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COORDINATING A BUYING CLUB
What is involved in coordinating a Buying
Club?
Your club needs to have a leader, or a team of leaders. Usually a core group of members keeps the Buying Club on track. The leaders of a Buying Club ensure that all the work gets done, but they don't necessarily do it all themselves. Consider the following roles and tasks that must be covered for a Buying Club to function smoothly:
Coordinator
- A key position as liaison with the ONFC and the members of
the Buying Club
- Forwards all ONFC news to members
- Handles returns and credits
- Develops a schedule for ordering, delivery, and pick-up
Compiler
- Receives individual orders from members of the Buying Club (often
using the ONFC Excel Software
- Develops a master order from the individual orders
- Sends the order to the ONFC Order Desk by email or fax
Receiver
- Receives the food delivery at their home
- Has a home that is accessible to the truck and safe for the driver
to unload
- Has sufficient storage space, including freezer and fridge space
- Checks the piece count (i.e., verifies that all the boxes have
been unloaded)
- Signs for the goods and pays the driver (if paying C.O.D.)
Unpacker(s)
- Unpacks the boxes and checks the food order against the invoice
- Divides the order into individual orders
Childcare Provider(s)
- Supervises young children
Invoicer(s)
- Totals the amount which each individual owes
- Tracks out-of-stocks, price changes, taxes, member loan, and
errors
- Verifies that the sum of the individual orders is equal to the
total ONFC invoice
Pick-up Coordinator
- Is present when members arrive to pick-up and pay for their orders
- Ensures the member gets all their goods, including fridge and
freezer items
- General troubleshooter (i.e., cleans up small spills, explains
procedures to new members)
Treasurer
- Receives payment from the Pick-up Coordinator or directly from the
members
- If paying COD, the Treasurer arranges to have a cheque for the
full amount on the delivery day
- If not paying COD, the Treasurer arranges to get a cheque to the
ONFC within seven days of the delivery
- Keeps records of credits, member loan payments, and other
bookkeeping issues
- Coordinates opening and managing a Buying Club bank account
You can mix and match the above roles and tasks to fit the needs of your Buying Club. It is very likely that one person will take on more than one role. And, it is likely and advisable that the roles are rotated so that all the members participate. |
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