The Apple Day Committee is accountable to Scouts Canada and Brampton Area members. The Committee is responsible for the planning, organization and the implementation of an annual Apple Day fund raising event within the area assigned by the Central Escarpment Region. Duties of the committee include all arrangements associated with depot organization, delivery, pickup and storage of apples and supplies, control of monies collected through Apple Day events, awarding of points to groups based on participation, awarding of appreciation certificates to community agencies involved in Apple Day and any other duties associated with Apple Day.

Purpose of Operations Manual

This manual is provided for the purpose of collating all information about the roles, duties and responsibilities of Scouters, Scouting Youth and their parents who are involved in the annual Apple Day Fund Raising event.

The manual gives specific instructions for key planners and provides guidelines to follow in order to ensure a successful Apple Day for the Brampton Area.

Apple Day – Objectives

To visibly promote the aims and objectives of the Scouting movement for the Youth of Brampton.
To raise funds through donations from the public for Groups by a good, well-mannered presentation.

Apple Day is an annual event held on a Friday evening, all day Saturday and Sunday afternoon. As stated in the objectives the purpose is two fold:

1) It is a High Profile activity bringing the Scouting movement to the attention of the public. We accomplish this by having youth members visible throughout the Brampton Scouting Area.

2) It is a major fundraiser. We accept donations for Scouting in exchange for an Apple. Every participant receives one point for completing an assigned shift. The total funds collected (minus costs) are divided by the number of points accumulated throughout the Area. The resulting figure is the point dollar value. The funds are then distributed on the basis of a dollar value for each point earned.

Apple Day – Overview

On Friday evenings all participants start to arrive at their assigned depots at 6:00pm. From there the youth are assigned specific locations or jobs for the evening.

On Saturday all participants start to arrive at their assigned depots at 9:30am for the morning shift and 1:00 for the afternoon shift.

On Sunday all participants start to arrive at their assigned depot at 1:00pm.

Youth will be assigned to malls and shopping centres as available. Adult volunteers must supervise them.

Control slips with the names of all participants will be handed in to the dispatcher. On receipt the youth will receive a numbered money jar, apples, tags and a location.

On return to the depot after completing a shift the money jars, route maps and unused apples and tags will be turned in to the depot staff.

The Apple Day Treasurer will collect all funds from the money jars at the end of each shift.

Apple Day Committee

The overall responsibility for the planning, organization and implementation of Apple Day is with the Apple Day Committee. This committee meets several times throughout the year ensuring that locations are selected and prepared, supplies are arranged and information vital to the success of Apple Day is distributed to the Groups within the Brampton Area.

The Committee is composed of:

A Chairperson

A Secretary

A Treasurer

A Depot Chairperson and Co-Chairperson per Depot

Others as determined necessary by the Committee

Duties of Committee Members

Apple Day Committee Chairperson

The Apple Day Chairperson is accountable to the General Membership of the Brampton Area through the Apple Day Committee. The Apple Day Chairperson maintains contact with Depot Chairpersons. The Apple Day Chairperson is responsible for co-coordinating the Apple Day event on behalf of the Brampton Area. The duties include the calling and chairing of meetings of the Apple Day Committee, arranging for supplies of apples and tags, scheduling the delivery truck and drivers, arranging for publicity materials and events prior to Apple Day and other duties as indicated in the following schedule:

January

Schedule the first meeting of the Committee for the current year

April

Ensure that Depot Chairpersons have obtained an up to date list of locations
Ensure that sufficient Apple Day tags are available

May

Solicit proposals from apple suppliers

June

Contact Central Escarpment Region to obtain a copy of the Scouts Canada insurance certificate for each Depot Chairperson
Recruit truck drivers and helpers for Apple Day
Assist Depot Chairperson(s) to update identification of locations

August

Contact truck rental agency (chosen by Apple Day Committee) and reserve a suitable truck for Apple Day
Ensure Apple Day Information Kit is updated and available
Ensure that the following documentation is up to date and available to Depot Chairpersons:

Merchant consent letter and form (APPENDIX E)
Control slips (APPENDIX F)
Information Kit (APPENDIX D)

