I. Fostering Community

Fostering community in the Department

II. Committees Key to Success

1.  Procurement Committee: The purpose of this committee is to be responsible for the setup of the meal. Details that will be addressed include selection of the provider of the meat, beverages for the meal, paper/plastic materials for consuming the meal, as well as soliciting food—or money in lieu of—from members.
2.  Decorations and Logistics Committee: This committee’s task lies in locating inexpensive decoration and devising a decorative scheme for the event. This also includes locating long tables for placement in the cafeteria, establishment of key “dining areas” in the building .
3.  Kindness Committee: The purpose of this committee is to facilitate the canned food drive, ensuring we meet the set goal of canned food items needed.
4.  Entertainment Committee: This committee’s task is to ensure that entertainment in the form of games, guest speaker, and singing is provided for.
5.  Clean-Up Committee: An enviable task, the committee has the responsibility for handling to-go plates, coordinating quick and efficient clean up.

III. Procedure

1.  Meet with our respective staff and invite them to participate in the Celebration to take place on December 9, 2005.  Use the flyer in the last section of this handout. This is a celebration of community focused on celebrating our inter-connectedness. There are 3 main pieces of information that should be shared; they include;
   1.  Deadline for signing up for food to bring (or in lieu of food, $5 to help defray costs) or choosing not to participate. Share the deadline time and date of 4:00pm, December 2, 2005.
   2.  Canned food drive and what the target goal is as established by administrative staff.
   3.  Importance of exemplifying a spirit of community that recognizes how critical we each are to each other and what our common goal is.
2.  After the initial meeting, as directors, we each have specific committee tasks. Please report problems/concerns so that we can all help each other. We will achieve our goals. Soliciting staff assistance in achieving your committee’s goals.
3.  Provide reminders to staff on a regular basis at staff meetings and through Outlook reminders.
4.  Volunteer ideas—don’t be hurt if they aren’t implemented this year—to the appropriate committee.

IV. Budget and Expenses

		Total Costs:	$   248.00
		Total Income:	$   275.00
		Ending Balance:	$    27.00
Item	Qty	Description	Deposit	Ext. Income	Unit Cost	Extended Cost	Balance
1	10	AdminStaff Contributions	$      25.00	$   250.00		$      –	$     250.00
2	3	Honeybaked Ham (3 large half hams) 9 ½ lbs $56.99 10 ½ lbs $62.99		$      –	$     57.00	$   171.00	$       79.00
3	4	Turkey breasts		$      –	$     20.00	$     80.00	$        -1.00
4	1	Plates, cups, plasticware, napkins (HEB Card)		$      –	$      –	$      –	$        -1.00
5	5	Staff choosing to pay instead of bring dish (estimated)	$       5.00	$     25.00		$      –	$       23.00

Timeline

Day	Date	Action Step	Committee Responsible
Wednesday	11/2/2005	Present implementation plan to Department Leadership and seek approval.	Miguel
Wednesday	11/2/2005	Issue food sign-in sheets to each director with instructions & due date. Staff not choosing to bring a dish may contribute $10 to defray the Department’s costs. Staff has the option of not participating. They should indicate this to their director.	Procurement
Tuesday	11/15/2005	Begin canned food drive	Kindness
Tuesday	11/15/2005	Place order for meats and beverages for the Celebration.	Procurement
Wednesday	11/16/2005	Directors contribute $25 to defray cost of food and materials—cash is preferred.	Procurement
Tuesday	11/29/2005	Purchase plates and other paper products	Procurement
Wednesday	11/30/2005	Reports by committee on progress made are submitted to Celebration organizers	Miguel
Tuesday	11/29/2005	Sign-in sheets are returned with money by Directors.	Procurement
Wednesday	11/30/2005	Report shared at Department Admin Staff Meeting on progress	Miguel
Thursday	12/1/2005	Entertainment Plans & Decorations are finalized	Decorations, Entertainment
Friday	12/9/2005	Purchase bread, ham, turkey for event	Procurement
Friday	12/9/2005	Prize awarded to Office contributing the most canned goods	Kindness
Friday	12/9/2005	Winter Break Celebration!	All

WINTER BREAK CELEBRATION

Sign-In Sheet

Participate in the gathering of the Department Community Luncheon. The luncheon will feature exquisite dishes from the best cooks in the Department—YOU!  Ample supply of Honeybaked Hams and Turkeys (from Honeybaked Ham Company), traditional beverages and lively entertainment will be available. 

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Everything posted on Miguel Guhlin’s blogs/wikis are his personal opinion and do not necessarily represent the views of his employer(s) or its clients. Read Full Disclosure