Annual Timeline of events

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From thoughtfulfoods
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To be updated and formatted


Close over the Christmas holidays

  • Do people know when we're closed, and when we're re-opening?
  • What's the plan for running down stock/making sure we sell stuff that is use by soon?
  • Who's checking on things when we are closed?
  • Has the co-op been pest proofed before we closed?
  • Have we had a closing bee?
  • Are we ready for new memberships?
  • Are all our forms up to date?
  • Are we training new co-ordinators?
  • If we are helping with Training Camp food sourcing, have we started organising this?

Open after the Christmas holidays

  • Have we had an opening bee?
  • Have we gone through and checked stock for pests?
  • Do people know when Session starts (i.e. when we're open Tues-Thurs)?
  • Have we organised Oweek?
  • Have we organised a training day/weekend?
  • Have we organised our O-Week stall, and keeping the shop open (need to staff both Monday-Friday)?
  • Have we had our AGM?
  • Have we let people know vollies for veggies over summer has finished?
  • Have we finalised vollies for veggies money?
  • Have we put money aside for the second half of the year?
  • Have we organised a session 1 meeting time?
  • Have we organised memberships for the new year, rolled over files, deactivation and forfeiture?

Session 1 starts

  • Have we debriefed summer?
  • Are our opening times and training times correct in Blitz?
  • Have we set up support systems/buddies/mentoring?
  • Are we training new volunteers?
  • Have we organised a co-op crawl?
  • Have we organised a welcome (back) event?
  • Have we done our Oct - Dec BAS?
  • Have we closed unused deactivated credit accounts?
  • Have we renewed our ASEN membership affiliation?
  • Has everyone updated their contact details and availability on the Google Doc?
  • Have we inactivated and forfeited memberships?

Session 1 mid-session break

  • Have we organised a cleaning bee?
  • Have we begun speaking to people about going to the Students of Sustainability conference?
  • Have we done our Jan-March BAS?
  • Any equipment we need to replace/fix? Does this require fundraising?
  • Have we organised scale recalibration?
  • Who will still be around in Session 2, and who will be leaving?

Session 1 ends

  • Have we booked our S2 O-Day / Foundation Day stalls?
  • Have we worked out a roster for session 2?
  • Are we training new co-ordinators?
  • Have we filled vacant roles?
  • Have we had a cleaning bee?
  • Hows the bank balance going in the lead up to end of financial year? Are we going to meet our targets?
  • Have we got a plan for winter coordinating? Do we need to close for a week?
  • Are we doing vollies for veggies over winter?
  • Have we sent out credit account reminders?
  • What sections of the how to do stuff book need to get rewritten?
  • Have we organised a winter meeting time?
  • Any big changes being planned/though about that would need to go through an AGM? (constitutional change, big focus change, big purchases, any direction setting stuff)?
  • Have people doing roles written reports about what they did, what worked, what didn't, lessons learned and tips and recommendations for next semester?

Winter break

  • Have we deactivated unused credit accounts?
  • Have we had a cleaning bee?
  • What needs fixing?
  • What training needs to happen before next semester?
  • Do we have a pest control plan for out of semester times?
  • Do we have enough coordinators?
  • Have we had a training day?
  • Have we debriefed session 1?
  • Have we updated role descriptions?
  • Have we restocked the co-op for next session?
  • Have we done our April-June BAS?
  • Have we done all of our end of financial year stuff?
  • Have we done vollies for veggies and has that all been finalised etc?
  • Any big changes being planned/though about that would need to go through an AGM? (constitutional change, big focus change, big purchases, any direction setting stuff)? If yes, have we started working on what they might look like?

Session 2 starts

  • Have we closed unused deactivated credit accounts?
  • Are we looking for next year's co-ordinators?
  • Have we set up support systems/buddies/mentoring?
  • Are we organising information sessions for potential co-ordinators?
  • Are our opening times and training times correct in Blitz?
  • Have we organised a beginning of semester social event?
  • Have we started organising Enviro week events? Eg co-op crawl
  • Any pest issues to deal with?
  • Any big changes being planned/though about that would need to go through an AGM? (constitutional change, big focus change, big purchases, any direction setting stuff)? If yes, have we started working on proposals? Have we got the registry of co-ops to check them if needed?
  • Has everyone updated their contact details and availability on the Google Doc?

Session 2 mid-session break

  • What things need fixing?
  • Have we organised a cleaning bee?
  • Have we begun speaking to people about going to ASEN training camp?
  • Have we organised the audit/agm/annual report?
  • Do we need to find new directors?
  • Have we done our July - September BAS?
  • Any big changes being planned/though about that would need to go through an AGM? (constitutional change, big focus change, big purchases, any direction setting stuff)? If yes, have proposals been circulated?

Session 2 ends

  • Have we started running down stock for stocktake?
  • Have we had the AGM and passed all the documentation?
  • Has all the paperwork been signed and submitted?
  • Have we added new directors to the unicom account and filled in all the forms correctly?
  • Have we checked we're on the Yellow Shirts campus tour?
  • Have we booked our O-Week stall?
  • Do we need to replace any equipment?
  • Have we worked out a plan for summer?
  • What projects need to happen over summer and who's making them happen?
  • What sections of the how to do stuff book need to get rewritten?
  • Have we organised an end of year social event?
  • Have we send out credit account reminders?
  • Have we organised vollie for veggies for summer and do people know about it?
  • Has the co-op been pest proofed for summer?
  • Has stock storage been changed to deal with summer - heat, pests, etc.
  • Have we debriefed session 2?
  • Have we updated role descriptions?
  • Have we organised a summer meeting time?
  • Have people doing roles written reports about what they did, what worked, what didn't, lessons learned and tips and recommendations for next semester
  • Have we started organising stocktake?

Summer

  • Have we deactivated credit accounts?
  • Are we doing ASEN training camp food sourcing?
  • Have we done our last BAS for the year?
  • Do we have enough coordinators? Is the workload spread evenly? Does everyone get a break?
  • Have we set up support systems/buddies/mentoring?
  • Are we training up new coordinators?
  • Are we getting ready for the audit/agm/annual report lodging?
  • What needs fixing?
  • When are we closing and reopening?
  • Have we had a closing bee?
  • Have we run down stock?
  • Who's checking the shop is okay over summer?
  • Who's checking for pests and do we have a plan for dealing with them?
  • Who's checking the shop is okay when we close for the break?
  • Have we organised Oweek?
  • Have we debriefed summer?
  • Have we updated role descriptions?
  • Have people doing roles written reports about what they did, what worked, what didn't, lessons learned and tips and recommendations for next summer?
  • Have we organised stock take?
  • Have we done financial year planning and budgetting for the next financial year?