[This
position applies to Naramata only]
Time Line
Selection: The Beverage and Recycling Coordinator is selected and appointed by the Dean and is responsible directly to the Dean.
Qualifications: The Beverage and Recycling Coordinator should be an adult over 21 with access to an automobile.
Background: A time-honoured tradition [of Eliot] at Seabeck is the Social Hour held from 5:00 to 6:00 pm daily on an outdoor patio (or in a lounge during rain). It is a time of fellowship and conversation, sharing a non-directed activity. Campers bring their own beer, wine and snacks to share. Children play on the lawn nearby, and sometimes have a concurrent story time with a volunteer storyteller. They share in the food snacks.
Naramata Centre has no objection to the responsible use of alcohol in moderation. However, they do not have a liquor license. Potluck alcohol is illegal in BC. So the position of Beverage and Recycling Coordinator was created to facilitate Social Hour.
General Responsibilities: The Beverage and Recycling Coordinator is responsible for stocking, setting up and tending a cash bar at Social Hour daily.
Either the Beverage and Recycling Coordinator, the Dean, or another camper designated by the Dean must successfully complete the BC Liquor Board’s home course and exam “Serving It Right”, and get a Special Occasion Liquor License for 6 daily Social Hours.
Specific Responsibilities:
Attend the daily staff meeting, if and when requested by the Dean.
Be sure to bring to camp:
Stock, set up and tend
a cash bar at Social Hour in designated area.
Purchase products and ice at BC Liquor Store and grocery store.
Keep receipts for account of expenditures or for beverage returns.
Set up a table in designated
area
Items served will be:
Adjust the list based on campers’ preferences. Keep it simple.
Price items in multiples of one drink ticket. Keep prices tow- the maximum price is on our Special Occasion Liquor License.
Enlist a volunteer assistant each day to sell tickets while you serve, or to serve while you sell tickets - see the Volunteer Coordinator, and advertise in the newsletter if necessary.
Provide and maintain a cash “float” to make change.
Serve wine from standard measure into campers’ own “lug-a-mug”, and beer in bottles. Provide a few paper cups at first - NOT styrofoam.
Campers may bring their own non-alcoholic drinks. Publicize this.
Cold storage will be provided by Naramata Centre kitchen. Store all items securely, not accessible to children or youth.
Collect and return all beverage containers for deposit refund.
Set up a separate table for campers’ potluck finger snack food. At the end of each social hour, organize clean-up by volunteers. Keep any snacks left behind by campers in safe storage, and set out the next day.
Provide a drop box for campers’ returnable beverage containers, and publicize it in the newsletter. Return these containers to the bottle depot.
On one day (likely Wednesday) the Art Show will be held in conjunction with Social Hour. If displays are large, the location may be some place else. Coordinate with the Art Show Coordinator.
On one or two days a local winery may be invited by the Dean to provide a wine tasting. Coordinate your activities with this event.
At the end of camp, return unopened product with receipts to Liquor Store for refund. Complete all recycling. Give unused tickets to Operations Manager for future use.
At the end of the Conference,
provide the Dean with an account of expenditures and revenues, with receipts.
Give the Dean an oral or written report, including successes, frustrations,
and recommendations for subsequent camps.
Back to Eliot Jobs
Beverage
and Recycling Coordinator
Time Line
Before Camp:
C Make sure a Special Occasion Liquor License to cover the social hours has been purchased Note that social hours are likely to begin on the day after arrival (Sunday) and continue daily through Thursday. There is also (so far at least) a dinner and dance on Friday evening at which the BARC is expected to provide alcoholic beverages, and in 2003 there were 3 late night (10-11 p.m.) cabarets featuring musical performances. The person purchasing the license (preferably the BARC) must have a B.C. “Serving It Right” certificate. The cost of the license will depend on the estimated number of persons attending the social hours. Two-thirds of the adult Eliot registrants is a reasonable estimate for this purpose.
C You will need several supplies for this job. Check with the Registrar to see if any items are already stored in the Eliot inventory at Naramata. If not, you will need to bring:
S a cash box
S a roll of tickets to be used to sell drinks
S a measure for wine (standard wine glass)
S bottle opener, knife and cork screw
S a cooler or two (for keeping drinks cold while serving)
S container with lid for overnight storage of snacks
S ready-made signs (e.g. “Place Empties Here”, “Punch - 50 cents”, etc) or the means for making them (paper, marking pens, masking tape)
S bar wipe, cloth, rags
S a cash “float” to make change. Suggested: at least 15 $5 bills; 20 loonies, and 20 quarters (based on drinks costing $2.50)
S a large plastic tub for receiving and transporting empty bottles or cans
C Purchase enough stock from a BC Liquor store(there is an outlet in Penticton) for a couple days [remember the liquor store is closed on Sunday and on Canada Day]:
S Minimum of 24 beers, cold
S Minimum 24 ciders (Flavored esp. peach and pear are popular)
S Wines: one selection of Okanagan white wine (3-litre box), chilled and one or two selections of Okanagan red wine (3-litre box) The better wines are preferred over standard. Sawmill Creek cabernet, merlot, sauvignon blanc and chardonny are suitable. There has been somewhat more demand for red wine (about 4:3).
S Okanagan Spring Pale Ale and Sleeman’s Cream Ale have been more in demand than standard lagers. There has also been strong demand for Corona Extra (sliced limes are appreciated with Corona).
C Purchase non-alcoholic beverages and a few snacks - [there is a Super-Valu across the street from the liquor store in Penticton] Note: campers are told to bring snacks and soft drinks
S one or two selections of non-alcoholic drink - plain soda water, mixed fruit punch, or cola
S a large economy-size tortilla chips or potato chips
C Keep receipts for account of expenditures or for beverage returns.
