CRAA Team Bingo/Casino Coordinators Job Description & Bingo Procedures

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1 CRAA Team Bingo/Casino Coordinators Job Description & Bingo Procedures Responsibilities (Summary): need to have access to a computer and be able to work proficiently with Word, Excel and e mail; Act as a liaison between parents and Royals Bingo Director (RBD) re any bingo issues; Collect fund raising deposit cheques and pass on to the RBD by Oct 5; Assign bingos to families using master schedule (attached) and send copy of master to Royals Bingo Director and team members; Remind parents one week prior re upcoming bingos; Complete Bingo Worker Schedule accurately and on time prior to each bingo (must be in to the Royals Bingo Director 3 days prior to your next scheduled bingo); Look after sign in sheets at the hall and take the position of Lead Seller at the Bingo (or assign someone else to look after sign in if you wish to take another position); Make sure you ALWAYS take team contact info to the bingo hall and Hires List; On years when CRAA has a casino, assist with finding volunteers on your team and passing on casino information to your team; Bingos General 1. All teams will have 2 assigned bingo coordinators 2 One bingo coordinator MUST be present at each of the teams scheduled bingo and work as the Lead Seller (or assign another parent to look after sign in if working a different position. 3 For the 2009/10 season, our association has 16 bingos at Bingo Barn, and 61 bingos at Grey Eagle. This works out to an average of 6 bingo shifts per family on your team. For every bingo worked after the third one, 50 credits will be given (i.e. for bingos #4,5,6) which can be used towards next year s tryouts or registrations. Royals Bingo Director will keep teams informed as to their credits. 4 Each bantam team will usually be assigned one summer (July or August) bingo, and again, one bingo coordinator needs to be present for each of these bingo shifts. All bantam and minor midget teams will have several bingos assigned after the end of the hockey season (April June). Any July/August bingos are doubles at Grey Eagle. 5 Please be aware that there are cleanup duties involved at the end of the evening shift (not the late night) which we are responsible for (garbage, table wiping, etc.) 6 Bingos should not be assigned on game days during regular season. We will try to take playoffs into account when assigning dates. Please check your dates to make sure there are no team conflicts.

2 Bingo Procedures Fund Raising Deposit Cheques. Each family is required to submit six (6) post dated fundraising deposit cheques to one of the team bingo coordinators by October 5. Cheques are each in the amount of $300 and should be post dated as follows (payable to CRAA). PLEASE check that the dates are correct as the cheques are handed in. One (1) each dated October 1,2009; November 1,2009; December 1, 2009; January 1, 2010; February 1, 2010; March 1, In the event that any family does not meet their bingo fundraising commitment, their fundraising cheques will automatically be cashed: in the case of bingo s one cheque per shift, per person who should be working that particular assigned shift will be cashed if the person working does not show up for their shift. CRAA has zero tolerance for no shows: appeals are limited to unforeseen emergency situations. (CRAA gets fined by Alberta Gaming for each person missing from their bingo shift). Fundraising cheques will also be cashed if blueline, Mac s or any other association fundraising obligations are not met. Team Contact Information The team manager will provide you with team contact information, a copy of which you should always take to the hall with you. Scheduling Bingos Once teams have been finalized and coordinators assigned, RBD will send out a list of bingo dates for your team. You probably will NOT get all your dates at once, rather RBD will send out the first few, to get everyone going, and then send out the rest. Summer bingo dates are not available until around the end of March, so you will not know until then what your dates are (usually only bantam teams). Please be aware that there WILL be undesirable dates, i.e. stat holidays, etc. but the RBC will try to allocate these fairly amongst teams.

3 Make up a master schedule You will make up a master schedule using the Royals Team Bingo Spreadsheet (Attached) which shows all the dates assigned to your team and which family is responsible for working these dates. You will need to take into account day bingos (see below). Please organize the schedule alphabetically. Grey Eagle requires 12 workers for each shift. Grey Eagle has only evening and late night shifts. Evening shift is 4:30pm 9:30pm. Late night shift is 9pm to midnight. Bingo Barn requires 7 workers for morning shifts (8:15 11:15am); 11 workers for afternoon shifts (10:45am 3:30pm); 13 for evenings (4:30pm to 9:30 pm) and 9 for late night (9pm to 1am) If you wish, you can send out your assigned dates to the team to see if there are families that cannot make certain dates before making up the schedule. However, our experience is that it is easier to just assign dates, and then the families are responsible for either trading or hiring if they cannot make those dates. There is a list of hired workers that should be circulated to your team. Only workers from this list should be used as they are experienced. When making up the schedule, please be fair: everyone should get a summer bingo if applicable, and no one family should finish earlier than everyone else Day Bingo s Bingo Barn has a number of day shifts assigned to us. Parents interested in working these day bingos will let the RBD know and the RBD will send you a day bingo spreadsheet showing the names of people on your team signed who up for these with the dates. You will need to take this information into account when making up your master schedule for the teams assigned bingos. For example, if I have to work 6 bingos and am scheduled for 2 day bingo s you would only schedule me to work 4 of the team bingos. There should be a heading day bingos on your master and under this you would put the total day bingos worked by each parent. Send out Master Schedule to Team and Royals Bingo Director Once the master schedule is complete, a copy should be sent out to the team, cc ing the RBD. Once completed, the master schedule should not change. In the unlikely event it does you MUST update the RBD. Again, if someone cannot work their shift they can switch with another family or hire from the hire list. If you are a team that has a summer bingo and you don t get dates until April, please just put Summer Bingo date TBD as a heading on your master (see example).

