AISD CONCESSION OPERATION GUIDELINES 2012-13 LOTTERY All Clubs/Organizations in attendance at the scheduled lottery time will be able to participate in selecting game blocks. Clubs/Organizations that do not participate in the lottery may join the co-op during the year and pick up games as available. During the drawing for game blocks, a Club/Organization may indicate that they have completed selecting games. Their name will not be added to the next round of drawings. VOLUNTEERS - STAFFING FOR GAMES/EVENTS (all games/events NOT held at Eagle Stadium) The Group Leader (“Concession Lead”) is responsible for insuring that the designated numbers of workers are available for the game block and that all of the volunteers are “Certified Food Handlers” and have passed the AISD criminal background check for volunteers. Minors (ages 13 and under) are not allowed in the concession stand at any time, including set-up time (no exceptions). High School students (grades 9-12) may work in the concession stand as servers. There must be one adult working in the concession stand for every high school student working. The total number of workers may not exceed the number assigned to the block. VOLUNTEERS - STAFFING FOR GAMES/EVENTS AT EAGLE STADIUM A booster club may choose only one block per stadium event. No student (grades K thru 12) may work at any Eagle Stadium game/event (no exceptions). Volunteers must be scheduled in shifts according to the Lottery schedule. Extra shifts are not allowed. The Concession Manager must receive a list of all volunteers scheduled to work all Eagle Stadium games/events within 24 hrs. of the game/event. This information is required to gain entrance thru security at Eagle Stadium. CLUB/ORGANIZATION RESPONSIBILITIES Each Club/Organization must designate one person as the Concession Lead. The Concession Lead must be willing to accept all responsibilities as specified in the job description. The Concession Lead is responsible for providing instruction to all new volunteers on the operation of the concession stand and operation of all equipment. CLUB/ORGANIZATION RESPONSIBILITIES A Club/Organization is responsible for finding another club/organization to take over any game that the Club/Organization cannot work. The Club/Organization is responsible for all set-up and clean-up functions (including removal of trash to dumpsters), and compliance with AISD cash deposit procedures and inventory procedures. If a Club/Organization provides more workers than assigned to that block, the additional hours will be forfeited. All volunteers must be a “Certified Food Handlers” certificate. TIME RECORDING A time sheet will be provided for every game block. Time sheets will be placed in the Concession Notebook located in each concession stand. Volunteers must accurately record time in and time out on the time sheet. Volunteers must sign out when leaving the concession stand for more than 10 minutes. The Concession Manager will collect time sheets at the end of the game and deliver them to the Student Nutrition Office on the next business day. Total time worked will be calculated by rounding down to the nearest quarter hour and recorded on the Lottery Spreadsheet. INVENTORY PROCEDURES The Concession Manager is responsible for stocking food and supplies needed for each game. Volunteers will write a list of food and supplies needed in the stand for the Concession Manager. CASH HANDLING PROCEDURES The Concession Manager will provide a set amount of petty cash for each game. Two Volunteers will count and record the amount of start-up cash. At the conclusion of the game, two volunteers will count and record the total amount of cash. The Concession Manager will pick up the cash from each concession stand and immediately deliver it to a secured location. The Concession Manager will count the cash and prepare the deposit on the following business day. Any discrepancy will be documented. The deposit remains secured and is delivered to the bank by Student Nutrition Staff. Deposits for each game will be recorded on the Lottery Spreadsheet. CASH HANDLING PROCEDURES Any discrepancy in cash will be brought to the attention of the Concession Lead. CONCESSION AUDIT In December and May, the AISD Accounting Department will perform an audit of all documents, including deposits, time sheets, and inventory. Payments will be verified by the AISD Accounting Dept. before checks are released to Clubs/Organizations.