C Ask Dean/Volunteer Coordinator to ask for volunteers to help in the Mail Out letter
Arrival At Naramata:
C Attend the staff meeting
C Ask Naramata Centre Coordinator to introduce you to kitchen staff as you will be depending heavily on their cooperation. Put products purchased in storage and locate the following: social hour room, the kitchen cold room, where tables, chairs, wine and glasses are stored.
C Determine prices to be charged. Price items in multiples of one drink ticket. Keep prices low- the maximum price is on our Special Occasion Liquor License. The cost of the liquor license, supplies and mileage must be recovered from the sale of beverages. To date a standard price of $2.50 for all alcoholic beverages has worked well.
C At the All-Camp Orientation ask for volunteers to assist with each event setting up, selling tickets, serving beverages, and cleaning up afterwards. You can also ask the Volunteer Coordinator to help, and advertise in the newsletter if necessary.
Each Day:
C Attend: the daily staff meeting, if and when requested by the Dean.
C Purchase: In the afternoon, additional products as needed, at BC Liquor Store and grocery store. Adjust purchases based on campers’ preferences. Keep it simple. [See “Inventory Management”.
( Keep receipts for account of expenditures or for beverage returns.)
C Set Up:,
(With assistant(s), designated area at least 20-30 minutes in advance)
S 3-4 tables with chairs for socializers
S 2 tables for beverages and snacks
S small table for cashier
S get beverages out of cold storage
S kitchen staff will provide tubs with ice and some water for keeping beer, cider and pop cold; they will also provide a bowl of punch, glasses; wine glasses and plastic bowls for snacks, plus a cart for transporting items
C During Event:
S Serve wine from standard measure into campers’ own “lug-a-mug”, and beer in bottles. Provide a few paper cups at first - NOT styrofoam.
S Campers may bring their own non-alcoholic drinks. Publicize this.
S Collect and return all beverage containers for deposit refund.
S Provide a drop box for campers’ returnable beverage containers, and publicize it in the newsletter. Return these containers to the bottle depot.
C Afterwards:
S At the end of each social hour, organize clean-up by volunteers. Keep any snacks left behind by campers in safe storage (a container with lid is preferable), and set out the next day.
S Beverages need to be returned to the kitchen. Everything except red wine should be stored in the cold room. The red wine can be stored out of the way elsewhere in the kitchen. Dirty glasses and tubs of ice water should be taken to the dishwashing area off the kitchen.
Special Events:
C On one day an Art Show may be held in conjunction with Social Hour. If displays are large, the location may be some place else. Coordinate with the Art Show Coordinator.
C You will be required to work with others in coordinating the Friday Gala and any Cabarets or special evening events.
C On one or two days a local winery may be invited by the Dean to provide a wine tasting. Coordinate your activities with this event.
Inventory Management:
C Keep track of product inventory - esp. alcoholic beverages. Limited space in the cold room and uncertainty about consumer demands and tastes militates against maintaining a large inventory of wine and beer. Based on sales at the first couple social hours and stated preferences, two or three trips to Penticton to get additional supplies will be necessary. (Keep track of mileage for reimbursement claims.) Return accumulated empty bottles or cans on these trips.
C The camp schedule makes it difficult to get away until after lunch and this can lead to the problem of not having beer and cider chilled in time. One solution is to purchase from a cold beer and wine store but the products will be more costly. Another is to bring back unchilled product and store it in fridge freezers for an hour or so. (But don’t forget it!) The best solution is to anticipate need and avoid “last minute” shopping.
C Special attention to providing beer, wine and cider for the Friday dinner dance is recommended. More wine will be consumed than was during the social hours. Keeping in mind that unopened product may be returned to the Liquor Store for refund, it is a good idea to purchase beverages beyond the amounts certain to be consumed in smaller-sized packages. For example, purchase a few extra bottles of wine, rather than the 3-liter boxes, to ensure that enough will be on hand but that you won’t be stuck with nearly full, unreturnable containers. Similarly, purchase “insurance” beer in six-packs rather than twelves or twenty-fours.
Money and Record Keeping:
C The BARC uses his/her own money to purchase products and repays him/herself from the proceeds of beverages sales. An expense and income accounting is to be submitted to the Registrar in the days following the camp together with any income in excess of expenses.
C During camp, the amount of money accumulating in the cashbox should be controlled. The amount of income for each day should be recorded and any excessive cash (over $100?) should be removed from the cashbox. It is a good idea for the BARC to deposit excess money during his/her shopping trips to Penticton. This also affords an opportunity to obtain further small denominations for making change if necessary.
C Keeping the cashbox secure requires some forethought. When not being used, it may be kept locked in the BARC’s room or car. A special problem arises during the period the lounge is being set up. One way to avoid having it left unattended is for the BARC to drive his/her car up to the lounge and leave it in the car until it is needed. Having a car nearby also facilitates the removal and temporary storage of empty beverage containers.
C In addition to recording daily income, records and receipts must be kept of purchases and of beverage container returns.
Miscellaneous:
C Because you may a few trips to Penticton during the week, you may be asked by campers to purchase items unrelated to providing beverages and snacks either for the camp or for individuals. You need to decide whether you are willing to do this or not.
Last Day:
C Return unopened products with receipts to Liquor Store for refund. Complete all recycling. Give unused tickets to Operations Manager for future use.
C Provide the Dean with an account of expenditures and revenues, with receipts..
After Camp:
Give the Dean an oral or written report (it is preferred that the report be e-mailed for easy distribution to Board members), including successes, frustrations, and recommendations for subsequent camps