4 Before each Bingo: Reminder One week prior to the bingo, the team bingo coordinator should e mail out a reminder to all those families working the bingo and cc the RBD. The reminder should include location of bingo, date and shift times. It should also list everyone working and ask everyone on the team to respond as to which parent is working or to let you know if they are hiring (in which case you should be provided with the contact info of the hire), or if they have switched with another parent in which case they will give the other parents names. They MUST give you this information no later than THREE days before your scheduled bingo date. Bingo Worker Schedule Once you have all the information from your team re who is working, you will complete the Bingo Worker Schedule (see attached). This MUST be sent in to the RBC no later than THREE days prior to the scheduled bingo. Under Player name should be the last name of all the families scheduled to work as per your master schedule. Under Person working will be the parents name, the name of the hire and their contact info, or the name of the parent they have switched with. You only need to assign Bonanza Controller position. This needs to be someone working a double shift. This person should preferably have experience; if not it should be noted so the hall knows they will have to train someone. Bonanza Controller and Paymaster are in the back offices. Team Bingo Coordinator either takes the Lead Seller Position (basically makes sure everyone takes their breaks on time and answers questions from team members) or takes another position and designates someone else to sign people in. It is always the family listed on the master schedule that gets the credits. So if I am scheduled for June 9 my name will be on the master and on the volunteer schedule; if I switch with Jones for June 11, then Jones will be listed as my worker for June 9, and I will get the credits, and I will be listed as the worker for Jones on June 11, and Jones gets the credits. At the Hall Remember to take a copy of your Bingo Worker Schedule and your team contact information with you to the hall as well as the Hires List. There have been several incidences in the past where a phone call from the bingo hall has prevented a no show and therefore someone s deposit cheque from not having to be cashed. At the bingo hall, you will be given a sign in sheet for each shift by the bingo Chairperson (there is a Chairperson at each hall, who works for the Royals Marnie at Grey Eagle and Judy at Bingo

5 Barn. As people come in they can sign in for whatever positions they want with the exception of the bonanza controller and the lead seller (team bingo coordinator). Ensure that sign in sheets are completed properly, i.e. make sure that EVERYONE on your team has signed in (on both evening and late night shifts) and that they have PRINTED and SIGNED in the proper places. Everyone is considered a member. Please double check that you have the correct # of signatures if you have too few or too many, you need to find out why and advise the RBC the next day. Once sign in sheets are complete, you will be given a copy by the Chairperson who will fax/send them to the RBC who will match this up against the volunteer schedule you sent in 3 days prior and use this to assign bingo credits to the team. Once your team has completed its bingo obligations, the RBC will send out a listing of what credits each family has to use against next year s tryouts or registrations. No Shows If there is a no show on your team, you need to use the Hires List and quickly try to find someone who can come in to replace the missing person. We are fined for no shows and if there are too many, the bingo hall will increase the minimum number of volunteers required which means we will all have to work more bingos. You also need to advise the Association Bingo Director ASAP. CASINO (Thursday November 19 and Friday Nov 20 for 2009/10 Season) Approximately every 18 months, our association is assigned a casino. You may be asked to contact your team to find volunteers and then forward this info on to the Royals Casino Coordinator. Casinos are held over a 2 day period and there are both day and evening shifts available. All casino volunteers get $100 credits per shift. Credits are NOT transferable with bingo credits and working a casino does not mean you get to work fewer bingos. If we do not get the required number of workers on a volunteer basis, then each team will be mandated to provide the number that will get us up to what is required. Casino credits will be included on the listing sent out by RBD upon completion of team bingo obligations.

6 The Royals Bingo Director is always available to assist if you have any problems or questions please call to clarify. Don t assume anything...if you are unsure please call or Laura McGregor. lhmcgregor@cbe.ab.ca Home Cell All of the above information is posted on our website (