2011 Tree Lot Guide

Troop 351 Tree Lot Guidelines 2011

The Troop's Christmas Tree lot is our only fundraiser and pays for our year-round program, trips, activities, and summer camp. All Troop members and their adults are required to participate.

Scouts and their adults will sign up for 7 shifts. Each Scout/adult pair will be responsible for 14 shifts; 7 shifts for each Scout and 7 for the parent/guardian. Two or more parents/ guardians may divide the adult shifts if they wish. You may NOT split a single shift.

You will be billed for missed shifts if your final total is less than 14 shifts (adult & youth combined) per Scout. Missed shifts will be billed at the rate of $60 per person, per shift.

All adults working on the Tree Lot are required to pass BSA Youth Protection Training prior to November 15, 2011. The online YP training address is http://olc.scouting.org/info/ypt.html. Troop Meetings will continue on Wednedays with Scouts working on their Merit Badges through December. The Venture Crew will be covering Wedneday nights at the lot.

All tree lot workers are volunteers. No one will be paid or otherwise compensated for their work. All money earned at the Christmas tree lot belongs exclusively and collectively to Troop 351, and will not "follow" any Scout, Venture Crew member, or adult, should they leave the Troop for any reason.

General Information

Tree Lot Trailer phone number 503-775-2848

Committee Chairs	Phone numbers	shift credit equivalents
Tree Lot chair Linda Mendel	503 231 9632	5 shifts
Publicity - Thea Coleman	503-274-0275	1 shift
Set Up & Tear Down - Floyd Hilyard	503.913.3856	clock hours
Set Up & Tear Down Assistant		clock hours
Daily Bookkeeping - Wendy Hustad	971-506-7237	10 shifts
Maintenance- Chris Coleman		2 shifts
Tag & Drag Chair - Paul Kienberger	503-310-7596	clock hours
Tree Buyer – Julie Sokoloff	971.506.7248	5 shifts
Scheduling - Erin Sherry	503-442-0952	5 shifts
Tags - Laura Chandiwalla	503-777-3596	clock hours

Important Dates:

Boys Sign Up for Merit Badges................................. Wednesday, November 2

Tree Lot Set Up:.........................................................Saturday, November 19

Trees Arrive (Tag & Drag)........................................ Friday, November 25

Opening Day (Sales Begin) ...................................... Saturday, November 26

Closing Day (Sales End)............................................Saturday, December 24

Tear Down for Recycling: ........................................ Saturday, December 24

Complete Lot Tear Down.......................................... Saturday, January 14

scheduling is for 4 hour shifts

Weekdays: 5:00 pm to 9:00 pm

Weekends: 9:00 am to 1:00 pm/ 1:00 pm to 5:00 pm/ 5:00 pm to 9:00 pm

Third year and older Scouts and Crew members do not have to work the same shift as their parents.

All Scouts, Webelos and Crew are expected to take direction from the Person in Charge (PIC) and Cashier, follow the rules, be polite, and be helpful for four (4) hours. If your Scout needs more direction, regardless of his age, you should sign up to work with him.

Please do not sign up for shifts that you or your Scout cannot work. It is EXTREMELY DIFFICULT for the Scheduling Chair to make changes to the schedule. If your Scout is scheduled for the last shift of the day, PLEASE REMEMBER TO PICK HIM UP AT 9:00PM.

You must come on time. There is no overlapping of shifts! Plan to arrive 5-10 minutes early. Be sure to fill out and sign your time card. Your shifts will be credited based on your time card entries. When you arrive, talk with the other adults, the ones leaving and the ones arriving. Make sure that you know who the Cashier and PIC are.

YOU ARE RESPONSIBLE FOR FINDING YOUR OWN SUBSTITUTE(S)

If you have signed up for a shift, and a true emergency prevents you and/or your Scout from working, GO TO THE TRAILER, GET PHONE NUMBERS OF SCOUTS AND/OR PARENTS THAT MIGHT BE ABLE TO TRADE SHIFTS WITH YOU, AND KEEP PHONING UNTIL YOU HAVE A SUBSTITUTE LINED UP.

Always inform the Scheduler, Erin Sherry, at 503-422-0952, of the changes you have made BEFORE the shift in question begins.

If you absolutely cannot find a substitute, call the Scheduling Chair and ask for assistance.

