4 days before you require the stock.

6. Check supply of cups, salt, sauce, vinegar and serviettes. Cups and serviettes are purchased from Christon Packaging at 2/230 Brisbane St West Ipswich. Use sauce from the catering trailer and replace after job. Restock supplies from IGA if required.

7. After cooking is completed, oil must be drained into the stainless bucket and filtered into oil keg.

8. Return all equipment to the van and have all workers return to the shed to complete the clean up.

9. Make sure all equipment is returned to its rightful place.

10. Sit back with your fellow workers and enjoy a drink and have a good time.

LIONS CHIP VAN OPERATING PROCEDURES

1. FILLING & STARTING THE COOKER.

Fill the clean vat with cooking oil [cottonseed] [20 ltr] to the mark on the back panel of the vat. Check that the gas bottle is correctly connected and that there are no leaks and turn it on at the bottle.

* UNDER NO CIRCUMSTANCES LIGHT THE COOKER WITHOUT OIL IN IT *

Open the door in front of the cooker.

Push the BLACK control knob in and turn anti clockwise to the position marked *[pilot].

With the knob held in, manually light the pilot lights [2] holding the knob in until the lights remain lit on their own. This may take a few seconds depending how much gas is in the line.

Once the pilot lights are working well, the setting of the main burners can occur.

Rotate the knob to the position marked with a GAS FLAME. Main burners will now ignite automatically from the pilot lights and a low roar will be heard and heat will be felt from the flue at the back of the vat.

Set the temperature control knob to 180c [no more] and the oil will reach cooking temperature in 15 – 20 minutes.

NOTES ON COOKING CHIPS.

Now the cooking starts by half filling the baskets with chips and placing them into the hot oil. Do not overload the cooker as it will cool the oil down and slow the cooking, reduce the volume of chips for sale and a lineup will occur. Give them about 2-3 minutes and when the bubbling stops; lift them out and hook them up while you empty the other basket and get it filled again. Put them back in for a few minutes until golden brown. The trick to get crisp golden chips is to cook them twice. Chips are ready when they float and rustle when shaken in the oil. When the chips are cooked [Golden Brown] lift the basket out of the oil, shake the basket a little and hook it on the bracket so as to drain as much oil off the chips as possible. Try not to leave cooked chips waiting, as they will go soggy.

Do Not Salt Cooked Chips. If the chips are salted whilst waiting to be packaged and then sold they will go soft and soggy and the customers will not be happy. Let the customers do the salting and saucing etc.

It is a good practice to have bags of frozen chips opened and thawing to reduce the amount of water that ends up in the cooking vat. A spatter will occur if too much water is with the product and the oil will become unusable.

*DO NOT COOK ANYTHING OTHER THAN CHIPS IN THE OIL IN THE VAT *

2. DRAINING THE OIL FROM THE VAT

At the end of day when all cooking is finished, turn off gas at the cooker and at the bottle.

Allow the oil to cool somewhat before attempting to drain the vat.

Connect the drain outlet [curved pipe extension] and place the Stainless Steel Bucket under the outlet on a piece of carpet. Turn the tap on and let the oil flow into the bucket to about two thirds full.

Be careful the oil will be HOT, use oven mitts to carry and hold the hot equipment.

With a Filter paper and funnel positioned on the oil keg strain the oil back into the keg. Repeat the process until the vat is empty. If the filter paper clogs change to a new one.

After procedure is complete, loosely fit the keg seal until oil is completely cold then tighten.

The oil can be used repeatedly, but keep checking so as to prevent burning of the product with old oil. Customers will not appreciate burnt and bad tasting product.

Discard the oil when it becomes frothy or dark or the product does not crisp up. Tasting the oil is a good way of tasting for “Off Flavour”

Place all used equipment in the Bain Marie trays until completely cool. Leave until later, to be completely cleaned with HOT SOAPY WATER.

3. CLEANING THE EQUIPMENT & THE VAT

Use only Laundry powder [one – two scoops to clean the cooking vat].

Fill the vat with water, and use the same procedure that is used to heat oil, to warm the water in the vat. Do not over heat otherwise it will be too hot to place your hands in to scour the baked on fat off the inside of the vat. Completely wash the whole of the interior of the vat using cloth and metal scourers.