September

Ensure that sufficient money containers are available for all depots
Contact Apple Supplier (chosen by Apple Day Committee) and ensure all arrangements for costs, supplies, pick up, delivery and returns are made
Confirm availability and distribution (as necessary) of apples, tags, money containers and miscellaneous supplies for depots
Arrange with Brampton City Council through the Office of the Mayor, to promote Apple Day at a Council Meeting
Arrange for an Apple Day promotion photo and news story through local printed media
Give a briefing on the Apple Day plans at Brampton Area meeting
Notify driver of their assigned Apple Day schedules
Confirm truck reservation from truck rental agency

October

After Apple Day, arrange for acknowledgements for those involved with Apple Day
Arrange for appropriate Appreciation Parchments
Ensure that Apple Day supplies are put into storage

November

Arrange wrap-up meeting of Apple Day
Prepare a Thank You letter to Scouters for the December issue of Smoke Signals
Ensure Thank You letters are sent
Ensure that any outstanding matters are dealt with

Secretary

The Secretary reports to the Apple Day Committee and is responsible to ensure that accurate meeting minutes are recorded and distributed to each member.

The duties of the Secretary are:

Distributing a copy of the meeting minutes to all committee members after the meeting
Remind each member prior to the next meeting to inform them of the meeting location, time and any other pertinent information essential for the upcoming meeting
Assist the Chairperson with promoting publicity for this event
Assist the Chairperson to acknowledge all those involved with Apple Day, including those who provided facilities and/or equipment

Treasurer

The Treasurer reports to the Apple Day Committee and is responsible for the collection and distribution of all funds received. The duties of the Treasurer include receiving unopened money containers from Depots, unsealing the money containers and bagging it. The Treasurer will arrange sorting and packaging of money, preparing bank deposits and depositing monies to the bank.

The Treasurer will:

Attend Apple Day Committee meetings
Ensure that arrangements are made for the sorting, packaging and counting of funds
Ensure each Depot Chairperson receives $75 for refreshments
Make scheduled collections of unopened money containers from Depots
Verify point totals and determine the point dollar value for Apple Day
Ensure that monies are deposited into the bank (late proceeds to be deposited as early as possible following the receipt of the funds)
Ensure that cheques from Apple Day proceeds are distributed to Groups that participated in Apple Day
In conjunction with Apple Day Chairperson, prepare and distribute a financial report
Provide a backup of the financial data to the committee for archiving
Ensure that a float be kept of approximately $500 for the following year

Depot Chairperson

The Depot Chairperson reports to the Apple Day Committee and is responsible for the overall organization and operation of an assigned Depot.

During Apple Day the Depot Chairperson will have total autonomy in making decisions that effect the operation of the Depot, the assignment of locations, the allocation of points and the guidelines laid down by the Apple Day Committee.

The Depot Chairperson’s duties include:

Contact all locations requesting permission for youth to be on their property
Ensure arrangements are made for Depot space
Attending Apple Day Committee meetings
Arrange for Depot staffing
Ensure that all Depot staff understand their assigned duties
Preparation of the master list of locations
Arrange for adequate access to Depot location during Apple Day
Obtain Depot expenses through Treasurer and maintain control of all Depot expenses and money containers
Ensure supplies to run the Depot are obtained including:

waste containers
coffee/tea supplies
lunch on Saturday only
tables and chairs
refreshments

Ensure that clean up is performed at Depot after each day's activity
Ensure that all necessary signs are prepared and posted for Depot
Ensure that each money container has a numbered sticker and cable tie attached
Ensure that all locations are current and a list of the locations is prepared
Ensure that Depot is set up and ready for arrival of Scouting Youth on Friday, Saturday and Sunday as required
Liaise closely with the Apple Day Chairperson in order to ensure adequate apple supplies are available
Ensure all property required or used for Apple Day is returned promptly to the appropriate source
Ensure all money containers are returned to Apple Day Committee storage
Ensure all other supplies are stored
Provide a list of people and businesses that should receive appreciation recognition or parchments to the Apple Day Committee

Depot Co-Chairperson

The Depot Co-Chairperson assists the Depot Chairperson in completing preparation requirements for the Depot which includes the duties as follows:

