SPARC EXECUTIVE DIRECTOR S JOB ACTIVITY TIME LINE

Transcription

1 SPARC EXECUTIVE DIRECTOR S JOB ACTIVITY TIME LINE DESCRIPTION OF MAJOR JOBS TO BE DONE WHEN JOB WILL BE DONE DATE Computer records, printed materials (lists, forms, legal documents) and files have been developed and will be maintained for the Executive Director to accomplish any of the jobs listed below. This report includes as much of my thinking as I can give you. And I will be available for questions whenever needed. This timeline will change as conditions change. Katie Petersen ACTIVITY DAILY OR WHEN NECESSARY Answer phones Be available daily from at least 7:00 a.m. to 4:00 p.m. I find it helpful to keep a telephone log of the calls received and made and the action taken or needed. It is also a way to keep track of phone numbers you may need later. Answer s daily. This takes about 2-3 hours each day. If the s have to do with commodities or with problems. Print them off so you have a record of what has been discussed or promised. Be prepared There is always something happening with MDE, USDA, SYSCO, the Brokers, SPARC Member requests and the other Co-op Administrators that takes unanticipated time from the tasks you anticipate doing that day. There is no way to prepare for this and these interruptions to your schedule will come to you through s and phone calls. Be prepared to send out interest surveys and newsletters when there are important product decisions to be made or important information needs to be shared with members. Monitor the SPARC website so you are familiar with any webmaster additions you have requested they make or additions made requested by SYSCO school specialists. Be prepared to attend meetings in Grand Rapids and Detroit with SYSCO; as well as meetings with brokers, hotel or other meeting place personnel, management company personnel and MDE when requested or as necessary. IMPORTANT: Monitor WB-SCM website daily the status of surveys for all products and the status of SPARC product orders. MDE will keep you apprised of most changes. Prepare and send bi-monthly or monthly financial reports for Manistee ISD depending on membership or food show receipts and board member expenses. Send a copy of what you give to the ISD to the treasurer and also it to all board members. The treasurer will receive monthly reports from the ISD to double check what is being paid from the SPARC account. The Treasurer also sends a monthly report of all checks written and this is also sent to all board members. The Treasurer prepares P & L and other financial reports as needed for the quarterly board meetings, but it is your responsibility to forward them to the board. 1

2 Keep membership files and addresses updated. SYSCO staff will tell you when they have changes in the and director status. However, whenever you do a mass , always double check and correct any that were undeliverable. Always double check the food service director membership information as this is taken from local district reports to MDE and many financial managers consider themselves the food service director and messages do not get to the actual person doing the job. Be available for meetings with broker representatives Often meetings will be held in the SPARC office or over lunch. If it is a big account, be prepared to meet their schedule and meet in Grand Rapids. Always offer to meet at their site with any SPARC members who are having problems. Be available to meet with other SPARC committees, especially regarding commercial products as the Executive Director does not have access to this information through placing commercial and commodity orders and must depend on the SPARC Board members to provide the information. Also the esysco site is not easy to use if you are not placing an order, but just wanting to find pricing. You must rely on the board members to tell you when prices are not correct. If the board decides to do strategic planning in May or June, prepare the necessary materials. Going into a new era with a new executive director, the SPARC board needs to hire a facilitator to assist them with where SPARC wants to be in 5 years and develop an outline on how to get there. They have a Mission Statement developed several years ago but the whole process needs to be revised. SPARC needs a Code of Business Conduct, a Vision and a Mission that has been developed using SWOT analysis-strengths, weaknesses, opportunities and threats. Attend any training necessary to remain current in school food service issues. If you have not established a rapport with SNAM, you need to do so by becoming an industry member, monitoring their website, taking any classes they offer so you better understand your SPARC members. Because UP districts may still be a viable market, keep Wisconsin s Sysco East and Sysco Baraboo notified of all SPARC activities. Participate in any activities these companies have for their UP customers. JUNE Prepare and send milk and bread bids to all known vendors. Attend one of MDE s summer update workshops, if held. If not done in May, hold a pre-bid/pre-conference meeting with brokers and manufacturer s representatives. Send conference material to vendors with all pertinent information. Ask them if they want to donate door prizes. Set the ground rules for submitting products they plan to show. Give them the information to update specifications for the October RFP. Meet with personnel at conference site to go over conference room needs. 2

