traditional christmas cakes & puddings
TRANSCRIPT
Last updated: July 10th 2020
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Traditional Christmas Cakes & Puddings
CONTENTS
National Cake Committee Contact Details ............................................................ 3
District Cake Chairmen Contact Details ................................................................ 4-5
History of Lions Christmas Cakes in Australia ....................................................... 6
Product Information .............................................................................................. 7-8
Features, Advantages and Benefits ....................................................................... 9
Incentive Awards ....................................................................................................... 9
MD201 Lions Christmas Cake Committee ............................................................. 10
Roles and Responsibilities .................................................................................... 10
District Chairman ……………………………………………………………………….. 11
Incoming Club Officers Seminars .......................................................................... 12
Promoting and Selling Cakes and Puddings ………………………………………… 12
Club Chairman ………………………………………………………………………….. 13
Payment Method ………….……………………………………………………………. 14
Important Information for Filling out Order Form ……………………………………. 15
Club Ordering Process ..………..……………………………………………………… 16
Club Ordering Process Cont’d ……………………………………………………….… 17
Club Ordering Process Cont’d – Outlet Ideas ……………………………….……… 18
Lions year at a Glance ………………………………………………………………… 19/20
Important Information for All Clubs …………………………………………………... 21
Corporate Ordering System ………………………………..………………………… 22
Stock Storage, Rotation and Handling - Public Complaints Process ……….……. 23
Club Stock Control System – Promotional Merchandise ........................................ 24
Delivery Issues ...................................................................................................... 25
Q & A – Common Questions Asked ................................................................... 26/27
Promotional Banner Information ……….……….………………………………….…. 28
Copy of a Club Letter ………………………………….………………………………. 29
National Cake Committee Contact Details
NATIONAL CAKE COORDINATOR
PDG Terry COLLISON “Kelso Park” 230 Manley Rd Mobile: 0439 468 786 Partner Brenda MOOROOPNA NORTH
Email: [email protected] VIC 3616
C DISTRICTS
Tony MATTHEWS
Partner Jillian
11 Eden Avenue
BELLEVUE HEIGHTS SA 5050
Phone: (H) (08) 8278 3743
Mobile: 0418 892 445
Email: [email protected]
N DISTRICTS
Ken BROOKS Partner Nora
Lot 19 257 Pine Creek Way BONVILLE NSW 2441
Phone: (H) (02) 6653 5874 Mobile: 0427 406 453 Email: [email protected]
Q DISTRICTS
John BROAD 3/58 Rialto Street Phone: (H) (07) 3394 4957
COORPAROO QLD 4151 Mobile: 0413 257 504
Email: [email protected]
T DISTRICTS
Cheryl BROWN 13 Millview Drive Mobile: 0447 775 706 OAKDOWNS TAS 7019 Email: [email protected]
Postal Address: PO Box 36 ROSNY PARK TAS 7018
V DISTRICTS
W DISTRICTS
8 Newell Place Phone: (H) (08) 9592 5211 Carolyn
MIDDLETONPartner PDG Barry
COOLOONGUP WA 6168 Mobile: 0408 815 091
Email: [email protected]
WEBPAGE - MEMBERS AREA
www.lionsclubs.org.au/cakes
3
230 Manley RoadMooroopna North West VIC 3616
PDG Terry COLLISON
(Acting)
Mobile: 0439 468 786Email: [email protected]
District Cake Chairmen Contact Details
N1 Lion Ken BROOKS
Partner Nora
Lot 19
257 Pine Creek Way
BONVILLE NSW 2450
Phone: (H) (02) 6653 5874
Mobile: 0427 406 453
Email: [email protected]
N2 PCC Gary ParkerPartner Lois
33 Drevermann StreetFarrer ACT 2515
Mobile: 0458 232 000Email: [email protected]
N3 Lion Dianne LOUIS Phone: (H) (02) 4392 8027 3/8-10 Bromley Court
LAKE HAVEN NSW
2263
Mobile: 0429 928 027
Email: [email protected]
N4 Lion Ross CATANZARITI 21 Clifton Boulevard Phone: (H) (02) 6964 5702
Partner Desma GRIFFITH NSW 2680 Mobile: 0412 205 430
Email: [email protected]
N5 89 Beaconsfield Road Phone: (H) (02) 9419 8592 Lion David ERSKINE
CHATSWOOD NSW 2067 Mobile: 0409 226 347
Email: [email protected]
QI Lion Savva ARGYROU 7 Eucalypt Close Mobile: 0425 972 782
Partner Sophia MACKENZIE QLD 4156 Email: [email protected]
Q2 Lion Damian MOTT Phone: (07) 4945 4140
Partner
5 Mill Street PROSERPINE QLD
4800
Mobile: 0416 244 485
Email: [email protected]
Q3 PDG Kaye SMITH 3 Coachwood Court Phone: (H) (07) 3204 6697
Partner Allan MURRUMBA DOWNS Mobile: 0477 212 242
QLD 4503 Email: [email protected]
Q4 Lion Dawn HEBBLEWHITE 59 Kiel Mountain Road Phone: (H) (07) 5442 1226