The van and Bain Marie can be wiped over with the soapy water out of the vat so it is ready for use on the next project.

When the vat is emptied of soapy water, place the bucket under the outlet tap, and turn it on, get a hose out and wash the vat in cold water to clean out any residue soap powder.

When finished, wipe over with dry towel and place the green towel over the grill in vat to prevent anything falling into vat [e.g. dust, dirt, insects etc].

Other equipment [scoop, baskets, trays etc should be washed in hot detergent water, dried and replaced in Bain Marie ready for future use.

After all is finished place the white cloth over the Bain Marie and the vat to try to keep it dust and dirt free.

IMPORTANT DO’S & DON’TS

UNDER NO CIRCUMSTANCES LIGHT COOKER WITHOUT OIL IN IT

DO NOT COOK ANY OTHER PRODUCT IN THE VAT

COOK CHIPS ON 180c NO MORE

CLEAN ALL EQUIPMENT AND VAT IN HOT WATER AFTER EVERY USE

Timelines for Citizen of the Year

1. Prepared memorandum to be mailed to community groups late September. Decided to commence the function at 9.15 am instead of 9.00 am. This fitted in with the Citizenship Ceremony organiser.

2. Check list of community groups in Rosewood District using Rosewood & District Business and community groups in latest July edition.

3. Organise the current year Nomination Form from the last year’s version.

4. Mail our memo and nomination form to community groups by end of September.

5. Organise judges and note their contact details.

6. In late September or early October, meet with Moreton Boarder News (MBN) to discuss when initial advertisement should be in MBN, how many times and an article. At the same time, check when MBN needs it in January 17 the results of judging and photographs for an article in January 17. Also discuss the wording of an advertisement to be published cover the Citizen of Year and Citizenship Ceremony plus once or twice. Following meeting with MBN four advertisements on editions (e.g. 21/10, 28/10, 11/11 and 18/11 at cost of $20.85 each). On Friday before Australia day, 2x5 colour advertisement to include Citizenship Ceremony as well. Cost $105. Send MBN by 8 January for 13 January MBN edition, a photograph of each nomination plus photograph of them. Notify MBN of winner closer to the time.

7. Discuss with Club the trophy for winner; where from and when. Pick out a trophy from Trophies R Us from about $50 to $80 (Paul Devey). Sort out when engraving can be done. They also have a Lions badge to add to the trophy. Phoned Paul Devey on 24/10. The business closed from 17 December until New Year. Told him I would call in in the next week or so and selected a trophy. The name of the winner would not be available until early in January.

8. Discuss with the Club about gifts for each nominee.

9. Organise engraving of winner’s trophy in early January.

10. Organise with the Club the certificates in frames and gifts. Once the winner is known prepare the winner’s certificate.

11. Organise what to say on 26 January at the Ceremony and double check that MBN is available for the Australia Day Function.

Ham Wheel PROCEDURES

Consult with the club on how many draws are needed (40).

How many prizes (1st ham, 2nd small Christmas cake).

How many (Number) of tickets to sell per draw (100).

And the price of each ticket ($1@).

Order the hams about 4 weeks before the event, ask for the very best price and tell them it is to raise money for the community.

Remind the cake chair that a similar number (40) small cakes need to be set aside for the carnival.

Organise a Ute to be used as a platform for the screen and computer, or wheel to work the wheel. (The Royal George has a wheel we may use; ask them some weeks before event).

Remind the Lion Tamer that the PA system will be needed and organise someone to bring it or bring it yourself.

Arrange for the ham pick up on the Carnival day, and have small cakes available.

The computer is attached to the screen and set up on the back of a ute in the street or the wheel is tied to the ute so it won’t fall.  You will need practice so I suggest take it home and have some goes with it. Best to set the forty spins in the memory and you just pick them up as you go.

MEMBERSHIP COMMITTEE RESPONSIBILITIES:

Membership Director:

The membership director serves as the chairman of the membership committee. Responsibilities of the membership director include development of membership growth programs, implementation of recruitment and retention programs and preparation of orientation sessions.

THE BULLETIN EDITING

This is the way I do it – you are free to change it to your ideas. Ivan.

