Meals 4 You Ministry Key roles 1. Meals 4 You Coordinator Christine Bunn 2. Cooking Day and Food Acquisition Coordinator - Rachel Zammit 3. Meals 4 You Youth Ministry Coordinator Christine Bunn 5. Fundraising/Volunteer Coordinator- Nicole Lange 6. Treasurer - Margy Jackson 7. Secretary Rod Logan
Meals 4 You Coordinator To oversees all positions within Meals 4 You ensuring the smooth running of the ministry. Chair and attend Meals 4 You meetings, attend at least 1 P&F meeting a year. Attend all functions related to Meals 4 You. Coordinate with the allocated Receptionist and Deputy Head of Pastoral Care at both Junior and Senior Campus to arrange delivery of meals. To prepare, collate and compile an AGM report for presentation to the P&F on an annual basis and to update Policy and Procedure Manuals for both Ministries. Provide an article for the school magazine articles when required.
Meals 4 You Cooking Day Coordinator and Food Acquisition To ensure that all requirements have been coordinated for the smooth running of the Preparation and Cooking days. To attend Meals 4 You meetings 4 times a year. To liaise with the Meals 4 You, Volunteer and Fundraising Coordinators for all preparations. To CC all emails to the Meals 4 You Coordinator Preparation for the cooking days: Complete a stock take of food and equipment in the pantry. Update Meals 4 You Information spreadsheet to establish a grocery list. A copy of this is to be kept in the storeroom Liaise with the Volunteer Coordinator regarding the number of volunteers required Liaise with the Ground staff Tim Grieger - tgrieger@princeofpeace.qld.edu.au to set up 4 stoves, 3 tables and a recycle bin for the cooking day and to ask for permission to utilize Wayne Stevens assistance for both days Wayne Stevens 0418712242: Ground Staff is your contact for meal deliverers to the Senior Campus and Church and any assistant required in setting up Update ingredient labels and send to the Junior Campus Receptionist for printing (3 month expiry date) Package the correct number of individual meal container lids and send them over to the Deputy Head of Pastoral Care at the Senior campus for the students to label the containers. The lids and labels can be sent over on the school bus Ensure you have the correct number of meal containers packaged for each meal ready for the cooking day Calculate a list of necessary ingredients ensuring there are enough ingredients to cover the quantities required for each recipe, taking into account the ingredients currently available in the pantry Keep within the allocated budget of $600 per cooking day, this includes ingredients for the Youth Ministry. If anticipating costs to be over budget, complete Request for extra funds form. This needs to be approved by P&F President. All receipts need to be kept and photocopied. Original forms and receipts to be handed into the Business Office at the Junior School and photocopies to go to the Meals 4 You Treasurer. The Cooking day Coordinator will be reimbursed for all costs. A week before Cooking Day order necessary grocery items and check recipes are up to date
Food Acquisition: The food required for a scheduled Cooking Day can be sourced from: Existing pantry stock Donations from the school Senior School grocery challenge Church grocery box Using allocated funds Advertise for extra groceries via School Newsletter - Susanne Noon: snoon@princeofpeace.qld.edu.au Church newsletter Anneliese Stepowski: astepowski@princeofpeace.qld.edu.au; Donna Cook/ Facebook page: dcook@princeofpeace.qld.edu.au; POP Parents Facebook Page run by Allison Bowman Parent Representative emails Carleen Hoar hoarhouse@aapt.net.au The sandwich board at the Junior Campus, Bronwyn Jacobs the Receptionist can assist you. BJacobs@princeofpeace.qld.edu.au Recommended retailers for purchases: Aldi: dairy products e.g.: cheese, milk, butter, cream and grocery and frozen items. Keperra Meat Centre keperrameats.com.au 63 Gilston Street, Keperra 07 3355 6365 Wade is the owner Charlies Fruit Market 473 S Pine Rd, Everton Park QLD 4053 Contact is : Bruce 0432102472 ask for 20% off
Pre day: Coordinate with the Volunteer Coordinator the delivery of the morning tea Pick up ordered fresh food and last minute items at 930am Commence kitchen set up at 10 am till finished Welcome all volunteers and ensure everyone signs in Allocate volunteers to tasks Supply recipes Set up work areas (including equipment and ingredients) for each meal Cook the rice and corn meat and store in fridge Prepare all the vegetables for all the meals, label and put in the fridge ready for the cooking day Set up tea and coffee area Cooking Day: On the Cooking Day: Welcome volunteers Provide an apron and a school volunteers badge (available when signing in at Reception) Ensure volunteers have followed food safety and hygiene standards that include preparation of hair, nails and shoes Provide introductions to the team and team leaders Alert to First Aid procedures and location of relevant equipment Sign volunteer declaration in kitchen. Allocate the washing of aprons and tea towels (on a roster basis). Coordinate with the Fundraising/Volunteer Coordinator the delivery of the morning tea and lunch Cooking day commences at 8 am till finished Welcome all volunteers and ensure everyone signs in Supply recipes with photos and measurements for plating up
Allocate previous and experienced volunteers to tasks and teams where available one team leader per recipe Oversee all meal preparation, taste test all meals, plating up, storage of food and utensils and cleaning up Schedule morning tea and lunch breaks for volunteers Take photos of the team and send to the Meals 4 You and Fundraising Coordinator Ensure kitchen is clean, floor mopped and any stock that needs replacing has been order Allocate 70 meals to be delivered to the Senior Campus and 100 to the Church All volunteers names and emails to be sent to the Fundraising/Volunteer Coordinator so they can send out thank you cards Deliver all receipts to the Junior Office for reimbursement Photocopies of all receipts and request for funds paper work to be given to the Meals 4 You Treasurer After the Cooking Day: Report any damages / breakages/ concerns to College Staff (Deputy Head of Campus)