3 Reserve and pay for SNAM booths. WBSCM orders for cheese for the next school year Estimated cheese orders are now placed 1.5 years in advance. At the direction of the SPARC Board, prepare for MEGS plus-- s & flyers for recruiting new members Answer questions about membership, regularly request updates from MDE and keep board members apprised of the membership status. NOTE: If MDE keeps the new schedule for MEGS with sign-up starting in July and due by October, and with the responsibilities inherent in the RFP timeline for commodities, September and October become a real crunch time for recruiting new members. You will have to make presentations to superintendents, business managers and food service directors. Recruiting has to be a shared responsibility by the SPARC Board. You will need the help of a board member in the area where you are recruiting. The Board members will always have more credibility and impact than will the executive director. Early in June prepare a list of possible recruiting meetings with food service directors, business managers or superintendents. Utilize the list of MSBO regional section meetings you will find on the MSBO website. They list a contact person for each area and some may even have their monthly meeting dates listed. JULY This is a slow month for interaction with members. However, you need to be available daily to answer business managers and auditors questions about PAL reports. PAL reports are now ed directly to the food service directors and we ask that they share it with their business managers. However, since the final PAL Report is not issued until July 15, many directors are gone for the summer. You must be prepared to fax them to the business managers when requested. See note above: If MDE changes to MEGS Plus and uses CNAP application process to signup for commodities, this month will be used to track member sign-ups and to give lists to board members of members who have not as yet re-signed with SPARC. If the August conference is continued, this is the time when you will be making final hotel arrangements, processing registrations, making name tags, collecting booth fees etc. Attend School Nutrition Association Annual National Conference. Receive and disseminate milk and bread bids to districts by the end of the month so their boards of education can make awards at their August board meeting. Work closely with SYSCO on product evaluations for the conference. Get information from vendors on products they plan to show. Put this into an evaluation form for the members. This is a legal requirement as 30% of the bid award is based on member s evaluation of commodity processors products. This whole process needs to be revisited during strategic planning as we are not getting the information we need. JULY 1 Make sure SYSCO has all the commodity pricing and listing of Fair Market Value items done by July 1 st. Post the new list to the SPARC website. 3

4 AUGUST Prepare for Back to School Food Show by doing the following: Attendance lists for programs, all meals, hotel rooms for board members and food fair Prepare a timeline for all activities Request CEUs for the conference Prepare CEU form and program evaluation forms Conference program layout and printing Name badges Type and print them Prepare registration packets for members Prepare table layouts for each room Prepare a separate layout showing outlets needed at each table Prepare a list of AV needed for program rooms Prepare a list of door prizes for inclusion in the registration packets (not all prizes will be listed as some prizes will just show up that day) Review all the function sheets with the hotel Purchase favors for participants and gifts for presenters Prepare scholarship and mini grant handouts for the conference packets. Prepare a vendor registration summary showing what they need (tables, outlets, etc. and what they owe for the tables. Enter payments from vendors as you receive them. They are supposed to pay before the show, but many will not. Prepare invoices for those whose payments have not been received. When the conference is over: Write a Thank You note to the vendors. Include a list of the attendees. Write Thank You notes to the presenters Send invoices after you have sent Thank You to vendors. Summarize the product evaluations in preparation for meeting with SYSCO on stocking new products both commodity and commercial. A meeting may be necessary with the Commercial Products Committee to get more input on products districts need. Post scholarship and mini grant announcements to the website. SEPTEMBER Begin follow-up on strategic planning activities identified in May or June board meetings. Prepare a proposed budget to discuss with the board. If the board meets in September: Board meeting activities agenda, minutes, treasurer s report, approve the release of the RFP and SYSCO s contract renewal. Approve scholarship questions. Prepare for participation in the SNAM conference. What we want to do and who will do it. Order any materials we may need like brochures, prizes, etc. 4