WOOMBYE QLD 4559 Mobile: 0427 753 177
Email: [email protected]
C1 PDG Dean NOLL Phone: (H) (08) 8522 1654
Partner Dorothy 9 Taylor StreetGawler East SA 5188 Mobile: 0458 616 009
Email: [email protected]
C2 Lion Tony MATTHEWS
Partner Jillian
11 Eden Avenue
BELLEVUE HEIGHTS SA 5050
Phone: (H) (08) 8278 3743
Mobile: 0418 892 445
Email: [email protected]
4
District Cake Chairmen Contact Details (continued)
NT Lion Andrew KentPartner Meg
17 Applegum Drive Phone: (H) (03) 9481 1193
Karama NT 0812 Mobile: 0418 633 789
Email: [email protected]
Mobile: 0415 521 408
Email:
T1 Lion Cheryl BROWN 13 Millview Drive Mobile: 0447 775 706
OAKDOWNS TAS 7019 Email: [email protected]
Postal Address: PO Box 36 ROSNY PARK TAS 7018
VI-4 Lion Brendan DELAHUNT 26A Hardy Street Phone: (H) (03) 9481 1193
PRESTON VIC 3072 Mobile: 0418 633 789 Partner Catherine
(National Mint
Coordinator)Email: [email protected]
V2 Lion Lindsey Blackwood Partner Shirley
10 Ramsay StreetNhill VIC 3418
Mobile: 0419 560 776Email:
V3 PDG George RADFORD 17 Jefferson Avenue Phone: (H) (03) 5155 1991
Partner Joyce LAKES ENTRANCE Mobile: 0431 534 663
VIC 3909 Email: [email protected]
V5 PDG Terry COLLISON “Kelso Park” 230 Manley Road
Partner Brenda MOOROOPNA NORTH
Mobile: 0439 468 786
Email: [email protected] VIC 3616
V6 Lion Marie FURZE 3 Anderson Street
WODONGA VIC 3690
Mobile: 0411 126 937
Email:
W1 8 Newell PlaceLion Carolyn MIDDLETONPartner PDG Barry COOLOONGUP
WA 6168
Mobile: 0408 815 091Email:
W2 PDG Dave MOLCHER 12 Gadd AvenueBYFORD WA 6122
Mobile: 0413 548 661
Email:[email protected]
WEBPAGE - MEMBERS AREA www.lionsclubs.org.au/cakes
5
History of Lions Australia Christmas Cake Programme
The Christmas Cake Programme had its beginnings prior to the 1965 International Convention in Los
Angeles where the late PDG Captain Philip Lusher was to be inducted as District Governor, District 201B.
PDG Philip, whilst in North America prior to the Convention, visited a number of Clubs in Canada, and
whilst attending a meeting of the Lions Club of Montreal, heard of the “Lions Christmas Cake”
programme, and returned to Australia with full organizational details for the information of his fellow
Governors.
District Governor 201 E, the late Ken Fenwick and his Cabinet Secretary the late Lion Ern Smith
introduced the programme to their District with home baking and packaging of Lions Christmas Cakes in
the Goulburn, NSW area.
The following year, Lions of the Multiple District were seeking a National fund-raising project to support
“SAVE SIGHT” activities and the Council Chairman, the late PDG Jamie Jamieson, called for ideas for a
project to fund the campaign.
Lion Ern Smith suggested to his District Governor, that Lions should sell Christmas Cakes and the project
brought back from Montreal Lions Club by PDG Captain Philip Lusher should be expanded to a National
programme. His Governor told him he was crazy.
The Council Chairman noted the exchange and called on District Governor Ken for comment, who said
“This clown of a Cabinet Secretary of mine has suggested we should sell Christmas Cakes!” It was
immediately formulated, moved, seconded and adopted that Lion, later District Governor, Ern Smith,
be given one week to formulate a plan to bring his idea into being. The first “LIONS SAVE SIGHT
CHRISTMAS CAKES” were baked by Big Sister, part of the Reckitts and Coleman group of companies,
and were three pound cakes.
The project immediately proved successful, and sales have been constant over the past two decades,
after reaching astronomical sales on the inception of the programme.
In 1975 the cake became “metric” and converted to 1.5kg and reduced in packaging from twelve to
ten per carton. This resolved many headaches for Club Chairmen with stock control records and book
keeping made so much easier.
In 1986, it was decided that the cake be manufactured to a lower, larger profile which has proved popular.
Cakes have been baked by Australia's leading food companies, including Big Sister, Gartrell White,
Arnotts, Sara Lee, and since 1983 by the present manufacturer, Top Taste, the baking division of
George Weston Foods Limited, formerly The Webster Biscuit Company.
1998 saw the introduction nationally of the 1kg Lions Christmas Cake, baked to the same high standards and the same recipe as the original 1.5kg Cake, added to the programme.
2010 saw the formal introduction of a 900gram Lions Traditional Christmas Pudding into the product range, again following the same recipe lines are our cakes with a blend of 45% fruit and wonderful traditional spices.
