Annual Association Agenda

Prepared by R. Scott Lucke

(Last updated January, 2009, by David Barr)

 

Purpose/Scope:

This document is a prepared list of considerations, broken down monthly, to use as a tool for managing the SKFR Volunteer Association primary annual events or responsibilities throughout the year.  The actions listed in this agenda are provided by designated Event Coordinators or responsible person(s) to ensure that important Association events/business are not overlooked. 

This is a living document and may be updated to the Association’s most current agenda needs at any time.  Management and development of this document falls under the responsibility of the Association Secretary.

Non-annual activities are not discouraged, but are outside of the scope of this document.  Such events or activities are accepted by the membership on a one by one basis and shall be the responsibility of the Association President either directly or by delegation.

 

List of responsibilities and associated Event Coordinator(s) / responsible party:

·         Bremerton Raceway Contract         Mar. - Oct.               President or delegated member

·         Olalla Easter Breakfast                         Apr.                     Mike & Debi Smith

·         Scholarships                                    Apr. - June               R. S. Lucke

·         Kid’s Day                                                ???                     President or delegated member

·         Safety Fair                                            June                    President or delegated member

·         Fathom’s O Fun Parade                       June                    President or delegated member

·         HotFoot 5K                                            June                    R. Scott Lucke

·         Fire House Spaghetti Feed                   Oct.                     Mike & Debi Smith, R. S. Lucke

·         Burns to Boot                                         Oct.                     President or delegated member

·         Ghost train                                             Oct.                     Debi Smith

·         Givens Center Halloween                     Oct.                     Tammy Ross

·         Breakfast with Santa                             Dec.                    Mike & Debi Smith

·         Santa Runs                                           Dec.                    Mike Smith

·         General business                                All year                  Association Officers

·         Webmaster                                         All year                  R. S. Lucke/David Barr

January:

 

Olalla Easter Breakfast

·         Discuss community member to receive proceeds. In even years, SKFRVA selects the recipient. In odd years, remind the Union they select the participant.

·         Create a schedule for the Easter week including the Egg Hunt.

·         Have schedule posted on volunteer web site and submit to department for distribution.

·         Take responsibility for Food Handlers Card member.  ($15.00)

·         Take responsibility for Permit through the Heath Department ($89.00).

·         Work on sponsorships from local businesses.  (Food donations or $)

·         Take responsibility for décor, advertising, and possible prizes for children.

·         Handle any sponsorship request.

·         Event T-shirts for people staffing event?

 

HotFoot 5K

·         Make contact with North West Runner, Sports Etc. and Fathoms O Fun committee about the date.

·         Create registration flyer.

·         Contact County Commissioners/Parks Department for permission to conduct event at SK Park.

 

Scholarships

·         Continue to advertise the scholarships and monitor for any issues. 

·         Receive any early applications.

·         Arrange interview date, and reserve room.

·         Solicit Commissioners or Chief Officers for selection comittee.

 

Breakfast with Santa

·         Review lessons learned.

 

General business

·         Annual Association Outstanding Member of the Year Award (budgeted amount).

·         Get statistics to insert into Annual Report for previous year.

·         Select dates to conduct known events for the year.  Provide Laura Linder with insurance rider list.

·         Get approval from Department Chief for this year's events.

·         Get seasonal health permit for Easter Breakfast, FHSF, and BWS.

·         Reserve downtown banner time for Easter Breakfast, FHSF, and BWS banners. (Nancy Honsey - headquarters)

·         Update dates on banners.

 

Webmaster

·         Post results of Santa Run donations on Community page.

·         Create advertisement flyer for Olalla Easter Breakfast and post advertisement on web.

·         Create registration form for HotFoot 5K and post current year’s web information.

·         Post latest meeting minutes and update the meeting agenda.

