Procedures

The Way it Works

Dinners are held in several member homes on the last Saturday of each month, with the exception of June, July, August, September, and December.  All homes have the same menu, using the same recipes, with everyone contributing the various dishes.

We have a full group Christmas party in mid-December and another in June to celebrate the end of our year. 

There is a planning meeting in September organized by the incoming Coordinator in which hosts and dinner themes are selected.  Click here to read the 2013/14 Minutes.

Monthly Procedures

The monthly Coordinator will send an email invitation to all members on the first of the dinner month and ask for positive responses by the 15th.  Shortly after that, the Coordinators will use their best judgment to assign attendees to each host, usually three couples to a host, but sometimes more based on host's seating capacity. 

To minimize repeat dinner guest combinations, a Participation Matrix is maintained by the Webmaster to help the Coordinator(s) assign guests.

The monthly Coordinator will then provide this information to the Webmaster and advise the hosts of their selections. 

This information will be posted on the web site along with the menu and recipes as soon as possible so that it is available to the attending members.

The hosts and guests communicate to determine recipe responsibilities sometime before the dinner date.

Club Coordinator Responsibilties

The Club Coordinator is selected annually at the September meeting.  If there are dual Coordinators, each take responsibility for specific dinners (and are so indicated on the website Dinner page).

The Coordinator ensures that each dinner has sufficient hosts and assigns guests to each dinner home. 

They also resolve any issues and take care of the membership list.  

Host Responsibilities

Although there is no rotation for hosting, all members are expected to act as hosts in proportion to their attendance at dinners. 

The several hosts for a given month work together to determine the menu for their dinner.  Each recipe must be previously made by one of the hosts so that any one who has questions will have someone to ask if necessary.

Kerstin Fredriksson, Barb Giese, and Steph Smith plan the April, 2014 dinner menu.

The hosts must provide the menu information by email to the Webmaster in time to be on the web site by the beginning of their hosting month, which means that the recipes should be sent at least six weeks prior to the event.  It's OK to send multiple emails and they don't all have to be from the same host.

The information that is required includes:

• the theme of the dinner or a title for the Menu (a few words long)
• the menu
• each recipe
• a wine recommendation to accompany the dinner (if you're not sure, the webmaster will add a suggestion)
• the name of the host who can respond to questions about the recipe
• host and guest responsibilities for each recipe
• the starting time for the dinner if it is not 6:30pm (each host may be different)

With respect to recipes, Word format is best, scanned is ok if clear and complete, and an internet reference is probably workable. 

The host is responsible for the entrée and to assign each guest couple (or individual) with one or more of the other items on the menu.

The host is expected to provide pre-dinner drinks or wine, but because of the wide variety available of wines and their costs, wine to accompany the dinner is BYOB.

In the event that a host has spare seating capacity, they are encouraged to invite neighbors or friends to attend.  When this is done, the "spare" will be included and treated just the same as any member.

The cost of the meal is shared and the host must arrange a cash exchange to make everyone equal, usually as soon as everyone is present at the dinner.

Guest Responsibilities

All members are free to choose which of the dinners they wish to attend, although some attendance is expected to remain on the Membership list.

To attend one of the dinners or parties, be sure to respond to the requesting email by the deadline indicated.

Wine to accompany the sit down portion of the dinner is BYOB.

Guests with food allergies should carefully check the recipes on the website before signing up to attend a dinner (please - no special requests!).

If you are a new member and have a question that has not been answered above, please email one of the Coordinators (see the Member page).

After the Dinner

Any photos that have been taken by hosts or guests at the dinner parties should be forwarded to the Webmaster for inclusion on the website.

The Coordinator should advise the Webmaster of any last minute changes to the attendee list so that the website can be corrected and the Participation Matrix is accurate.