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Lemonade Planning Latest
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Supplies
Who has what supplies? E.B. has lemonade instructions binder and Patty B. has one copy.
E.B.: 2 10-gal. and 2 5-gal. water jugs, ice coolers, white plastic banner, 2 green banners, 4 dishpans, 4 ice coolers,
2 Rubbermaids marked "Sugar," Plastic tubs with stations 1-5 supplies, square handwashing water jug, utensils, stands, 2 plastic
trash cans, spill-catcher tall trash can, small square cooler, about 2000 leftover cups, "miscellaneous" box with bandannas,
duct tape, stapler? string, scissors, screwdriver? plenty of soap & plenty of trash bags -- these have been washed and
dried and E.B. will store them.
B.&D. S.: juicers, one blue 5-gal. water container, extension cords, and light.
dolly, tarps, counter and counter support stands. B&D have plastic wrap, paper towels. B&D also have cloth
dish towels.
Who has the leftover gloves and paper towels? How many gloves are left?
Squeezers --B&D S. have--2 lemon squeezers and 1 old-fashioned back up.
B. & D. S. have the wooden planks to put under the lemons/limes and under the tables to store supplies.
Ordering of items
E.B. has ordered the Biocup from Biocorp 2 years in a row: 22 oz. $35/940 By far the best deal available. Cups arrived as of July 7--3 cases of 940 each, total of 2820
cups. We have 1250 leftover cups for a total of 4070 when the order arrives. Total $ = 161.08 with shipping. Order ID=1302.
website = biocorpaavc.
UPDATE: There are about 2000 cups left
after the 2008 lemonade stand. Therefore we used about 2100.
Sugar: We bought 27 10-pound bags of sugar and had 4 left in 2008. In the future Doris suggests 4-lb.
bags because she felt 10 lbs. made the drinks too sweet. Others, however, felt the taste was just right, so we need to make
a decision on this in 2009.
Sugar as of 2008 was 10 lbs. for $4.99 at Costco. Even with tax (which we have to pay at Costco) this is a pretty good
price.
In the future we can keep looking into getting Florida Crystals organic cane sugar instead of white sugar.. (11 25-lb.
bags from Nature's Pantry--in 08 we were given a price of about $340 total.) This is the only organic sugar grown in the U.S.
per John K. and is lower calorie than white sugar per their website. Recipe should not have to be changed.
Nature's Pantry price (in 2008) for a 25-lb. bag is $30.99 X 11 = $340.89 We can also order cases of 2-lb. bags from
Nature's Pantry, but the price would be more (23 cases X $21.05 = 484.15) (2008 price) and it would be more packaging.
Meanwhile, Wild Oats has a private label organic sugar, $5.69/4-lb. bag, 6 to a case, which means 11 cases, 10% per case
discount, which comes to a total of $338.03 (2008 price) -- about the same as the Nature's Pantry 25-lb. bags.
Comparison at Costco = 27 X 4 = 108 plus tax = about $115.
Price comparison from 2007 shows that even paying tax at Costco (which is necessary) is cheaper than buying sugar elsewhere.
(If we buy white sugar) The white sugar at Costco is grown in Sugarland, Texas.
Update: The excom voted to get the sugar from Costco.
In the future Patty would like to offer organic lemonade already in juice form, from Nature's Pantry, as a choice. We
can discuss it for 2009.
Lemons/Limes: Patty ordered 18 cases of lemons and 6 cases of limes. We ended up with 4.5 cases of lemons and 2
cases of limes left.
Here are the particulars: "C & C produce, 241-4425, 100 Atlantic, KC, MO, 64116. In 2006 we ordered 24 cases of
165 count lemons and 8 cases of 200 count limes and we had 1/3 of the inventory left. For 2007 we ordered 20 cases of lemons
and 6 cases of limes. We still had some left over even though it was good weather all four days and some were rotten (it was
a bad year for lemons that year.) Therefore, for 2008 we ordered 18 cases of lemons and 6 cases of limes. Limes are much
cheaper than lemons so we are going to try to push limeade.
"C&C is open on the weekends in case you need more. Arrange for a pick-up time and have signed check with tax exempt
status." Bob T. will pick up and deliver the lemons and limes the Friday morning if it can't be done the Thurs. night before
(which he prefers) but he needs to know ahead of time if he has to take off from work on the Fri. morning to deliver them
instead of the Thurs. evening. He will take the check to them or the check can be mailed to them--it's been done both ways--but
he needs the order to be placed a couple of days ahead at least, so they have the order ready when he arrives to pick up.
They have our tax exempt letter on file.
Note: In the past we have used Liberty produce and they deliver, but we have been using C&C for the past few years.
Just keep Liberty with the records in case we need to know that in future.