+ NO ONE WILL BE ALLOWED TO SIGN UP FOR MORE THAN ONE SHIFT PER DAY WITHOUT PERMISSION FROM CHAIRPERSON.

+ SIBLINGS AND CUB SCOUTS (EXCEPT FOR SECOND YEAR WEBELOS WHO ARE WORKING TOWARDS SUMMER CAMP) ARE NOT ALLOWED TO ACCOMPANY THEIR BROTHERS OR PARENTS TO THE TREE LOT.

+ DO NOT BRING PETS TO THE TREE LOT.

FIRST SHIFT OF THE DAY:

The Cashier or the Person In Charge working the first shift must get the combinations for the fence, trailer and cash box locks. Call the Tree Lot Chairperson, the Daily Bookkeeper, the Scoutmaster or the Maintenance Chair for the combinations.

ARRIVE 5 to 10 MINUTES EARLY to turn on the lights, the sound system, and get set up. The switches for the outdoor lighting are located on the electrical pole and inside the trailer. These switches are clearly marked.

Have two Scouts set out the signs at Firestone and Teco's Restaurant. Signs must be on private property, not on the sidewalk, and must not interfere with the business or its customers in any way. Send at least one Scout who has done this in previous years so there is no confusion as to placement.

FINAL SHIFT OF THE DAY:

During the last shift, the cashier will call all of the Scouts and adults who are signed up to work the next day. Make note in the log that this has been done. Make sure that the adults scheduled for the first shift have the combinations for the locks.

Send two Scouts out to bring in the signs from Teco's and Firestone.

Be sure that sound system, cash boxes and trailer are locked.

When leaving the lot, turn off all labeled light switches located at the electrical pole and inside the trailer. Turn off the sound system according to the posted directions. The last people working this shift must leave together when the work is done. DO NOT LEAVE ONE PERSON ALONE AT THE LOT FOR ANY REASON.

CLOSING EARLY:

We do not usually close early, even in extreme weather, or for slow business. The tree lot chair has the final say on whether the lot closes early. Do not close the lot prior to your shift end time without the express consent of the tree lot chair. If you cannot reach the chair you may contact the Scoutmaster for authorization. Cold, snow, or slow business are not sufficient reason to close early. You will not receive credit for shifts that you close early.

SCOUTS ON SHIFT:

Scouts should arrive dressed for the weather and the job (including work gloves). Everyone other than the cashier is expected to spend all but their 15 minute break outdoors. Expect the weather to be cold and wet.

Please be sure your Scout has eaten prior to his shift.

Scouts are expected to greet all customer(s) as they arrive. The Scout should accompany the customer around the lot, hold up trees, turn them around for the customer to examine, and carry the tree to the trailer. If the customer wants a fresh cut on the trunk of their tree, Scouts may use a handsaw or ask an adult to use the chainsaw to make a fresh cut. SCOUTS CANNOT USE THE CHAINSAW FOR ANY REASON!

The Scout will remove the tag and give it to either the cashier or the customer.

ALWAYS thank the customer for supporting the Troop.

A TREE WITHOUT A TAG CANNOT BE SOLD. If you find a tree without a tag, take that tree to the tagging area.

If there are no customers on the lot, Scouts are expected to stay busy. They should sweep up and recycle needles, keep the lot clean of the twine used to bundle the trees (twine can be placed in the garbage), fill in empty spots in the rows with new trees, replenish the wreath fence, walk the lot and make sure it is clean and inviting, or offer to help the taggers.

Scouts should never engage in horseplay on the lot. There is NO RUNNING, PLAYING TAG OR OTHER GAMES allowed on the lot. Scouts should not sit on or climb on the trees. You may be asked to leave the tree lot for this type of behavior and will not receive credit for hours that are missed.

Scouts and adults are expected to be courteous to everyone. Backtalk or other rude behavior are also grounds for dismissal from the lot.

TIPS - Occasionally, appreciative customers will give the scout a tip. The scout should accept the tip graciously and thank the customer. However, the tip is not his to keep! He must turn the tip in to the cashier, who records it and places the money with tree receipts. This tip money funds our annual tip party at Clackamas Aquatic.

