Welcome and General Info

Welcome to the Brentwood Soccer Girls website, which is designed to provide information for Sommet Center volunteer fund raisers. The main point of contact who is our team Coordinator is Darleen Jenner. Our team financial coordinator is Melissa Taylor.

NOTE: Training New Members (from Darleen)

Hi Gang! Melissa and I are going to need help getting our 15 - 20 new members trained this fall. I have made a list of areas I would like people to help train in. I feel comfortable that all on the list will do a great job teaching the new members. Thanks in advance for all your help and support.

Cash - Please refer to the cash procedures sheet when training.
Tanya Adams
Beth Howard
Jamie Ing
Karen McCarty
Sue Peterson
Teresa Sadler
Dave Taylor
Melissa Taylor

Inventory
Beth Howard
Jamie Ing
Russell Ing
Darleen Jenner
Kimberly Lopez
Sue Peterson
Melissa Taylor
Alice Troglen

Hope everyone is having a fun summer. See you soon.

Darleen

Upcoming Event Workers

TBA.....

(a list of who is signed up to work upcoming events)

Inventory Control Checklist

Opening Tasks

1. Insert the “Brentwood Soccer Club” volunteer sign in the frame(s) outside the stand.
2. Assign staff to count “Opening Inventory” quantities of specific items and verify against Inventory Sheet.
3. For any discrepancies, have a second person recount the inventory. A supervisor must initial any change in opening counts.
4. Verify that the prices on the board match the prices that ring up on the cash register and also match the price listed on the Inventory Sheet. (Yes, we’ve actually experienced both of these situations. Don’t take anything for granted. Verify everything!).
5. Call the Commissary to order low or empty inventory items, including any needed non-charge items (i.e. cheese, chili, popcorn, etc.).
6. Make sure all workers sign the Alcohol Sheet (or they won’t get paid).

During the Event

1. Watch for inventory depletion.
2. You should be the only one to call the Commissary to order more inventory!
3. You should be the only one to sign for inventory when it is delivered! Count the inventory before you sign for it, don’t take their word for the quantity delivered! Return one signed sheet to the delivery person, put the other one in the red folder.
4. Be sure all gratis items are recorded on the Gratis Sheet.
5. Remind everyone to mark a check on all Vouchers next to the item received and to circle Small Soda if they requested a soda.

Preliminary Closing

1. After the final Intermission you can start counting ending inventory for items that are in storage (i.e. cabinets, cooler, backroom). Alert everyone to not put anything in or take anything out without informing you. Write these counts on a scrap piece of paper, not the Inventory Sheet, as they are not final counts.

Final Closing

1. Once the Supervisor has closed the stand, quickly complete your final counts. Write the “Ending Inventory” of all items on the Inventory Sheet.

2. Review all the Inventory receipts in the red folder and write them in the “Game Adds” column.

3. Count the items in the spoilage box and record them in the “Spoilage” column and on the Spoilage Sheet (with explanation).

4. Count all gratis items (recorded on the Gratis Sheet as well as vouchers received) and record them in the “Gratis” column.

5. Calculate the “Sold” column by taking the “Opening Inventory” (adjusted, if necessary) + “Game Adds” – “Spoilage” – “Gratis” – “Ending Inventory”.

6. Calculate the “Inventory Sales” column by multiplying the “Sold” column by the “Price”.

7. Total the “Inventory Sales” column.

8. Add in value any Guest Checks and Coupons.

9. Fill in Cash and Credit Card amounts from Cash slips.

10. Calculate Overage or Shortage amount.

11. Enter the “Ending Inventory”, “Gratis” and “Spoilage” columns into the computer via the cash register to the far left. The Supervisor will need to prepare the register to get to “Manager Function” before you can do this.

12. IMPORTANT! Do not submit your numbers until the person responsible for the cash has left for the Cash Room.

13. Assign someone to count Non-Charge items and complete sheet.

14. Make sure the Supervisor signs all sheets and clears you to leave.

15. Remove the “Brentwood Soccer Club” volunteer sign from the frame(s) outside the stand.

16. Take spoilage box and Spoilage Sheet to Commissary.

17. Return red folder (with all sheets), calculator and keys to the Check-In desk.

Cash Control Checklist

(For Beer/Popcorn Portable Cash, go to the very last page, it is different)

Opening Tasks in the Cash Room

1. Give the Group Leader the Inventory Sheet and the Calculator (if it’s in there) from the Red Folder.


2. Take Red Folder to Cash Room.


3. Give Driver’s License (it will be returned to you at end of night by cashroom policeman after validated turn in) and show Red Folder to Cashier.