Meals 4 You Youth Ministry Coordinator To ensure that all of the requirements are ready and to oversee the smooth running of the Youth Ministry days (recipes, groceries, packaging, utensils, volunteer allocation) To liaise with the Food Acquisiton and Cooking day, Volunteer and Fundraising Coordinators to ensure the smooth running of the cooking days. Coordinate with the allocated Buddie Program Coordinator from both Junior and Senior Campus. To coordinate 7 year 5 students and 7 year 10 students who buddy up with each other and cook chocolate slice and write letters of hope, which accompanies the frozen meals. To coordinate two volunteers and a work along side the teacher aide at each cooking day Before the day: Liase with the Food Acquistion and Cooking Day coordinator to ensure there is enough ingredients for the cooking days. Update ingredient labels and send to the Junior Campus Receptionist for printing. The day before the Cooking Day shop for necessary fresh food and last minute items All receipts to be handed into the Food Acquisition Coordinator for reimbursement Set up kitchen from 11am the day of the first Cooking Day and 12 pm on the second week. On the Cooking and Set Up Days: Welcome all volunteers and students and begin with a prayer Supply recipes with photos and measurements for plating up Set up work areas (including equipment and ingredients) for each meal preparation Provide afternoon tea for the students Allocate volunteers to tasks where available Oversee all food preparation, packaging, storage of food and utensils and cleaning up Organise for lunch to be provided for volunteers and schedule a lunch breaks for volunteers Ensure kitchen is clean, floor mopped and any stock that needs replacing has been order Allocate half the slice to be delivered to the Senior Campus and Church After the Cooking Day:
Report any damages / breakages/ concerns to College Staff (Deputy Head of Campus)
Meals 4 You Fundraising/ Volunteer Coordinator To ensure that information about Meals 4 You fundraising events are advertised effectively throughout Prince of Peace and the wider community. The Fundraising Coordinator will work closely with the Meals 4 You Coordinator, Volunteer Coordinator and the Cooking Day and Food Acquisition Coordinator. To liaise with the Church and College with regards to fundraising opportunities. To actively seek opportunities to apply for local community assistance (i.e. Grill d) and government grants. Build stronger relationships with local businesses, government and the wider community. Throughout the year: Seek opportunities to raise funds for the Meals 4 You Ministry (including Youth Ministry) through: Government grants and sponsorship Local businesses and Aid organisations (i.e. OzHarvest) College - grocery challenges and other fundraisers Church Hearts of Hope To attain a budget of $2400 a year to cover costs To coordinate the volunteers for the Cooking Day and the Youth Ministry, ensuring that the volunteers are aware of and following procedures outlined in the Meals 4 You Procedure Manual. Liaise with Cooking Day Coordinator to establish the total number of volunteers required across tasks and keep in touch throughout the process CC all emails to the Meals 4 You Coordinator Communicate with volunteers a month in advance of the date (send volunteer information forms) and receive confirmation by email Organise someone to supply morning tea and lunch for the preparation day and the cooking day If possible, have some additional volunteers available on stand-by in case of illness etc. Ensure volunteers have completed the Valuing Safe Communities training and understand the Volunteer Guidelines Send out all appropriate volunteer information and guidelines before the cooking day Confirm their availability
Ensure Cooking Days and other notices are advertised a month before the cooking days in: POPCORN: the College newsletter produced fortnightly (deadline Monday 1pm before the Wednesday publication) - Susanne Noon: snoon@princeofpeace.qld.edu.au P&F page, send to P&F Secretary Jeanette Kirby - jeanette@kirby.net.au Prince of Peace Church Bulletin produced weekly (deadline Tuesday pm) Anneliese Stepowski: astepowski@princeofpeace.qld.edu.au Prince of Peace Facebook page dcook@princeofpeace.qld.edu.au; POP Parents - run by Allison Bowman Parent Representative emails Carleen Hoar hoarhouse@aapt.net.au Auxiliary meeting Agenda Jodee Handley - auxchairman@princeofpeace.qld.edu.au Junior and Senior Campus Sandwich boards - Bronwyn Jacobs the Receptionist can assist you. BJacobs@princeofpeace.qld.edu.au Contact all Meals 4 You contacts On the Cooking Day: Welcome volunteers Provide an apron and a school volunteers badge (available when signing in at Reception) Ensure volunteers have followed food safety and hygiene standards that include preparation of hair, nails and shoes Provide introductions to the team and team leaders Alert to First Aid procedures and location of relevant equipment Sign volunteer declaration in kitchen. Allocate the washing of aprons and tea towels (on a roster basis). After the Cooking Day: Send thank you messages to all volunteers that attended the Cooking Day from email list /sign on sheet within a week
Meals 4 You - Treasurer To ensure the accurate reporting of all financial expenses and income. Including all receipts, donations, grants, and expenses for cooking days and other purchases. The preparation and provision of the appropriate documentation is required four times a year for the Meals 4 You meetings and P&F meetings. A overall summary is required at the AGM. Liaise with the Cooking Day and Food Acquisition Coordinator, Financial Officer at the Junior Campus and the P& F Secretary. Meals 4 You Secretary To ensure the accurate recording, documentation and subsequent distribution of minutes from the Meals 4 You quarterly meetings. To respond directly with a letter of thanks to people who have donated to Meals 4 You. To assist with any other documents they need to be written.