2012 saw the introduction of the Lions Traditional Mini Cake 80gm, this too follows the same recognized recipe and is ideal for that quick indulgent craving.
All cakes and puddings are baked to the relevant, identical recipe by the manufacturer, ensuring a uniform high quality product.
Revenue from sales to the public nationally in the past year has exceeded $6,500,000 and the funds
available to the Clubs and Districts for community service programmes somewhere in the order of
$2,000,000.
It is estimated that since the inception of the MD201 Lions Christmas Cake Programme funds available
to the Clubs of Lions Australia have exceeded....
$60,000,000
This is an outstanding result and reflects the enthusiasm of the Clubs participating in the program, it is a testament to a unique, high quality product and respected brand, “Lions Christmas Cakes and Puddings “.
6
Product Information - Christmas Cake
A Lions Christmas Cake contains the following ingredients: -
Shortening, Sugar, Golden Syrup, Salt, Flour, Baking Powder, Eggs, Rum,
Vanilla, Invert Syrup, Cake Colour, Sultanas, Peel and Whole Cherries. It is notable that the Egg Content is
8.5% and the Fruit content is 50%.
The Cake is mixed in the conventional style by first creaming up the shortening and sugar and then
adding the Egg and mixing until the required density is reached. The Flour and other dry ingredients
are then added and thoroughly mixed in, before adding the Fruit. The mixing is then finished and must
comply with a required density, so that the products can be kept to an even standard. The mixing takes
approximately 20 minutes.
502,000 Lions Cakes (1.5 kg and 1 kg combined) are made from nearly 1479 mixes that use up 367,384
kgs of blended fruit, 62,118 litres of egg and 5,620 litres of Rum.
The cakes are then deposited into baking tins and baked @ 130c for two (3) hours. They are de-panned
automatically and then cooled in the spiral coolers for a period of 4 hours. They are then wrapped, boxed
and placed into cartons ready for despatch.
Oven Capacity
4200 units based on 1kg (or) 2520 units 1.5kg. Wrapping & Packing - 1kg = 1400 units per hour,
1.5kg = 840 units an hour.
Density or Specific Gravity
This is the weight of mixing in a container of specific size. The weight varies by the amount of air beaten
into the mixture.
Quality Control
Quality Control on Lions Cake commences from the time the ingredients are received into store with
minor ingredients weighed up into mixing sizes, and a Senior Supervisor doing spot checks in the various
weighed up ingredients chosen at random. With the installation of the batching system, Flour, Sugar,
Shortening and Eggs are automatically weighed into the mixer. The ingredients are then taken to the cake
mixers, where the mixings are made and densities taken for Quality Control purposes at three (3) stages
of the mixing :-
During the packing phase, all products go through a metal detected and X-ray machine and validated
every 30 minutes with operations signing off with tests they do on these critical control points.
1. After the Shortening and Sugar are creamed up.
2. After the Eggs have been added in.
3. After the Fruit has been mixed in.
These checks are necessary to ensure that all mixings
are of the same standard. Any changes in the densities
are immediately reported to the Production Manager to
be rectified, or if this is not possible, the mixing is discarded.
All densities, mixing times and temperatures pertaining
to each individual mixing are recorded and thoroughly
checked at various intervals by Senior Supervisors and
the Production Manager.
Quality Control does a check on the product each day.
7
Product Information - Christmas Pudding
A Lions Christmas Pudding contains the following ingredients: -
Shortening, Sugar, Brown Sugar, Golden Syrup, Glucose, Butter, Water, Salt,
Flour, Eggs, Rum, Brandy, Sultanas, Peel, Currants, Raisins, Starch, Potassium, Spice, Cinnamon, Cloves,
and Ginger.
The Pudding is mixed in the conventional style by first creaming up the shortening and sugar and then
adding the Egg and mixing until the required density is reached. The Flour and other dry ingredients
are then added and thoroughly mixed in, before adding the Fruit. The mixing is then finished and must
comply with a required density, so that the products can be kept to an even standard. The mixing takes
approximately 20 minutes.
The Puddings are then deposited into Pudding Bowls and baked @ 160c for (2) hours 10 minutes. They
are cooled in the Block Line cooling unit for 2hrs and then de-panned automatically to travel to the
spiral coolers for a period of 4 hours. They are then boxed and placed into cartons ready for despatch.
Oven capacity:
Based on 900g = Wrapping & Packing. 900g unit = 2000 units per hour.
Density or Specific Gravity:
This is the weight of mixing in a container of specific size 456 g Density weight. The weight varies by the
amount of air beaten into the mixture.
Quality Control
Quality Control on Lions Pudding commences from the time the ingredients are received into store with
minor ingredients weighed up into mixing sizes, and a Senior Supervisor doing spot checks in the various
weighed up ingredients chosen at random. With the installation of the batching system, Flour, Sugar,
Shortening and Eggs are automatically weighed into the mixer. The ingredients are then taken to the cake
mixers, where the mixings are made and densities taken for Quality Control purposes at three (3) stages
of the mixing :- During the packing phase, all product goes through a metal detected and X-ray machine
and validated every 30 minutes with ops signing off with tests they do on these critical control points .