4. Sign for Cash Bag.


5. Verify that a Thermometer is in the Cash Bag.


6. If a Calculator wasn’t provided in the Red Folder, make sure it’s in the Cash Bag.


7. Take note of the times of the Change Run and Cash Pick-up printed on the Event Sheet (typically at the top on the back of the sheet) in the Red Folder. Verify that there is a Cash Slip for each Cash Pick-Up, plus an additional Cash Slip for the Final Closing.


8. Verify appropriate amount of cash in Cash Bag before leaving Cash Room.

NOTE: The Cash Bag will have a label inside telling you the amount that should be in there. Typically it is $800 ($5 – 4 bundles of $100 each, $1 – 3 bundles of $100 each, 10 rolls of Quarters which are $10 each).

9. Make sure you have extra rubberbands, quarter rolls, and loose-change pouches, if not, get them from the bank.


10. If there is a discrepancy, notify the Cashier; otherwise, proceed to Concession Stand.
    
    Note: Verifying the amount of Cash in the Cash Bag is critical! By signing for the Cash Bag and leaving the Cash Room, you are making BWSC responsible for the amount of Cash the Sommet Center says is in the bag. Make sure they are right!!!

Opening Tasks in the Concession Stand

1. Return Red Folder to Group Leader.


2. Divide all the Cash across the Cash Registers that will be open. Never leave any Cash in the Cash Bag! The only place the cash is safe is in the cash drawers!
   

NOTE: Frequently the keys won’t open the Cash Registers. If that is the case, find the floor Supervisor; the 'juice' option was disabled in Spring 2009.

3. Once the money is split evenly across the drawers, put any remaining money in the drawer you will use, as extra-money for when things get low during doors/intermission. Usually
   $5s run short first, then $1s, then quarters, unless you have a small stand that sells a lot of an X.25 priced item, then you’ll go through more quarters than normal.


4. Next verify all of the prices on the overhead sales board match the prices on the register, if not, talk to a supervisor.


5. Make sure all CreditCard machine tapes are not low (pink edge), swap if needed.


6. Always store the empty Cash Bag in the cabinet below the sink. Never leave it out in the open (even though it should be empty at this point).


7. Since you are the one who signed for the Cash, I suggest that you keep the keys in your possession until all Cash has been returned to the Cash Room.


8. Make sure a BWSC volunteer is on the front line at all times to keep an eye on the cash drawers. Never leave Sommet hourly staff on the front line alone. They are not to have access to the cash drawers under any circumstances. Thefts do occur if money isn't secure!
   

Change Run

1. Approximately 15-20 minutes prior to the scheduled Change Run, check all the Cash Registers to see if they are running low on $5s, $1s or Quarters.


2. If needed, take out enough cash in $20s (or bigger bills preferably if you have them) to
   purchase Change. Keep in your pocket until the Change Runners come around to your stand. Do not lay this cash down anywhere, even in the Cash Box.


3. If needed, purchase Change from Change Runner and distribute to the Cash Registers.

Cash Pick-Up

1. It’s very helpful if you have a Watch with a Timer for this. They get very upset if you don’t have your Cash Pick-Up ready when they arrive to get it!

2. Approximately 15-20 minutes prior to the scheduled Cash Pick-Up, pull all the large bills
($20s and higher) from all of the Cash Registers. (Supposedly they have adjusted the cash pick-up times to now allow you to wait until after the 1^st intermission before pulling the money).

NOTE: Leave two $20s in each Cash Register in case you have a customer pay with a $100 right after your Cash Pick-up. You could then pull all those $20s to make change.

3. Turn all bills face up and facing the same direction.

4. Fill out the Cash Slip as follows:
a. Write “Brentwood Soccer Club” on the Group Name line.
b. Write the Concession Stand # on the Stand # line.
c. Write the Date on the Date line.
d. Write the total $ value of all $100s, $50s and $20s in the appropriate row(s) in the
Currency section.
e. Calculate the Total on Total Cash.
f. Bring Total down to Cash Deposit.
g. Bring Total down to Total Cash Balance.
h. Bring Total down to Cash Slip Balance.
i. Sign the Cash Slip.

5. Tear off the White copy and wrap it around the Cash. Put in the zippered pouch and keep in your possession until the Cashier comes to pick it up. Do not lay this cash down anywhere, even in the Cash Box.

