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- Please read and understand your role early and often! The Chairperson/s are happy to answer any questions you have. We only ask that you read this page all the way through, and that you review this committee's report from last year, a PDF file at the bottom of this page, before proceeding.
- Your committee members will bring all sorts of creative ideas to your committee. So try to recruit volunteers before the end of the school year as it may be hard to wrangle volunteers once school begins. Stay in touch with your volunteers over the summer.
- We would like to store as many of the Spaghetti Supper documents on this website as possible, so please keep an accurate electronic record of your progress as you go.
- Once the Chairperson/s set the first Spaghetti Supper meeting in late August or September, schedule your own committee meeting in September.
- Please attend all Spaghetti Supper meetings, sending a representative only if you cannot attend. Your attendance helps you and the rest of the committees.
- If you make use of you committee binder, add a printed coy of you report and copies of any documents and be sure to return it to the Chairperson/s at the wrap-up meeting after the supper.
- Remember that this year's Spaghetti Supper will be followed by other Spaghetti Suppers. It is imperative that we protect the relationships with local companies, donors and supporters. Other school organizations like the CEF and CSA may also depend on the relationships with these companies. Be sure your representative is professional, prepared and follows though to show our gratitude for support in years past and to keep the relationship strong for future years.
- Send an electronic copy of your report and any support documents including photographs, PDFs of documents and/or templates for future chairs to use, to the Spaghetti Supper Chairperson and Class Treasurer.
- Have a great time!
Grazie!
Procurement Committee Responsiblilities
- Facilitate and coordinate the acquisition of all purchases and donations, excluding raffle items. Each committee is responsible for getting most of their own food ingredients but procurement plays a coordination role in this effort.
- Review, update and distribute master list of purchases and donations, itemizing who gets what from where and whether it’s a donation or purchase. Point out that some committees get donations for other committees. (e.g. Sauce committee gets oil for garlic bread team from Pastene)
- Check bins to see which supplies are left over from the previous year.
- Procurement chair or a delegate should contact Whole Foods on behalf of sauce and salad committees in early May to place a combined request for both meat and salad items. This is the only direct solicitation for ingredients that should be made by the procurement chair.
- Purchase necessary items from Costco or other stores
- Distribute items to appropriate committees as needed.
- Keep track of all (non-raffle) donations on an on-going basis to help committees identify additional stores if initial contact doesn't work out.
- Collect leftover supplies a few days following the Spaghetti Supper and save in bins for next year.
- Provide final list of all donors to 6th grade teaching team and to those drafting Spaghetti Supper program for recognition and for students to write thank you notes, respectively.
Procurement Committee Timeline
Late Spring
Summer
September
October
Follow Up
- Review last year's procurement item list. (see attached files)
- Attend the initial Spaghetti Supper meeting to discuss the plan
- Distribute inventory list, procurement list, and donor list to committee chairs via email (see attached spreadsheets)
- Get large bins from the Committee Chair with leftover supplies.
- Meet with Sauce, Salad, Beverage, and Bread committee chairs to review who is going where for donations and establish strong lines of communications so teams aren't soliciting the same stores for different items. Clarify which items committees are getting for other committees (i.e. veggies, spices, oil have overlap for several committees)
- Committee chairs should bring any conflicting contact information they find in their committee binder to the attention of procurement so information is updated in master sheet.
- Confirm ingredients needed from sauce (recipe may change) and salad teams and approach Whole Foods for large donation in May.
- Communicate Whole Foods response ASAP so teams can go on to plan B if turned down!
Summer
- Establish supply needs from all committees and Contact Costco for donation for paper supplies, spices, and butter.
- Update procurement list as donations come in.
September
- Deliver re-usable items to the committee chairs, i.e. ladles, spray bottles, raffle signage, cheese shakers from the bins in the storage shed
- Make shopping list for non-perishable items that need to be purchased.
October
- The Friday before the event purchase all items needed from Costco (including the butter) and deliver to the appropriate chairs.
- Collect leftover items from committee chairs to put in bins for next year. Document inventory.
Follow Up
- Inventory remaining supplies and update list for chairpersons
- Transfer remaning (nonperishable) supplies back to storage shed
- Email Food Service Director to thank then for their help as well as student and parent volunteers
- Complete and submit final committee report to chairpersons
PDF's of Past Procurement Committee Reports
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finalprocurement2015.xlsx |
2014_SS_ending_inventory.docx |
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2007_ss_procurement_report_&_documents.pdf |