Webelos Working on the Tree Lot:

Webelos scouts, who know that they will be crossing over to Troop 351 in the coming year, may work on the lot, accompanied by a parent, to earn their way to summer camp. We encourage these Webelos to work with the Scouts in Troop 351, as this is a great way to meet the older Scouts, to see how our adults interact with the Scouts, and to be sure that Troop 351 is the best match for your boy and family.

Any Webelos who works less than the required number of shifts will get a pro-rated credit towards payment of summer camp.

The expectations for the Webelos and parents are the same as the expectations for the Scouts. Each Webelos Scout must be accompanied by his own parent or guardian during his scheduled shift. It is not acceptable for one Webelos leader or parent to bring a group of Webelos to work a shift. Siblings of Webelos Scouts and/or young Cubs are not permitted to accompany their brother or parents who are scheduled to work at the Tree Lot.

If your Webelos works at the tree lot and does not later join Troop 351, all of the funds earned at the tree lot stay with Troop 351. You will not be billed for missed shifts if you do not join.

PIC and CASHIER

Greet the Scouts who arrive on your shift. Tell them what the right thing to do is, rather than telling them what they are doing wrong. The adults working the tree lot are in the best position to model a strong work ethic. One adult will be the Person In Charge (PIC). The PIC is responsible for directing and supervising the activities of the Scouts; that the lot is kept clean, that the Scouts are being responsible and taking care of customers, making sure that each Scout gets a 15 minute break during their shift, that the Scouts are respectful of each other and the equipment, etc.

Remind the scouts of the Scouting values: BE COURTEOUS, BE KIND, BE HELPFUL.

The cashier will be in charge of what takes place inside the trailer. The Scouts and PIC should not be sitting in the trailer, this is not a time for socializing, playing cards or doing homework. Review with the Scouts what they should be doing.

The Scouts are entitled to two (2) packages of cocoa per shift.

The cashier has the right to evict any or all Scouts from the trailer and/ or lot.

In addition to the responsibilities listed in the "CASHIER" description, the cashier is in charge of keeping the trailer tidy, writing comments about the shift in the log book; for example: "We are out of cocoa", or "Called maintenance about a broken light".

Here are the steps the cashiers must follow when they arrive for their shift:

* Find the 6" X 9" envelope for your shift, remove the start up funds ($100) and the "SHIFT REPORT" and fill out the upper right hand box with the appropriate information.

* If any scheduled shift workers have not arrived, ask an available adult to call them.

* Keep a tally of each sale on the "SHIFT REPORT" according to type of tree and size. This is extremely important.

* BE ESPECIALLY CAREFUL TO KEEP TRACK OF THE TREE STANDS AND WREATH HANGERS, IF THEY ARE FOR SALE, THEY WILL HAVE A TAG!

* SAVE ALL TAGS. Place the tags in the designated boxes. At the end of the shift, after reconciling the "SHIFT REPORT", place the tags in the shift envelope, bundled by tree type.

* Save the hooks by which wreaths are hung from the fence.

* As you complete each sale, thank the customer for supporting the troop. If available, give the customer a coupon from Pack 351 for $1 off recycling.

* If a customer says, "Keep the change", or wishes to make a donation to the troop, count this money as "Tip Money."

CASH;

* Examine all bills $20 and over, using the special pen located in the cash box. Make a mark on the bill with the pen, if the mark is yellow, then the bill is good, if the mark is black, the bill is counterfeit.

* look for the embedded thread and "hidden image" by holding the bill up to the light. Abe Lincoln should be on the five dollar bill ONLY. There have been counterfeit bills found in Eugene that were made from real $5 bills that have been "washed" and re-printed in higher denominations. Check that the image you have on larger bills matches the denomination.

CHECKS:

* When you take a check get a current photo ID, such as a drivers license or Oregon ID card. Write the ID number and expiration date on the check.

* Look at the photo and description, does it resemble the person writing the check? If not, ask for a second ID.

* Look at the signature on the ID and see if it looks like the signature on the check. If not, get a second ID.

* Check the name and address, do they match? If not, we cannot take the check. (This happens frequently).

* If the phone number is not on the check, ask for a current phone number and write it on the check.

* Stamp the back of the check with the "DEPOSIT ONLY" stamp, located in the cash box.

If you are unable to accept a customer's check explain why. They should already know that their ID doesn't match their check. You may wish to direct the customer to nearby ATM machines (Safeway or Wells Fargo) if we are unable to process their check.