6. Put the Pink and Yellow copies in the Red Folder.

7. Enter the Cash Slip Balance amount on the Pick-up # line of your final Cash
Slip.

Preliminary Closing

1. After the final Intermission you can start closing Cash Registers.(usually outside inward)

2. Pull all Cash, Coins and Credit Card Receipts from the ones you are closing.

3. Count smaller bills ($5s and $1s) and bundle into sets of $100. Pull bills from open
drawers to complete a bundle if possible.

4. Count Quarters and wrap sets of $10 in sleeves provided in Cash Bag. Pull Quarters
from open drawers to complete a sleeve if possible.

Final Closing

1. Pull all Cash, Coins and Credit Card Receipts from all remaining drawers.

2. Have Floor Supervisor Print Credit Card Tapes (New Procedure since Spring 09)

3. Make sure you have the following items in your Cash Bag:

a. All Cash (turned face up and facing the same direction, ordered
by denomination, with 1 rubberband around each denominational group…not rubberbanded in $100 increments, but 1 rubberband for all 5s, 1 rubberband for all 1s, etc…)

b. All Coins (rolled when possible)

c. Credit Card Receipts

d. Credit Card Tapes

e. Any Vouchers received

f. Final Cash Slip

g. Clean Thermometer

4. You now have 15 minutes to get your Cash Bag down to the Cash Room before the
Officers come looking for you! (If you want to count in the stand, you’ll have enough time; especially if you closed a few drawers early, so don’t worry here.)

5. Another Brentwood worker MUST accompany you to the Cash Room. This is a rule! Once you are inside, they should return to the Concession Stand to continue closing.

6. Fill out the final Cash Slip as follows:

a. Write “Brentwood Soccer Club” on the Group Name line.

b. Write the Concession Stand # on the Stand # line.

c. Write the Date on the Date line.

d. Write the total $ value of all $100s, $50s, $20s, $10s, $5s and $1s in the appropriate row(s) in the Currency section.

e. Write the total $ value of all rolled Quarters in the Rolled Coins section.

f. Write the total $ value of all loose Quarters, Dimes, Nickels and Pennies in the appropriate row(s) in the Loose Coins section. Put the loose coins in the small envelope provided in the Cash Bag.

g. Add the above down to Total Cash.

h. Enter the amount of the Cash you initially picked up from the Cash Room (typically
$800) in the less starting bank line.

i. Subtract Starting Bank from Total Cash on Cash Deposit line.

j. If you didn’t already enter it when you did your Cash Pick-up(s) , enter the amount of your Cash Pick-up(s) on the appropriate Pick-up # line(s).

k. Add Cash Pick-up to Cash Deposit on Total Cash Balance line.

l. Enter the amount of Net Credit Card Sales on the Credit Cards line. You have that on the Credit Card Tape.

m. Enter the # value of any Vouchers received on the Vouchers line.

n. Add Credit Cards and Vouchers to Total Cash Balance on Cash Slip Balance
line.

o. Sign the Cash Slip.

7. Put the White copy of the Cash Slip in the Cash Bag.

8. Keep the Pink and Yellow copies to put in the Red Folder.

9. Give Cash Bag to Treasurer through the Cashier Window.

10. Wait until the Cashier tells the Officer you are clear to go. They will give you a stub with your Stand # on it.

11. Give the stub to the other Officer, who will then allow you to sign-out and leave.

12. Return to Concession Stand to help with closing.

Beer/Popcorn Portable Cash Summary

1) Pick up your Cashbag and count it from the Bank. (usually $400--50quarters, $150fives, and $200ones.)

2) Go to your portable. There will be one or two ‘dead-drawers’ (no electronic register, just an empty drawer affixed to the portable.) Put ALL THE MONEY, in the drawer(s). Put EMPTY cashbag in the cooler with the inventory folder.

3) Change Run is usually after doors, before intermission, and Cash Pickup will be after intermission; so be ready….usually you’ll need $5s only, depending on how many $100s you’ve had to break.

4) There’s a good chance if things are slow, they will close you right after first intermission; and you may or may not have to do a change-pickup. The floor super will tell you.

5) (Remember if you get short on any denominations or quarters during the night, and it isn’t close to a change-run, you might be able to make change by pooling your tips.)

6) At close, count all the money and order it in the bag like you do at a stand. It should exactly 100% match the portable inventory sheet. Portables always match 100%, so it is a good
addition check for both the banker and the inventory person.

7) You go to the Commisary (where spoilage is dropped off) with the portable, before going to the bank. They will give you a sheet to take to the bank showing they’ve OKed you.

