Winter Break Celebration - Proposal Planning Document

Source: http://www.omahazoo.com/Post/sections/61/Images/daycamp-winterbreak650.332.jpg

Digging through my digital archives, I ran across something that I used to end a feud regarding Xmas or Winter Break celebrations. This document tries to walk the fine line between "Xmas" which is objectionable to a few and "Winter Break" which all can participate in, regardless of their religious beliefs. Ah well, these arguments crop up from time to time...I'm grateful to others who saw the wisdom of the document below and helped focus on a celebration of community.

You may notice that it follows my traditional "proposal" format...


I. Fostering Community

Fostering community in the Department


Group gatherings can help foster community. Communities are formed by individuals committed to a common goal, centered around solving a common problem or focused on achieving a goal that benefits the entire group. The Red, White and Blue Celebration is focused on recognizing how each of our contributions, no matter their size, are integral to our common survival and success.
 

This winter break, we gather to celebrate the success of our common goals, how we treat each other as we do the job. As we each contribute a part to the meal we all help prepare, we remind ourselves and each other of our living, vital connection to the group. Together, we are.


II. Committees Key to Success


This plan considers 5 committees to be key to the implementation success of this initiative. Directors of the committees may employ their staff to assist in the accomplishment of their responsibilities. They include the following:
  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

The procedure that we will strive to adhere to includes the following:
  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

The Holiday Celebration will be held in the Cafeteria—and designated dining areas--on December 9, 2005 from 11:30 a.m. – 1:30 p.m.  The Department will provide the meat, bread, tea, and paper products.  If you will attend the celebration, please sign below what type of covered dish you would like to bring.  If a category is full, please sign under another category.  If you do not bring a covered dish the fee is $5.00.  Please label bowls and utensils with your name.  If you are paying the $5, please give this to your supervisor.  Thanks!

Note: I've omitted the flyer except for these words...
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

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