1. After the Shortening and Sugar are creamed up.
2. After the Eggs have been added in
3. After the Fruit has been mixed in.
These checks are necessary to ensure that all mixings are of the same standard. Any changes in the
densities are immediately reported to the Production Manager to be rectified, or if this is not possible, the mixing is discarded.
All densities, mixing times and temperatures pertaining to each individual mixing are recorded and
thoroughly checked at various intervals by Senior Supervisors and the Production Manager.
Quality Control does a check on the product each day.
8
Features, Advantages and Benefits
Feature Advantage Benefit
Mini cake 80gm Available all year ‘round, individually
wrapped to meet Health and Safety
requirements.
Selling opportunities at Lions BBQs,
Driver Reviver, Mobile Coffee Vans
or Lions functions
Two (2) Cake sizes Buyers have a choice, these are now available all year ‘round as well.
Suits the needs and purse of
different buyers
More than 50% fruit
content
High quality Fruit Cake product
compared to the market.
In today’s market our product is still
value for money.
Development of a very good
reputation in the market. Our cakes
do freeze very well. 30 months shelf life from the day of manufacture
1.5kg cake – largest on
the market
Plenty of great tasting cake to go
around.
Still very good value for money
Attractive and distinctive
packaging
Makes an ideal present for friends
and family
A truly appreciated and practical gift
at Christmas time and can also be
used for many Family celebrations New packaging (Aussie feel)
900g Pudding
45% fruit content
Buyers are now able to purchase their
Christmas fare in the one place
Great gift idea
Fundraising activity Funds raised returned to worthy service
projects in the local community. Taking
part in the Cake & Mint Program not
only makes profit for the Club, also
helps the District and MD, it’s a win for
all.
Benefiting those less fortunate in the
community
Incentive Awards
District Awards
Lion Power Award
To be eligible for the Lions Power Award Districts should –
Have 95% of their outstanding Cake accounts for Clubs in the District to be finalized with Top Taste, by 31st January of the succeeding year.
Be the District achieving the highest percentage increase in sales by weight
District Chairman’s Award
To be eligible for this Award the District Chairman must –
Be instrumental in increasing the number of Clubs within the District taking part in the Cake Programme.
Proactively encouraging Clubs to pay their accounts in a timely manner by 31st January.
Have at least 95% of District Clubs accounts paid in full by the 31st January.
9
MD 201 Lions Cake & Mint Committee
Roles and Responsibilities
National Committee (for current contacts refer to www.lionsclubs.org.au/cakes/ )
• To ensure the future of the Lions Australia Cake and Mint Programmes.
• To increase sales of Lions Cakes and Puddings through increased Club participation particularly with
those Clubs demonstrating token support to the programme to achieve the strategic objectives of the
programme.
• To ensure future adequate supply of good quality products to the Clubs from the manufacturer and
distributor through accurate reporting, trend analysis and accurate forecasting of future requirements.
• To make available to Clubs up to date and relevant Point of Sale advertising materials through the ClubSupplies.
• To organize the preparation and distribution of Community Service Announcement media for
advertising the programme on local television and radio networks.
• To continually update and make available for Clubs to purchase promotional products of a high
standard.
• Provide input to the MD201 Management Plan and Annual Budget.
General Carrying
10
Coordinator Fundraising
District Chairman
The primary role of the District Cake Chairman is to increase the sales of Cakes and Puddings throughout
the District.
Your duties include:
❖ Actively promote the sales of Cakes and Puddings through the District Newsletter and the Districtwebsite.
❖ Urge all Clubs to be fully involved in this Programme, in particular, those clubs which have
demonstrated only token support for the programme in recent years (i.e. ordering less than five(5) cartons of cakes) or those Clubs who do not participate at all not forgetting any new Clubs orLioness and Leo Clubs in the District.
❖ Encourage all Clubs to increase their sales by providing examples of successful cake programmesfrom other Clubs/Districts. Using previous year’s statistics develop a sales target for the Districtequal to at least a 5% increase on the previous year.
❖ Liaise with successful Club Cake Chairs to ascertain their various methods of sale, successfuloutlets etc., and share this information throughout the District.
❖ To compile a telephone directory of each of the Club Cake Chairman within the District,remembering correspondence must be forwarded through the Club Secretary.
❖ Handle enquiries and complaints from Clubs, referring these on to appropriate areas.
❖ Prepare a report at each Cabinet Meeting, with the aid of the Sales Analysis Reports, on theprogress of sales. Inform the District Governor and the Cabinet Secretary of any Christmas Cakesales issues and end of year sales results.
❖ Arrange an interesting display and promotion at your District Convention.
❖ Co-ordinate a Cake Decoration Competition at your District Convention.
❖ Reinforce if the LCI Number is not stated on the Order Form received, Customer Service mayreturn, by email, the order back to the Club for correction. It is vital you maintain a close liaisonwith the Club Cake Chairmen. They are the people who will have the responsibility of motivatingtheir own Club members.