 

Fire House Spaghetti Feed

Santa Runs

Sponsorships

Ghost Train and Givens Center Halloween

·         Dormant

 

February:

 

Olalla Easter Breakfast

·         Inventory food and equipment at Station 12.

·         Make contact with Olalla Grange, if necessary.

·         Establish menu and list of needed ingredients.

·         Ensure intersection sign is ready for display.

·         Create flyer.

·         Prepare staffing list.

·         Arrange Station 12 cleaning the week before the breakfast.

·         Arrange Triangle park cleanup crew for prior Friday afternoon.

·         Establish Egg Hunt group for Saturday morning.

·         Establish Saturday set up crew.  (Station apparatus relocation.)

·         Establish Sunday work crews.

·         Establish Sunday clean up crews.

·         Reproduce flyers and prepare for distribution.

·         Prepare announcements for local papers.

 

HotFoot 5K

·         Contact SK Track & Cross Country Booster about the equipment and finish area manning.

·         Contact SK Amateur Radio Club to confirm their support on race day. (Mev Archer)

·         Schedule the Bike Paramedics and establish them in the department calendar. (BC Wernet)

·         Contact Kitsap Screen Printing about T-shirt order time line.

·         Send letter of information to Supervisor of Traffic Safety about course and operations. (Dusty Wiley)

·         Start going to Fathoms O Fun meetings to ensure event is included as a feature of celebration. [Contact? 081103db]

·         Work on sponsors.

 

Scholarships

·         Gather information to when Laurel’s Night is at SK High incase scholarship winner is from SK High School.

·         Announce Scholarship Committee. The Committee requires at least three people.

 

Fire House Spaghetti Feed

·         Work on sponsorships from local businesses. (Food donations or $)

·         Event T-shirts for people staffing event?

 

General business

·         Complete annual registration for non-profit status with Sec. State ($10)

 

Webmaster

·         Post Raceway schedule if applicable.

·         Post latest meeting minutes and update the meeting agenda.

 

Halloween Events

Breakfast with Santa

Santa Runs

·         Dormant

 

March:

 

Olalla Easter Breakfast

·         Post signs at intersections two weeks before the event.

·         Provide announcements to local papers.

·         Acquire permission to conduct Egg Hunt at Olalla Elementary School.

·         Contact – Principal Karen Butler ($5.00 fee and proof of insurance.)

·         Ensure Station 12 is cleaned and stocked.

·         Ensure eggs are purchased and decorated.

·         Ensure Triangle Park is cleaned.  Set up cleaning party.

·         Ensure Egg Hunt is arranged for and conducted.  (Fire Engine on site.)

·         Ensure set up conducted.

·         Ensure event is staffed.

 

HotFoot 5K

·         Follow up on sponsors.

 

Scholarships

·         Ensure applications received are properly filled out.  Applicants have until the deadline to correct any issues.  After the deadline; review all applications for proper submission. 

·         Make copies of the provided essays for all properly submitted applications, letter or number code each essay to identify it to the appropriate application, and distribute the essays to the review committee for judgment.

·         The review committee has until tax day to score/prioritize the essays.

 

 

General business

 

Webmaster

·         Post next quarter’s training schedule.

·         Post latest meeting minutes and update the meeting agenda.

 

Sponsorships

Fire House Spaghetti Feed

Ghost Train and Givens Center Halloween

Breakfast with Santa

Santa Runs

·         Dormant

 

April:

 

Olalla Easter Breakfast

·         Conduct event if applicable.

·         Ensure clean up conducted, apparatus returned, and intersection signs taken down.

·         Thank you cards written and distributed.

·         Easter Breakfast event audit within two weeks of the event.

 

HotFoot 5K

·         Double check with North West Runner and Sports Etc. about including HotFoot 5K in event calendar.

·         Inventory signs and other Association owned equipment at Station 12.

 

Scholarships

·         Receive the Scolarship Committee's essay evaluation.

·         Determine which parties were selected for interviewing (top three per scholarship) based on the scoring of the review committee members.