WE DO NOT TAKE CREDIT OR DEBIT CARDS

AT THE END OF THE SHIFT: Reconcile the money and tags on your "SHIFT REPORT". Fill out the paper completely, including your name and phone number, in case the "Daily Bookkeeper" needs to verify any discrepancies. If for some reason your totals do not reconcile, please try to explain the discrepancies on the "SHIFT REPORT". If you are unable to make your report balance after 2 attempts, write a note to that effect on the report and put EVERYTHING in the envelope slip behind the drawer. Also, check to see if all the start-up funds were removed from your shift envelope.

Put all tags, cash, check and the SHIFT REPORT into the shift envelope and seal it. Place the envelope in the drop. The envelopes will be picked up regularly, but not necessarily at the end of each shift.

Although your shift may be scheduled to end at certain time, please do not leave until the "SHIFT REPORT" is completed.

FINAL SHIFT OF THE DAY: Leave the drawer of the cash box OPEN so that anyone looking in can see that the drawer is empty.

The "Daily Bookkeeper" will pick up all of the shift envelopes out of the safe every night. The drop box is located near the time cards. However, they may not arrive right at 9:00pm, you do not need to wait. You DO need to be sure that your shift envelope is in the drop box and that the tree lot has been properly closed.

Lock up the sound system, cash boxes, and trailer. It is surprising how many times the morning shift arrives to find the door unlocked or a gate left unlocked.

ALL ADULTS ON THE LOT

We must guide the Scouts in taking care of their responsibilities, treat the Scouts with respect, and let them know that they are there to work. Both Scouts and adults should stay busy. If there is a lull in customer traffic, use this time to restock empty spots in the tree rows, sweep, replenish wreaths, pick up twine and generally keep the lot looking clean and inviting.

At no time should Scouts be playing on the lot, running, or throwing things.

Keep the tree lot looking inviting. If you see anything that needs repair or maintenance make a note in the logbook and fix it if time allows. If the repair is something you cannot do, call the Maintenance Chair. The Maintenance Chair's phone number is posted on the bulletin board in the trailer.

If a customer requests a fresh cut on the bottom of their tree, Scouts must either use the handsaw or an adult may use the chainsaw. BE CAREFUL NOT TO CUT THE STRINGS BINDING THE TREES, as these strings will wrap around the links of the chainsaw and ruin the saw. Look carefully. These strings may be tied to the bottom branches on the underside of the tree, if so please cut them with scissors or a pocketknife, not the chainsaw.

RECEIPT OF A TREE SHIPMENT:

If a load of trees is delivered while you are working a shift, please call the Tag & Drag Chair. That phone number is posted on the bulletin board in the trailer.

Be sure that all trees delivered have a valid Purchase Order Number. Count the trees when they arrive and compare the count to the purchase order. Purchase orders are confidential, do not share P.O. information with the growers. They should have the numbers for their own deliveries.

If the delivery is "short" or "over" note the shortage or overage on the P.O. and phone the Tree Buyer.

If it is very busy this may not be possible, but do what you can.

DO NOT tag the trees yourself, unless you have been trained and approved by the Tag & Drag Chair. You may offer to help the taggers by placing the trees on the racks after they have been tagged.

OPERATING THE CHAIN SAW;

All adults operating the chainsaw must wear safety glasses or goggles while the saw is on.

Be aware of the people around you and the stability of the item being cut before running the saw. Do not hesitate to ask others to move back if they might be hit with flying sawdust or are just standing too close.

You are not required to use the chain saw if you are uncomfortable doing so; there is a hand saw in the trailer if you need it.

CLOTHING:

The lot is open in all weather, we do not close for snow, sleet, ice, or other adverse conditions. The trees are pitch-y and wet, and clothing can get snagged or soiled with pitch. Plan accordingly.

SCOUTS AND ADULTS SHOULD WEAR:

*Waterproof jacket or rain slicker over a coat.

*Waterproof boots or hikers.

*Warm pants, and rain pants, on rainy days.

*Leather work gloves/garden gloves.

*A Hat

SCOUTS & ADULTS SHOULD NOT WEAR:

*Scout Uniform, "nice" clothing, flip-flops. shorts. clothing promoting drugs, alcohol, cigarettes, or containing foul or suggestive language.

Do not text or make personal phone calls during your work time. You may, however, do this on your break.