5 Update RFP broker/manufacturer addresses using the ACDA membership files. Double check this file against the commodity contact person who responded last year to the RFP. In many cases you will have several contacts listed for the same company. It is better to over saturate than miss a company. By September 15 you should know who your new members are and where they are located. You need to set up a schedule to meet with these people either regionally or individually to train them on the prudent use of their commodities and to explain the commodity survey and how the survey is used to order their products. You can use the DVD, but you need to tell them that dates and pricing information changes each year. Update RFP and Specifications based on the new products the manufacturers included in their pricing the previous year. This is another very time consuming job as it means checking the nutritional information sent with last year s bid and may mean getting info from the company website or the broker. Check the SPARC website as the info may already be there. End of September or first of October, publish RFP Invitation for commodities in Grand Rapids Press. You are required to publish in only one newspaper of general circulation. Since most brokers have an office in Grand Rapids, the Press is the logical and least expensive choice. When evaluation summaries have been completed, return the evaluation forms to the members who have requested their return. Be prepared for a lot of and phone activity from members the week after school starts Write a letter to the members thanking them for being or becoming SPARC members OCTOBER If board meets in October: Prepare October board meeting materials Release the RFP and complete the bid activities as per the Annual Commodity Calendar Make an file of all vendors who supply An Intent to Bid letter as you need to notify them of any questions and answers about the bid, specifications and RFP. Answer questions from vendors about RFP & specs only through no phone answers. Record the question and the answer on a separate sheet. Add to this sheet the questions and answers as they are asked and answered. At the close of the time period for questions and answers, send them to all bidders who have filed a Letter of Intent to Bid. Begin meeting with new SPARC members on commodities. Bill SYSCO for their portion if they participate with us in the SNAM booth. Encourage them to have their own booth and be more visible to the food service community, but work together in the one or two booths. NOVEMBER This is one of the busiest months because Commodity RFP is due. Also, things are crunched between when the November 15 file is released, when bids are returned, analyzed, meeting with MOR Administrators on the analysis and preparing the materials for the board so they can accept bids, make awards and complete the survey. 5

6 Attend SNAM Fall Conference and assist members with the SPARC booth. Print off USDA s November 15 file and put in the appropriate Commodity Book. With this information you can begin working on the USDA donated portion of the Annual SPARC Survey. Prepare a check off list that you can fill in and attached to bids when opened and reviewed to make certain you have all the required information. From these forms, complete your master list of responses noting any missing information. Late November--Receive, open, and review RFP responses. Return bids received too late to qualify. Make sure you have all documents that need original signatures. You can request any missing information except prices. Prices not received on time in the lock box or missing documents needing original signatures are not valid bids and you must reject. Put bids into a format so prices can be compared. Check nutritional information for adherence to specifications. Notify vendors of problems with RFP materials. Make copies of SEPDS, Technical Response Forms and Destination Information for SYSCO GR, MOR and MDE. Price file to Rick. Rick will coordinate pricing information with Detroit. SYSCO and MDE do not need Destination Information. MOR needs price files as soon as the file is built so Chuck can help with the price analysis. With the price comparison, do a comparison of sodium and calorie content on the major use items. Prepare a list of processors who responded to the bid. Make sure you list their contact person, their address, phone and fax numbers, their zip code + 4 and the destination each manufacturer wants product sent to. If you have a lot of trucks like Tyson you need to find out when and where they want these trucks sent. SEPDS are an exception to the deadline. USDA is sometimes slow in approving a company s SEPDS and the approved may not be available until January. Be sure you use the correct commodity price when preparing the survey. Some companies will send last year s SEPDS and you will have to note the correction to their pricing, but you cannot make changes to their prices. The board will have to decide whether or not to reject a bid if it is not submitted correctly. All RFP materials and responses must be kept for 3 years. DECEMBER With MOR s assistance, review RFP prices. At the same time you must meet with SYSCO on the Technical Response items that affect the recommended bid awards; e.g. minimums, freight from the processor, ease of working with SYSCO personnel, etc. Prepare a list of recommended bid awards for SPARC board to approve at December meeting. Do not hold the December meeting at a broker s facility as you will be discussing bid awards that might affect them. 6