Attending Apple Day Committee meetings
Be present at the Depot during times of operation
Manage the Depot operations under the direction of the Depot Chairperson
Ensure the physical set up of the Depot is adequate to meet the needs as indicated in the Depot Set-Up section
Prioritize mall locations to ensure busiest areas have coverage
Review periodically to ensure the best coverage is maintained
Ensure that personnel assigned to the Depot are familiar with and carry out their duties
Maintain supervision over jar, route and traffic control functions at the Depot
Ensure personnel are assigned to supervise Apple Bin areas
Ensure the Depot is kept clean and free of debris

Depot Set-Up

The set up of the Depot should follow these guidelines:

Areas to be set aside for Location Control, Jar Control and Apple Bin
Each area should have sufficient tables and chairs to accommodate workers and materials
Suggested materials for Depots include:

Ø Table for distribution of money containers and tags

Ø 2 tables for distribution of locations

Ø Table for apples

Ø One box / file folders for control slips

Ø Two tables for completion of control slips

Ø Plastic bags and garbage bags

Ø Markers, pens, tape, stapler

Location Control

The Location Control area is under the supervision of the Depot Co-Chairperson. It will normally have a volunteer designated as dispatcher in charge of its operations.

The Dispatcher will assign locations to Youth with a completed Control Slip on a first come first served basis.

Dispatcher will ensure that an assigned location is tracked separate from locations that are yet to be assigned.

When a location is assigned it will be checked off on the location list provided by the Depot Chairperson.

Youth wishing to go door to door in residential locations may do so on an individual basis. These locations will be tracked to ensure that they are not duplicated. These youth will be required to complete a section of streets as approved by the depot chairperson.

If maps are provided they will be due back at the end of each shift.

Jar Control

The Jar Control area is under the supervision of the Depot Co-Chairperson.

Volunteers in the Jar Control area are responsible for the storage, distribution and return of money containers in use at the Depot on Apple Day. Records will be kept listing the numbers on issued jars. (Information is to be recorded on control slips)

Jars will only be issued to the youth. When a jar is issued to a youth the number on the jar will be recorded on the control slip opposite the youth's name.

Jars will be issued at the beginning of the shift for the current shift only and are due back by the end of that shift.

As jars are returned the number on the jar will be checked against the corresponding control slip.

Extra jars will not be given to drivers.

Jars may only be opened by the Treasurer.

Apple Bin

The apple bins should be kept apart from the dispatch area if possible. This allows for a more orderly separation of people arriving and milling about at the Depot.

An adult must be assigned to assist in distributing apples and supervising the bin(s).

A separate control slip must be submitted for the one adult and up to 5 youth per shift

Use only one bin at a time and try to be careful when taking or returning apples. Damaged and bruised apples cannot be handed out to the public. Bagging the apples to be used is recommended.

Depot Staff Requirements

The Depot Chairperson establishes the Staff to run their Depot prior to Apple Day. Points are assigned at the discretion of the Depot Chairperson as per APPENDIX B.

All Depot Staff must be registered members of Scouts Canada. Depot Staff are expected to arrive half an hour prior to the shifts and to stay after the shifts for clean-up. Depot Staff will be expected to assist where required as deemed necessary by the Depot Chairperson.

Recommended number of Depot Staff (Persons/Shift)

	Friday	Saturday AM	Saturday PM	Sunday
Brampton Depot	5	6	6	5
Apple Bins	6	6	6	6
Bramalea Depot	5	5	5	5
Apple Bins	6	6	6	6

Depot Shifts
Friday: 6:00pm - 9:00pm

Saturday AM: 9:00am - 12:00pm

Saturday PM: 1:00pm - 4:00pm

Sunday: 1:00pm - 4:00pm

In order to qualify for a point all participants are expected to complete a full shift.

Adults and Youth

All Leaders, Rovers, Venturers, Scouts, Cubs and Beavers must be in full uniform and dressed properly for the weather.

Leaders and Parents in charge of Youth are to ensure everyone apply themselves to the task at hand and do not interfere with other operations.