·         Establish interviewing times.

·         Create and send thank you letters to applicants who were not selected to continue the process.

·         Create and send letters to applicants who are requested to advance into the interview process.

·         Provide the finalist list, as well as copies of complete applications of each finalist to all the interviewing committee members.

 

General business

·         Association PO Box 2431 annual fee.  ($58.00)

·         Secretaries Day (department staff recognition)

 

Webmaster

·         Post Olalla Easter Breakfast results and proceeds donation information on community page.

·         Post latest meeting minutes and update the meeting agenda.

 

Sponsorships

Fire House Spaghetti Feed

Ghost Train & Givens Center Halloween

Breakfast with Santa

Santa Runs

·         Dormant

 

May:

 

HotFoot 5K

·         Supplement any necessary inventory items for this event.

·         Arrange for lead bike and/or trail-sweeper for course.

·         Go over T-shirt design details with screen printers.

·         Contact Boy/Girl scout troop for flag ceremony.

·         Prepare male and female champion awards.

·         Establish volunteer list.

 

Scholarships

·         Coordinate interviewing.

·         Talley interview results to determine selected party. 

·         Create and send thank you letters to applicants who were not selected to receive the scholarship. 

·         Create and send letter(s) to selected applicant(s) to announce their selection. 

·         Contact applicant for inviting him/her to be introduced to the rest of the volunteer membership at the next association meeting. 

·         Create certificate for presentation and arrange a photo opportunity (possibly with large check).

·         Ensure that funding information is received for the Treasurer. 

·         Arrange attendance and presentation at Laurel’s Night if applicable.

 

General business

·         Pay domain name registration; due in mid June (paid until 2013)

 

Webmaster

·         Post Scholarship winner(s) on scholarship page.

·         Post latest meeting minutes and update the meeting agenda.

 

Easter Breakfast

Sponsorships

Fire House Spaghetti Feed

Ghost Train & Givens Center Halloween

Breakfast with Santa

Santa Runs

·         Dormant

 

June:

 

HotFoot 5K

·         Submit event information to Kitsap Sun and POI.

·         Turn in T-shirt order

·         Conduct work party for course to groom trails; weekend before.

·         Pick up expendable items; water, fruit, flour, chalk

·         Conduct event.

 

Scholarships

·         Provide web site with pictures if necessary.

 

Easter Breakfast

Sponsorships

Fire House Spaghetti Feed

Halloween Events

Breakfast with Santa

Santa Runs

·         Dormant

 

General business

 

Webmaster

·         Post quarterly training schedule.

·         Post latest meeting minutes and update the meeting agenda.

 

July:

 

HotFoot 5K

·         Prepare thank you letters. 

·         Provide check to South Kitsap Track & Cross County Boosters for services.  ($100)

·         Provide check for Kitsap County Parks & Recreation

 

General business

·         HotFoot 5K event audit.

·         Prepare scholarship check(s).

 

Webmaster

·         Post HotFoot 5K race results.

·         Post latest meeting minutes and update the meeting agenda.

 

Easter Breakfast

ScholarshipS

Sponsorships

Fire House Spaghetti Feed

Halloween Events

Breakfast with Santa

Santa Runs

·         Dormant

 

August:

 

Fire House Spaghetti Feed

·         Select Union & Association member to head project.

·         Create flyers – time 16:00 – 20:00

·         Have information posted on volunteer web site and submit to department for distribution.

·         Inventory food and equipment at Station 12.

·         Ensure down town banner is ready for display.

·         Ensure large street signs are ready for display with appropriate dates.

·         Establish senior citizen plan. Advertising at senior living and coordinating arrival times.

·         Take responsibility for Food Handlers Card member.  ($15.00)

·         Take responsibility for Permit through the Heath Department ($89.00).

·         Take responsibility for décor, advertising, and possible prizes.

·         Solicit donations and handle any sponsorship request.