❖ Assist the Multiple District Cake Chair in ensuring that all Clubs involved in this programme havemet the financial requirements of participating in this programme. This is especially important toensure that all Club payments are finalised by the deadlines set by the Multiple District Chair toensure that the District gets its maximum rebate from the programme.
❖ Reinforce the use of the Top Taste Pay Way Card as the method of payment. Make sure all Clubskeep these in a secure place (as the Club Cheque Books are held by the Treasurer, they would bethe appropriate person to hold onto these cards).
❖ Use the Sales, Stock on Hand and Aged Trial Balance Reports to aid you in keeping track of theClubs, assisting them with relevant information and making sure that you and the District has asuccessful year.
❖ To organise a training seminar in your District for Club Cake Chairmen, to familiarize them with theCake Programme, its purpose and objectives and the tools available to them to achieve their goals.
11
Make any presentation a meeting of like minds and a sharing or ideas – talk with the group not at the group
District Incoming Club Officers and Orientation Seminars
Ask your District Governor for authority to be part of these seminars for Incoming Club Officers.
• Advise Club Presidents of the importance of selecting a Club Cake Chairman who believes in theprogramme and who is committed to being successful.
• Request each Club Secretary advise you of the name, address and contact numbers of the CakeChairman as soon as they are appointed. These names will be the basis of your directory.
• Use some of your sample stock for morning or afternoon tea at these functions and at CabinetMeetings.
• Keep your segment of the seminar short, and to the point.
• Remind those present from the Clubs that all information is available in the Lions Cake ProgrammeGuidelines which is available on the MD Website.
• Remind Clubs of their commitment to pay accounts as soon as possible, and certainly no later than 31stJanuary each year. It often occurs that GWF-Top Taste is still waiting payments in excess of
$1,000,000 from Clubs after the deadline for final payment. Monies outstanding as of 28 February willbe deducted from the District Cake Rebate.
• Advise attendees of any of your District’s incentive awards that may be available through participation inthe programme.
• Failing your addition to the Incoming Club Officers Training, use some initiative and try and organize aninformation day with assistance from your Zone or Region Chairmen.
Ideas for Promoting & Selling Cakes and Puddings
Expose Yourself
• Like all saleable items they will not sell if they are not EXPOSED
• They should be on display in your outlets no later than the 1st
week in November – follow the major department store and
supermarket chains for timing, however, our products can be sold
all year ‘round and you might need to be creative as to how and
where you can be seen at times other than Christmas.
• The Bigger the display the Better chance of being noticed
• Use novelty approaches – e.g. fill a wheelbarrow full of cakes
and puddings, like the old Pig-In-A-Barrow raffle. Create your
own posters; make them fun something to draw the crowd.
• Use your local media in community diary sections, editorial and
consider a paid advertisement for your District. Try your local Real
Estate booklets and Neighbourhood Watch newsletter
• Use public notice boards in shopping centres.
• Use the outer shipping cartons to enhance the size of your displays
and utilise the posters obtained by contacting your District
Chairman or a member of the National Cake Committee
12
Important Information for Club Chairman
• READ the Lions Cake Programme Guidelines
(Now on Website – www.lionsclubs.org.au/cakes and will be updated regularly if need be).
• PROMOTE the sale of all products in the Lions Cake Programme.
• ORDER using the prescribed Lions Australian Order Form, on the website, remembering there are 12
x 1kg cakes, 10 x 1.5kg cakes, 45 x 80g Mini cakes and 12 x 900g puddings in their respective shipping
cartons (refer page 14 on how to fill out an order form correctly).
• ORDER FORM can be filled out online, saved to your computer and then attached to an email directly
to Top Taste Customer Service at – [email protected]
• Remind all Clubs that they NEED to keep the confirmation documentation (email) they receive
from Top Taste once their order has been received and processed.
• You or a Club representative should be on sight when your order is being delivered and you will
be given a copy of the POD (proof of delivery) ask for a copy of this document and keep it.
• Your actual INVOICE will arrive by email approx. 3 weeks after the order has been delivered and
it should be kept in a safe place to negate the necessity to request a copy come payment time
on or before 31st January.
• Maintain an accurate record by keeping copies of all order forms submitted to Top Taste for your
own records. If possible keep a copy of all delivery documentation. This will assist if you have a
problem and at payment time of 31st January.
• Allow SUFFICIENT TIME for delivery of your orders. A minimum TEN (10) NORMAL BUSINESS
DAYS must be allowed for, from the date of receipt of your order.
NOTE: this is imperative for orders submitted to receive the discount, orders, payments and delivery must
occur by the 31st October remembering the ten (10) day time allowance for deliveries. Get these orders in
early to guarantee that you will receive the discount. Suggest that ordering happens by the 20th October to
guarantee delivery by the 31st, if not you may find that your order will be delivered in November, hence no
discount.
• Special DELIVERY INSTRUCTIONS must be clearly noted on all orders submitted. You will be contactedprior to the delivery date to confirm these instructions and the anticipated time of day for the delivery. Ifyou do not receive this call you MUST CONTACT the Enquiry Hotline on 1800 033 366.