7 Work closely with Rick to prepare the Annual SPARC Survey for members to use to place commodity orders. Send the survey to members as soon as the board approves the companies that will appear on the survey. Set your January survey return deadlines to give the members as much time as possible to complete the survey. Build your files to record survey returns and begin entering surveys. Be sure your entitlement files are exactly the same as your survey records. Pay special attention to the location of all the little parochial schools with the same name. Watch for ACDA and SNA conference registrations. The hotels fill up quickly and you don t want to be stuck in an out-of-the way hotel for ACDA. JANUARY This is one of the busiest months for SPARC. Work with the Treasurer to bill for the current school year with a March 1 deadline to qualify for the early payment rebate. Notify all vendors of approved vendors who will appear on the Annual SPARC Survey. The actual bid awards cannot be finalized until the surveys are tallied as some approved companies may not receive enough orders to divert any trucks to them. Prepare a new Master File for survey entries. Surveys due and entered into a Master File spreadsheet so trucks can be determined If you do not receive a survey by your deadline date, you need to contact the member by and/or phone to try to get their survey. If you don t get a response, you will need to fill out a survey for them. Use their drawdown report and any past survey info you have to aid you. Be sure you keep track of the people you need to do this for so you can answer questions as to why you made the selections you did. FEBRUARY Check WBSCM orders for cheese against the pre-order done back in April, May or June. Make any corrections needed before the deadline. Watch dates on USDA s order site as they will only have the first 6 months of the second commodity year listed. WBSCM orders are due for fruits and vegetables. I have found it advantageous to do as much ordering as possible for all products. There is so much to remember that things could get forgotten when spread out over several weeks. This also give you time to contact the processors and the other co-ops for assistance in filling trucks. MARCH Prepare regular board meeting activities and make initial preparations for Annual SPARC Conference: Decide on programs, speakers, theme, length of program, etc: Double check room needs with hotel after plans are complete. Based on board s direction as to membership fees, have treasurer prepare and send invoices for district membership. 7

8 Complete WBSCM orders for meat & poultry MDE will keep you posted on order deadlines and any new products as they become available. However, I still check WBSCM deadlines daily to be certain I haven t missed anything. Prepare scholarship letters and invoices. Take to the ISD so checks can be written. If a board member wants to hand deliver the checks, prepare materials for the ISD in a timely manner to meet the presentation timeline. APRIL Attend ACDA Conference Complete WBSCM processed potato orders MAY Prepare flyer for August Back to School Food Show and it to all SPARC members. Hold a pre-bid/pre-conference meeting with brokers and manufacturer s representatives. Prepare board meeting materials The following are the major agenda items for SPARC Executive Board Meetings and things that need to be sent in advance of the meeting or printed for the meetings. MEETING DATE MAJOR AGENDA ITEMS Consent Agenda Items Subject to change based on the month the board meets SEPTEMBER Board Meeting Topics Or OCTOBER Approve the release of the RFP for next commodity year. Post in newspaper. Agenda Additions Approve added value programs; scholarships etc. Minutes of Previous Meeting Complete plans for SNAM Conference Treasurer's Report Review and Update Strategic Plan if not done in the spring Committee Reports Approve Budget for the next school year Website Updates Communications Reports: Commodity, Conference, New Products Approve SPARC Conference Appoint Committee Approve Board members to attend ACDA and SNA s ANC NOVEMBER DECEMBER (if scheduled) MDE Meeting at SNAM with MDE and other co-ops Make Bid Awards and Prepare Survey Board Meeting Topics Commodity Survey results and decisions Set Membership Fees and Due Date for January billing Approve ACDA Attendance for additional people Approve SNA Attendance Review annual budget and make adjustments 8

9 FEBRUARY OR MARCH SUGGESTION: APRIL OR MAY Board Meeting Topics Review Scholarship Applications and make awards Meeting could be handled through a Conference Call due to the uncertainty of the weather Board Meeting Topics Review and Approve Executive Director's contract Review and Approve Sysco s Contract Finalize plans for August SPARC Conference ACDA Conference Report-What's ahead for commodities Plan SNAM Participation Adopt next year's meeting calendar Review Strategic Plan and hold strategic planning at this meeting or plan a special meeting. Items listed in RED are LEGAL obligations Updated January 17,