 

Santa Runs

·         Prepare letter to solicit Candy Cane donations for season (10 cases).

 

General business

 

Webmaster

·         Create flyer for Fire House Spaghetti Feed and advertise it on the web.

·         Post latest meeting minutes and update the meeting agenda.

 

Olalla Easter Breakfast

HotFoot 5K

Halloween Events

Breakfast with Santa

Scholarships

Sponsorships

·         Dormant.

 

September:

 

Sponsorships

·         PSSC (Puget Sound Swim Club) sponsorship forms.

·         Review Sponsorship Request Forms turned in, to date.

·         Select project(s) for funds.

 

Fire House Spaghetti Feed

·         Establish menu and list of needed ingredients.

·         Prepare staffing list.

·         Arrange Station 8 bay cleaning.

·         Arrange transfer of equipment from station 12 (tables, chairs, etc.)

·         Arrange set up crew.  (Station apparatus relocation.)

·         Arrange serving crew.

·         Arrange clean up crew.

·         Reproduce flyers and prepare for distribution.

·         Contact local sports groups and elderly living homes.

·         Contact Kitsap Transit about arranging transport for elderly living patrons.

·         Prepare and send out announcements for local papers.  POI & Kitsap Sun.

·         Arrange to post large signs at various intersections.

 

Ghost Train & Givens Center Halloween

·         Inventory Station 12 Halloween equipment.

·         Arrange to get candy for Halloween Ghost Train.

·         Arrange to get 300 hot dogs for the two events.

·         Arrange to acquire 300 pounds of apples for the two events.

·         Contact event operators for event details.

 

 

General business

·         Pay web host server; due mid October (~$100)

·         Local youth sponsorship checks?

·         Create next year’s budget.

 

Webmaster

·         Post budget.

·         Post quarterly training schedule.

·         Update sports sponsorship information.

·         Post latest meeting minutes and update the meeting agenda.

 

Breakfast with Santa

Easter Breakfast

Hotfoot 5k

Santa Runs

Scholarships

·         Dormant

 

October:

 

Scholarships

·         Discuss next year’s scholarship with the Association. 

·         Establish the amount to be paid based on the budget, and ensure no other changes. 

·         Review new year application(s) for accurate data.

 

Fire House Spaghetti Feed

·         Ensure downtown banner is put up.

·         Create flyers with BWS data and Santa Run schedule to hand out at FHSF.

·         Post large signs at various intersections two weeks prior to the event.

·         Ensure Station 8 is cleaned and staged.

·         Ensure set up conducted, including picking up equipment from Station 12.

·         Ensure event is staffed.

·         Ensure clean up conducted.  Large signs are taken down.  (2 people can remove 5 signs in 1 hour.)

·         Ensure downtown banner is taken down in a timely manner.

·         Thank you cards written and distributed.

·         Conduct event audit within two weeks of the event.

 

Ghost Train:

·         Four people can handle this activity with the following materials:

·         Engine, Generator, Pop up Tent, Table, Association Banner, Mat/Blanket, Extension cords (2 ea), Power strip, Conduit/pipe, Halloween lights, Candy Bowl, Candy for Bowl, Corn Skewers (16 ea), String, Knife/Scissors, Duct Tape, Apples (4 cases), Tie Wraps, promotional information, boot for donations.

 

Givens Center Halloween:

·         Four people can handle this activity with the following materials:

·         Table, Association Banner, Mat/Blanket, Extension cords (2 ea), Power strip, Conduit/pipe, Halloween lights, Corn Skewers (16 ea), String, Knife/Scissors, Duct Tape, Apples (4 cases), Tie Wraps, promotional information, boot for donations.

 

Breakfast with Santa

·         Create flyers – time 08:00 – 12:00

·         Arrange to post large signs at various intersections two weeks before the event.

·         Have information posted on volunteer web site and submit to department for distribution.