• You MUST advise Top Taste of any DAMAGED STOCK or SHORT DELIVERIES on your order withinfourteen (14) days of that delivery.
• If there is any damage to your order or the order is short any cartons you MUST note this on the POD,Proof of Delivery document, or if the damage is substantial, reject the entire delivery. Do not accept it.
• 3 carton minimum purchase (with all products on the one order form this can now be a combination ofproducts – e.g. 1 carton of each of 1.5kg Cakes + 1.0kg Cakes + 1 Minis or it could be 3 cartons Minis).
• Ensure your cakes and puddings are ON DISPLAY no later than late October to take advantage of the
TV and radio media coverage organised by the National Cake Committee.
• Maintain a detailed list of SALES OUTLETS utilised by the Club including all contact details for future
years of selling. Please remember to look after your outlets, and after peak period all monies and
remaining cakes MUST be collected from your outlets in a timely manner. This will ensure a good
relationship with your outlets for following years. Notify the District Chairman and State Co-ordinators of
your Club Outlets.
• Ensure that PAYMENT to GWF Top Taste for all orders is made by your Club no later than 31st January.
• Ensure that Club Members are aware that cakes and puddings are AVAILABLE FOR 12 MONTHS OF
THE YEAR.
• Visit the MD201 web page (www.lionsclubs.org.au/cakes) and make yourself familiar with thesection in relation to Lions Christmas Cake and Puddings.
• To purchase any Cake merchandise, this is now done through the Club Supplies Shop at Newcastleand you access it by - Lions Australia Website - www.lionsclubsshop.com.au - Fundraising
Merchandise - Cakes & Puddings
13
Payment Method
1. Lions Club arranges cheque payment to ‘George Weston Foods Top Taste’.
2. Lions Club presents Payway Card & cheque payment at Australia Post Office.
3. Australia Post processes payment and provides receipt of transaction
4. Payment allocated to the unique Lions Club Top Taste account.
5. PLEASE NOTE: Payment transaction may take up to 48 hours to process.
Transactions can only be made at Australia Post Offices
No transaction fees apply
Each Payway Card is unique to each Lions Club
There is no Lions Club information stored on the Payway Card
Keep Payway Card in a safe location - (suggest the Club Treasurer)
New replacement Payway Card will incur a cost of $30 if lost or damaged
PLEASE NOTE: Deposits at Australia Post Offices will only be accepted with your Payway Card and attempts to pay without the Card will be rejected by Australia Post.
Payment Details
DISCOUNT PAYMENT PERIOD
❖ The discount price is only available if the payment and delivery is made within the discountperiod of 1st July to 31st October
CHARGE ACCOUNT / STANDARD PRICE
➢ Please note for all charge accounts, the FINAL payment is required on or before the 31st
January
WEBPAGE – MEMBER’S AREA – ORDER FORM
www.lionsclubs.org.au/cakes
Username: cakes
Password: westons2020
Download additional order forms
PLEASE READ THE HINTS ON THE SAMPLE ORDER FORM ON THE NEXT PAGE. PLEASE ENSURE YOU USE THE 2020 ORDER FORM
YOU MUST INSTILL IN YOUR CLUBS THAT THE CORRECT INFORMATION WILL ASSIST THE PROCESS FROM ORDER TO DELIVERY TO INVOICE.
COPY INFORMATION FROM THIS MANUAL TO HAVE AT YOUR DISTRICT CONVENTIONS TO ASSIST THE CLUBS.
AS YOU KNOW SOME CLUBS NEED ASSISTANCE EVEN IF THEY DO NOT ASK FOR IT..SO BE PROACTIVE.
14
This is the Club contact who will receive the paperwork from Top Taste
This is the person that General Carrying will contact prior to delivering order to this address.
Make sure that you check your adding up before sending your order through, double check & check again.
Left - Make your selection Below – it is important to fill this bit in, NB watch the dates
If you select “Charge Account /Standard Price” option, you have made the commitment to pay your account on time – on or before the 31st January. This is the right and Lion thing to do
2019
Please check your calculations before emailing to Top Taste
15
Club Ordering Process
Guidelines for the Ordering, Delivery and Payment of Christmas Cakes and Puddings.
ORDERING
New Order Forms will be updated and available on the Website on the 1st July each year.
To assist Clubs with a speedy delivery of the ordered goods, it is the responsibility of the Club Christmas
Cake Chairman to ensure that the Order Form is completed correctly and includes:
• Tick the method or order placement (email or post)
• Club LCI number - Must appear on Order Form.
• Full Club details (Name, District and dates [order and delivery dates]
• A contact name and details
• Telephone number of the contact
• Delivery address/details, prefer business or Club address (a P.O. Box cannot be used)
• Product quantity & pricing need to be clearly stated (be careful of your calculations)
• Each order to contain all products not a separate order for each
• Special delivery instructions
All Christmas Cake Account Orders can be posted or emailed to Customer Service. It is far better to use the email option as you will receive a confirmation of receipt of your order the same date you send.