1. Collect all stories and save to separate word documents.

Story 1, story 2 etc. I edit them and set them out at this stage, so that I only have to insert them into my final document.

Format rules

Headings in New Times Roman font size 20 bold

Body in Calibri font size 16 bold

Photos Save and edit in Preview as a PDF. If you have a copy of a newspaper or similar it is better to Save as PNG, but does use a lot more file size, but the end result will be clearer to read the typing. I insert them and then Format them as in Layout as Tight. You can edit them here, such as box or soft edges etc. Once on the Word page, size them and put them in their places. Add all the fancy stuff here, such as boxed headings, colours etc.

2. Once collected and ready to assemble:

Open a New Blank Document (final document) and Insert them as Files in the order you want them.

I do the front-page separate from a kept template I have made earlier, just update it and insert it at the beginning of your final document.

Now I do an over all check on spelling grammar and layout on the final document. I check it at 50% size and you can see any anomalies easily in the layout. Keep saving all the time as you go.

Once you are happy with everything and it is final. I Save it as a PDF. This can then be modified to a small size to send on. To do that, open the PDF page and go File, Export and in Quartz Filter click reduce File Size and then Save. This is the file you can then send by email, save on the webpage, etc, as the size of the file will be reduced.

PROCEDURE FOR LOOKING AFTER CARAVAN PARK

1. At hand over - hand over bag containing diary, receipt book, keys and phone with charger.

2. Brief the on coming member the status of the park. Registration list of vehicles in park.

3. Ensure the phone is kept charged and with you at all times.

4. Write any bookings in diary and registration of vehicles in the park.

5. When people ring take their booking or inform them to set up anywhere in the designated area.

6. Inform people the rules e.g. Dogs must be registered and kept on a leash, as there are horses in the area.

7. Between 5 & 6 pm collect money and issue receipt. Please wear Lions shirt for identification.

8. Bank takings weekly, there is a deposit book in bag.

9. Check for unregistered arrivals daily

10. Check ablutions block and restock consumables when required - stock kept in shed.

11. Report any problems e.g. Cleaning of ablutions, full bins, vandalism and maintenance to council.

MEDIA TEMPLATES

MEDIA ALERT

The (Insert Club Name) Lions Club Is Holding Xxxx Or Whatever It Is E.G. The Opening Of Something, A Meeting, Etc.

What: (Title Of Event)

Time:

Date:

Location:

Guests: Xxx Title And Name

Xxx Title And Name (As Above)

Include some (brief) background information about the event that you think will be of interest to the media and their audience. You can also mention if someone will be available for interview, if refreshments will be served and when this will be, and also if parking is/is not available. Provide simple directions for parking and if it is not available suggest an alternative wherever possible. It is also a good idea to appoint someone to greet the media when they arrive and to introduce them to guest speakers or people available for an interview. The media alert should never be more than one page in length.

CONTACT:

[Insert Name]
[Insert Position Of Contact Within The Organisation] [Include Contact Details Including Mobile Phone Number]

MEDIA RELEASE

Insert Heading Here (Centred, Arial Narrow, Size 20 Bold)

The first sentence contains 26-34 words answering as many who, what, where, why, when and how questions as possible.

When writing a release think of an inverted pyramid whereby the most important news is at the top descending in importance as the story progresses.

The text type used in the body of the release is Arial narrow, size 12, aligned left. Never use more than one or two sentences per paragraph.

You don’t need quotation marks at the end of a paragraph if the person is quoted again in the next paragraph. E.g.

“We were so close to winning,” he said. “We had a tail wind behind us.

“Then the wind dropped and we stalled.”

Both single and double quotation marks are commonly used. If you use single quotation marks for direct speech, switch to double quotation marks for quotes within quotes and emphasis, and vice versa.

“I wish I had invented Nike’s ‘just do it’ slogan,” said Jane.

‘I wish I had invented Nike’s “just do it” slogan,’ Jane said.

Note that the comma always goes before the quotation mark.

Never go over a page in length (the idea is to interest the journalist and not bore them to tears!)

Always include the following:

-Ends-
100% of all fundraising goes back into the communities we serve.

CONTACT:

[Insert name]
[insert position of contact within the organisation] [include contact details including mobile phone number]