·         Inventory food and equipment at Station 12.

·         Ensure large street signs are ready for display.  Date change.

·         Take responsibility for Food Handlers Card member.  ($15.00)

·         Take responsibility for permit through the Heath Department ($83.00 – combine with Easter event).

·         Take responsibility for décor, advertising us, and possible prizes for the children.

·         Solicit donations and handle any sponsorship request.

 

Santa Runs

·         Prepare schedule

·         Approve use of apparatus with department

·         Have schedule posted on the web.

 

Webmaster

·         Update Santa Run schedule on the community web page.

·         Update Fire House Spaghetti Feed page on the web.

·         Post latest meeting minutes and update the meeting agenda.

 

Easter breakfast

General Business

Hotfoot 5k

Sponsorships

·         Dormant

November:

 

Scholarships

·         Print new scholarship form(s) and send to the various institutions selected in the area. 

·         Ensure to relay that information and form(s) are on line in the volunteer web site.

 

Breakfast with Santa

·         Prepare manning list.

·         Arrange Station 8 bay cleaning.

·         Arrange transfer of equipment from station 12 (tables, chairs, etc.)

·         Arrange Set up crew, including relocating station apparatus.

·         Arrange Serving crew.

·         Arrange Clean up crew.

·         Reproduce flyers and prepare for distribution.

·         Prepare and send out announcements for local papers.  POI & Kitsap Sun.

·         Shop for Sidney Glen program with funds from previous year.

·         Post signs at intersections two weeks before the event.

 

Santa Runs

·         Send announcement of Santa Run schedule to POI and Kitsap Sun. 

·         Solicit Santa’s.

·         Contact Manchester Community Association for coordinating tree lighting at library.

·         (President - Phil Paquette, 871-7127; Vice-president - Eric Cisney, 871-3121)

 

General business

·         Hold elections.

·         Conduct Halloween event audits.

 

Webmaster

·         Post results of Halloween events on community page of the web site.

·         Create scholarship application(s) and update scholarship page on the web.

·         Post latest meeting minutes and update the meeting agenda.

 

Easter Breakfast

Hotfoot 5k

Sponsorships

Fire House Spaghetti Feed

Ghost Train

Given Center Halloween

·         Dormant

 

 

December:

 

HotFoot 5K

·         Decide on date for next year’s event.  4th (Fathoms O Fun) Saturday.

·         Decide on next year’s T-shirt design and registration fees.

·         Contact Kitsap Running Club (Craig Chapman – 692-9414) and report next year’s race information.

 

Scholarships

·         Form essay review committee from volunteer ranks. 

·         Solicit one career officer and one fire commissioner member to sit on the interview committee. 

·         Request that career officer and commissioner member to pre-schedule interview time for early May.  Schedule the interview for a week day evening after 1800.

·         Book a location for interviewing.

 

Breakfast with Santa

·         Ensure Station 8 is cleaned and staged.

·         Run event setup, including bringing supplies from Station 12.

·         Staff and run event. 

·         Ensure clean up conducted.  Large signs are taken down.  (2 people can remove 5 signs in 1 hour.)

·         Thank you cards written and distributed.

·         Perform event audit within two weeks of event.

 

Santa Runs

·         Conduct Santa Runs.

·         Take the Santa suits to Sheridan Plaza for a free dry cleaning between Xmas and New Years.

·         Weight food donations collected and turn in to local charity (usually SK Helpline).

·         Conduct donation audit.

 

General business

·         Annual audit.

·         Prepare SKFR Volunteer Association Annual Report.

·         Choose Volunteer Member of the Year.

 

Webmaster

·         Create next year’s V-shift calendar and post it on the web site.

·         Post quarterly training schedule

·         Post latest meeting minutes and update the meeting agenda.

 

Easter Breakfast

Sponsorships

Fire House Spaghetti Feed

Ghost Train

Givens Center Halloween

·         Dormant