1. Mail to Lions Club Orders, George Weston Foods Ltd.
Reply Paid 555 Enfield NSW 2136 (Email is the best method as post can take up to 10 days)2. Email orders to – [email protected]
3. Invoices for products that have been delivered will be issued by GWF Top Taste approx. 3 weeks afterdelivery, clubs with invoicing queries please contact 1800 033 366. Please retain for paymentpurposes.
All prices to Clubs apply from 1st July to 30th June of each year, subject to availability from the previous
year’s bake; otherwise the new prices to Clubs will apply from 1st July of that year.
PAYMENT WITH ORDERS – TO ATTAIN THE DISCOUNT, PAYMENT AND DELIVERY MUST BE MADE WITHIN THE DISCOUNT PERIOD. (1/7/20 – 30/10/20)
ALL ORDERS BETWEEN 1ST JAN 2021 TO 30TH JUNE 2021 MUST TO BE PAID FOR IN FULL, WITHYOUR ORDER.
NO DISCOUNTS APPLY
DELIVERY DETAILS
Delivery Address (No PO Box addresses allowed)
Delivery Contact Name _________________________________
Address _____________________________________________
____________________________________________________
Suburb _____________________________________________
State ________ P/Code __________Phone No ( ) ____________
PAYMENT DETAILS Please see reverse for payment method
DISCOUNT PAYMENT PERIOD
The discounted price is only available if payment and delivery is made between 1 July and 31 October 2019.
CHARGE ACCOUNT/STANDARD PRICE
Orders delivered and payment after 31 October will be invoiced at full price.
Please note for all charge accounts, payment in full must be made by 31st January 2020 or earlier.
16
Product
CAKE PRICES for 2020
1.5kg Cake 1kg Cake 0.9kg Pudding 80gm Mini
Club Selling Price $17.00 $13.00 $13.00 $ 2.00
Club Purchase Price $12.93 $ 9.51 $ 9.45 $ 1.10
Club Profit $ 4.07 $ 3.49 $3.55 $ 0.90
Discounts apply as follows:
1.5kg Carton 1kg Carton 900g Carton
$1.65 $1.32 $1.32Carton Discounts for Orders placed between 1st July – 31st October 2020
No discount for Lions Mini Fruit Cake.
NOTE: TO ATTAIN DISCOUNT PAYMENT AND DELIVERY MUST BE MADE WITHIN THE DISCOUNT PERIOD, THAT IS ORDERED, PAID FOR & DELIVERED ON OR BEFORE THE 31ST OCTOBER 2020. LAST ORDER DATE FOR DISCOUNT IS 15th OCTOBER 2020
PAYMENT METHOD 2020 Payment Method 1. Lions Club writes out their cheque payment as per normal.2. Lions Club presents their PayWay Card and cheque payment together at their local Australia Post
Office.3. The Australia Post Office will process your Lions Club payment and provide the Lions Club member with
a receipt of the transaction.4. Payment will be allocated to the Lions Club Top Taste Account.5. Transactions can only be made at Australia Post Offices and no fees apply.
*** PLEASE NOTE. Deposits over the counter at any Australia Post Office will only be accepted with your PayWay
Card. Attempts to pay without your PayWay Card will be rejected by Australia Post.
Loss of a PayWay Card
1. Contact Top Taste Customer Service Team on 1800 033 3662. Request a new PayWay Card.3. There will be a charge of $20 to replace any lost or damaged PayWay Cards.
(it may take up to 12 weeks to replace)
ORDERS “ON ACCOUNT” - NO DISCOUNTS APPLY
Any order that is to be charged to your Club Account should be emailed through to George WestonFoods - Top Taste.
URGENT NOTE:
For emailed orders do not post the same order without clearly marking on it that it is a copy only attached to your payment, if you fail to do this there is every chance that the order will be duplicated.
NOTE: YOU WILL RECEIVE A RESPONSE FROM TOP TASTE CONFIRMED RECEIPT OF YOUR ORDER SO THERE IS NO NEED TO SEND A HARD COPY TO THEM AT ALL.
Lions Clubs can email to [email protected], clubs would be required to fill in order
form and scan and email to the email address provided. Confirmation of order received and processed
will be sent back to the club’s email address.
FREIGHT COSTS
• All freight costs are included in the price of the cakes to Clubs.
• Under no circumstances should you pay any freight to any carrier.
17
OUTSTANDING PAYMENTS
• All outstanding payments MUST be received by Top Taste by 31st January, ph: 1800 033 366.
• It is imperative to finalise these accounts as soon as possible after the receipt of the invoice.
• If you have a query with your account please contact Top Taste Customer Service on 1800 033 366as soon as possible, do not leave it until January to do so.
WEBSITE ORDERS (from the public or corporations)
Members of the National Cake Committee are usually assigned the task of co-ordinating calls from mobile
phones and website enquiries.
All sales generated through the Lions Australia “WEBSITE” are referred to the local Club on a post code
allocation basis or as preferred by the purchaser.