On arrival at the Depot, all participants should proceed to the Control Centre to fill out control slips
Upon the completion the participants should proceed to location assignment area to be assigned an available location
With a location assigned participants should proceed to the jar assignment area for the adult to hand in the control slip and the Youth to pickup a jar
With their jar the participants should proceed to the apple bin area to receive their apples
Once finished at the Depot, participants should proceed immediately to their assigned location
When transporting youth all road safety laws must be followed
Participants must remain at their assigned locations and not wander
Youth must remember that we do not sell apples but offer them to the public and ask for a donation in support of Scouting
For safety purposes adults must remain with the youth at all times
Participants should not handle money as donators are expected to deposit their donations directly into the jars
At the end of each shift all jars must be returned to the depot, along with surplus apples and tags

Control Slips

Control slips are the only means of recording the information necessary to award points
Control slips are to be filled out for each authorized participant involved in Apple Day
Depot Staff will be responsible for ensuring that the proper information is recorded and will maintain control slips
Control slips must indicate:

Ø section, title and group number

Ø driver's name and telephone number

Ø youths’ names and their assigned jar numbers

Ø time out/in, location and shift number

The person recording the information should initial control slips.
Control slips should be filed by group in a container at Depot
Control slips are for exclusive use by the Apple Day Committee only and will not be given out

APPENDIX A

Depot Locations and Boundaries

Bramalea Depot

Brampton Civic Centre

Peel Centre Drive

Mayfield Road on the north, Highway 407 on the south, Highway 4l0 on the south-west until Williams Parkway, then Winston Churchill Boulevard on the north-west and Highway 50 on the east

Brampton Depot

Shopper's World Mall

Hwy #10 & Steeles Avenue

Williams Parkway on the north, Highway 407 on the south, Highway 410 on the east and Winston Churchill Boulevard on the west

APPENDIX B

Point Allocation Structure

Committee Members:

Committee Chairperson

- 2 points total for all 3 days of Apple Day

- 35 points for attending all committee meetings

Depot Chairperson

- 2 points total for all 3 days of Apple Day

- 5 points for attending at minimum 2/3 of all committee meetings

Depot Co-Chairperson

- 2 points total for all 3 days of Apple Day

- 5 points for Attending at minimum 2/3 of all committee meetings

Secretary

- 10 points for attending all committee meetings

Treasurer

- 5 points for attending at minimum 2/3 of all committee meetings

- 30 points for all other duties

Truck Driver

- 5 points for each shift

Truck Driver Helper

- 1 points for each shift

Depot Staff

Maximum of 30 points allocated to participating groups based on ratio of attendance determined by the Depot Chairperson

Participants

Adults and Registered Youth

- 1 point per shift completed

Miscellaneous

Points may be awarded prior to Apple Day at the discretion of the Apple Day Committee for assisting in approved services major projects or events.

APPENDIX C

Group Committee Duties

The following is a list of Group Committee duties associated with Apple Day. By following these rules Groups will assist in ensuring a successful and fun day for everyone:

Arrange for a group marshalling area for your youth and drivers to meet before proceeding to the Depot
Ensure each youth brings a decorated basket (Depot will not supply baskets)
Advise drivers that it is their responsibility to ensure the youth are kept under constant supervision at all times for their safety and to ensure that a positive image of Scouting is portrayed at all times
Youth are not allowed to enter a business location or behave in a manner that would jeopardize our relationship with businesses
Youth must be discouraged from eating or drinking at their assigned location
Locations are assigned on a first come first served basis and may only be altered by the Depot Chairperson or the Depot Co-Chairperson
Advise drivers that route maps, jars and other materials issued by the Depot must be returned to the Depot at the completion of a shift
Groups should provide their own lunches
Groups should ensure the youth know which group they belong to
The group must be registered with Scouts Canada to participate
Only youth registered with Scouts Canada will earn points for participation

APPENDIX D

Information Kit

An annual guide to Apple Day designed specifically for distribution to Groups is available per “Brampton Area Apple Day Information Kit”.

APPENDIX E

Merchant Consent Letter and Form

An annual letter to provide to businesses in order to inform them about Apple Day and a form to fill out as record of permission obtained per “Brampton Area Apple Day Consent Letter and Form”.

APPENDIX F

Control Slips

Form to be filled out as per section title Control Slip. The following is a sample only, for an up dated and printable version please see “Apple Day Control Slip”.