ICE MAN -- Berry's Arctic Ice, 816-252-4709 or fax 785-357-1332 As of August 5, they have been sent our latest
tax exempt letter at their Topeka address: Berry's Arctic Ice, 200 N. Kansas Ave., Topeka, KS 66603
Newsletter Ad
Ad needs to go in the July newsletter whose deadline is the first of July. Ordering of Tent
Shift Leaders
Cheryl W. L. Callahan David M. Sarah G. Blake E. Claus B. Haman Claus David A. Dennis and Lori Keet K. Margie F.
Melissa H. Paul G. if in town Roshan P. if in town Perhaps next year Al V. if he can.
August shift leader meeting-- in 2008 Patty ordered and made handle the food--Lewis and Clark Room was set up with tables
at 5:30 Tues. before August general meeting. At that time shift leaders are given packets with their paperwork.
At that time, or later, we will ask for a few extra (up to 5) passes for vehicles to get in and set up. Packet was picked
up on Thurs. morning August 28 by Patty in 2008.
Insurance
Doris dealt with National to get them to send the confirmation of insurance to Independence Chamber of Commerce. The
week of June 15-21, Doris contacted Independence COC and they confirmed they have received the documents from Sierra Club
National and will send Doris the insurance reimbursement check.
Recruiting of Volunteers
From the notes from 2007: Shift leaders should be given the names and numbers of people they had on their shift from
last year and call them plus any friends they want to have on their shift. Need to have their shifts filled by second week
in August so we know where the holes are.
Getting Instructions/materials to Shift Leaders
There was a shift leader meeting before the Gen. Meeting August 5. All the morning shift leaders showed up so they got
their checks for startup cash in their packets. EB mailed the remaining shift leader packets. Shift leaders were called
and reminded to mail their mailers and call their volunteers on 8/16.
The following documents are available in electronic form:
For Shift Leader Packet: Shift Leader Instructions Booth Set-Up Stations Inventory & Instructions Opening/Closing Shift Instructions Health Rules for Volunteers/Health Rules for Procedures Volunteer Mailer General: Tent Dimensions from All-Seasons Rental Startup, end-of-shift, and end-of-day cash instructions Signs (which also exist in laminated form with lemonade supplies): #1 Wash Station #2 Lemon Station #3 Cashier Station #4 Ice/Cup Station #5 Sugar Water Station Shift Leader Instructions Closing Shift Health Rules for Volunteers At Lemonade Stand Water Hydrant Locations/Waste Water Instructions --- Shift leader packet should include Shift Leader Instructions, THB Volunteer Info Mailer, Deposit slip, envelope to mail bank receipt to the treasurer, check for startup cash, instructions what to do with startup, end-of-shift, or end-of-day cash, instructions, thank you notes and envelopes for their shift volunteers, Health Rules, Booth Set-up, Opening/Closing Shift Directions, and Stations Inventory and Instructions. Also Ellen's phone number to report amount deposited after each shift. If use same Volunteer Info Mailer as before, shift leaders must highlight their shift and put their (shift leader's)
contact info on the mailer before mailing them out to the people on their shift.
Misc. Logistics about Shifts
C.W. suggested copy of shift leader instructions such as what to do with the money, posted in the booth near or on the cash box. C.W. had an excellent suggestion that this year we take photographs of the booth and each of the stations, wash stand,
etc. as it should be and keep those photographs as part of the permanent archive. Update: These photos were taken and ready
to be prepared and posted for 2009.
Experienced Shift leaders say it is best for startup cash to be $200, ALL in ones. They suggested the startup cash person
bring $100 of their own money in ones, as well as the startup cash. They said they keep running out of ones.
Day Captains
Day captains are those who agree to be the person on call for one of the four days if they run out of anything. Concerns and Suggestions for 2009
The hand washing station needs to be kept on the cart for the hand washing. It was on the lemon squeezing counter when we got there with the drip pan next to a box of paper cups and the carton holding the cups was quite wet so we had to transfer those cups to a less full box. Also, washing hands that close to the preparation area might be frowned on by the health dept.
Also, the paper towels had gotten wet and ruined one unopened roll. I think five rolls is the maximum that should be taken up there. Four should be more than enough. We had nearly four rolls left and one of those was ruined. They were also using paper towels at the counter for something—they should be for the hand washing only.
This may not be a big deal, but the health dept might object to this— there was a big box of fruit on the counter behind the squeezers which could cause contamination from transferring the fruit across the squeezing area. I suppose someone thought it unhandy to take the rinse bucket to the lemon/lime box to get enough fruit to work on and wanted the entire box on the squeezing counter.
With the hand washing station and the big box of fruit all on the preparation counter, there wasn't a lot of room left for squeezing! Suggestions: Peanuts for sale in the barrels
Do we have to pour out the sugar water at end of day? It says this on "Closing Shift" sign.
When we close the shift, we need a better system for what is put where so the morning shift can find stuff.
Should the closing shift close the flaps or not?
Need new: Duct tape
Booth Set-Up Sign
Wash Station #1 Sign -- DONE!
Sign that shows them how not to break the squeezer
Stir straws
Drink straws if they request
Different holder to dispense the drink straws ?
Dispenser for the sweet & low? People reaching in container is bad.
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