8) Another difference is with your final cash sheet. Unlike Stands where the yellow copy is turned in to Marshal at the checkin window; for portables, you must turn the yellow copy into the bank with the white copy and the money. You only keep the final pink copy of the cash slip.

Post-Night Turn-in Sheet (To Melissa or Darleen)

Brentwood Soccer Club (Girls)

Stand Sheet

Date: ____________________

Stand #: ____________________

List of BWSC Workers

1 (Inventory) _________________________________________

2 (Cash) _________________________________________

3 _________________________________________

4 _________________________________________

5 _________________________________________

6 _________________________________________

7 _________________________________________

List of Sommet Workers

1 (Cook) _________________________________________

2 _________________________________________

3 _________________________________________

Total Cash & Credit $ ____________________ (from Cash Slip)

Sales Sales Excluding Tax Commission

Total Beer Sales $ ____________________ x 0.915334 = _______________ x .09 = _____________

Total Food Sales^* $ ____________________ x 0.915334 = _______________ x .11 = _____________

Total Inventory Sales $ ____________________ Expected Commission $ _______________

Over / (Short) $_____________________ (Total Cash & Credit – Total Inventory)

^* Subtract Total Beer Sales (Large + Premium) from Total Inventory Sales Commission Rate based on # of Events Group has worked

Other Information

• Brentwood Soccer Club is a non-profit group contracted to work concessions for Predator's hockey games, concerts and special events that take place at the Sommet Center. In return for volunteering our time, Sommet (by way of Sportservice) donates money to our club for volunteers to pay for their children's soccer expenses. In order to work any of the events, volunteers must be at least 18 years old and go through a yearly training class. If you are interested in joining this fundraising opportunity, please email Darleen Jenner, the Brentwood Soccer Girls Sommet Coordinator.
• Upcoming events are posted on this site about 2 months in advance or as soon as they are announced. As long as you are a member of the group, you will receive an email each time new events are added. You can sign up to work any event as soon as the deadline date is posted and you can request to remove your name from an event anytime up until the posted deadline date by emailing Darleen. Please sign up by the deadline date posted. After that date, you can only be added to an event if Sommet requests additional workers or if someone needs a substitute. It is important to check your calendar before signing up to work an event, because once confirmed rosters are posted, you are committed to working the event. If you find you can’t work, it Is your responsibility to find a substitute and alert Darleen of who it is. A link to a phone/email list of all the active members of our group is available upon request via email. It won't be posted on this website, for privacy and security reasons. In the event of a true emergency on the day of the event, you will need to call Darleen as soon as possible, so Sommet can be alerted of the change.
• We all park in the Sommet employee lot behind Cokesbury book store and catch a shuttle (sometimes walk if it is pretty out) to the Sommet center. For planning purposes, it is best to be in the lot 15-20 minutes before the call time. If you have to wait for the shuttle or decide to walk, then you will still get inside in time. You can choose to try to park on the street, but it is not safe to do so considering the time we get out most nights. If you decide to walk back to the lot after the event, PLEASE do not walk alone. Click HERE to open a Google map to the employee parking lot.
• Parking costs $2 per car in the Cokesbury lot, shuttle is free.
• You are given a Preds jersey and a name tag at the beginning of each night and you will return them before you leave. You may want to wear a white (supposed to be white) T-shirt that you can leave on underneath the jersey, or you can change in the locker room. Everyone is required to wear Khaki pants and closed-toe shoes. Tennis shoes or something very comfortable are recommended.
• You will need to purchase a BWSC ball cap ($15) unless you already have one. Everyone in the stand has to wear the same hat, so the group opted to buy BWSC caps in lieu of wearing Sommet caps that can be borrowed for each event. Email Darleen and she can get you one.
• Each event has a “call time”. This is the time that you have to be in the building ready to work.
• Each volunteer is guaranteed a certain amount ($55, unless noted otherwise) for each event you work. However, there are many opportunities to make commission in excess of the guarantee. Commissions are based on a stand's overall inventory sales and how many events the entire group has worked during the contracted period (Sept.-Aug.) There are exceptions to the guarantees and tiers of commission.
  
• We get paid approximately 6 weeks after each event worked. Checks go to the treasurer of your team and they credit your child’s account. You may want to let your treasurer know you are working with this fundraising project. BWSC related fees and travel expenses for tournaments can be paid from this account. Talk to your treasurer about his/her procedures for payment of these expenses; they all handle it differently. If you have any questions regarding Sommet pay-outs, email Melissa Taylor. Melissa handles all the finances for our group.