The National Cake Committee may co-ordinate large corporate orders where goods are to be distributed
on an Australian-wide basis. Such sales will be co-ordinated by a Committee member who will liaise with
the Clubs involved in the order.
WEBPAGE - MEMBER'S AREA - ORDER FORM
www.lionsclubs.org.au/cakes
Username: cakes
Password: westons2020
Download additional order forms
Clubs should consider approaching the following outlets.
• All club members to be involved, selling to themselves, families, friends and at their place of work
• Banks, Building Societies, Credit Unions and other financial institutions
• Bunnings and Hardware House Retail Outlets
• Post Offices and Police Stations
• Butchers, Fruit Shops and other Retail Outlets
• New and Used Vehicle Dealers (a Cake with every sale)
• Clubs for use as Raffle prizes, Gifts for Guest Speakers, Youth of the Year Judges etc.
• Service Stations and Road Houses
• Local Real Estate Agencies (a Cake with every Sale made)
• Funeral Directors
• Christmas in July Functions, Australia Day Celebrations
• Coffee Shops, Mobile Coffee Vans and Workplace lunch rooms
• Sporting and Other Clubs
• Last year’s list of outlets
• Local Government Offices and Libraries, State & Federal elected members offices
• Direct selling on stalls at Local Shopping Centres
• 70% of sales are made to women. So, target Boutiques, Hairdressers and Craft Shops
• Retirement Villages, Nursing Homes, Child Care Centres and School and University Canteens
• Door Knock Appeals: Successful in selling cakes and gaining new Club Members.
18
The Lions Year at a Glance
Set your goals…..establish your priorities….work out plans to achieve your goals which will let you accomplish your objective.
R emind Clubs that there is only one (1) Discount Period – 1st July 2020 – 31st October 2020 and the discounted price is o nly available if payment and delivery is made within the discounted period. All deliveries must be before the 3 1 October 2020. Remind Clubs please to do not order in October and request a delivery for November and expect to get the discount.
S end your introductory letter to all Clubs, this will provide you with an excellent opportunity to promote your
po rtfolio with enthusiasm and pride. Let the Clubs know what your goals are and what you hope to accomplish
in your year. Ask Club Secretaries for the name, email address and phone number of their Clubs Cake
C hairman.
Pr epare a report for inclusion in the next edition of your District Newsletter. Learn the deadlines for each month’s
ed ition and make sure that you have an article in all editions for the year.
T o assist Clubs, remind and encourage Club Secretaries and or Club Cake Chairmen to print off a copy of the Guidelines, Order Forms and any other resource that is available from the Website (lionsclubs.org.au/cakes)
District Chairmen should by now be visiting Lions Clubs and meeting Club Cake Chairmen.
Contact your District Zone Chairmen; ask for permission to attend their meetings. Use these opportunities to promote the entire range of products (cakes & mints), use your sample stock effectively when attending meetings
Run information sessions for Club Cake Chairmen, keep them interesting and no longer than an hour or two
Have your second article ready for your District Newsletter.
Send out information via email or District Newsletter, or both, re - Cake decorating Competition at your Convention
Visit as many meetings as possible, this is a good opportunity to meet as many Club Presidents and Secretaries.
It is also a good idea to ask the Zone Chairman to invite the Club Cake Chairman to the meeting.
You should by now be thinking about a static display at your District Convention. Contact your District Governor and Convention Chairman and explain to them the importance of the Cake Programme, not only to the Clubs but also to the District. Request a prominent position – use your samples, (both cakes & mints) as they are always very popular at District Conventions.
Organise a Lions Christmas Cake decorating competition for Lions Club members.
This will afford you the opportunity to get up on the stage at the Convention.
Ask your District Governor to present a prize to the winners. You will be surprised with the results.
You should be utilizing your District Newsletter to get your message out to all Club members.
It is most important from now until December that you get articles in your District Newsletter.
You will receive printouts of sales for your Clubs in your District. This will let you know which Clubs have placed
orders, how many and which clubs have yet to place an order. Using the information provided, you should
contact Clubs that have not ordered and get them moving.
Also, talk to the clubs that have ordered less than last year and find out the reason why. Advise all Lions
Clubs to plan early and to act early in this year’s campaign.
The nearer Christmas comes, the more difficult it becomes to obtain publicity and the harder it becomes to
sell. The most successful Clubs last year were selling months before Christmas and pursuing corporate
orders.
JULY
AUGUST
SEPTEMBER
OCTOBER
19
DECEMBER
.
JANUARY
You must remain proactive with your Clubs, encourage them to be out and about selling at every opportunity. Use the outlets that you have wisely, outlets like Bunnings, if you cannot get a table then ask if you can sell out of a trolley – this does work, suggest Clubs give it a go.
One club divides the club members into three groups under the three Vice Presidents and awards a prize to the group selling the most cakes. Tell Clubs to stop worrying about supermarkets selling cheaper, they don’t.
You have the best Christmas Cakes that money can buy, and our Customers do get value for money.
With Christmas fast approaching, now is the time to advise and motivate all Clubs to take their cakes out into
the shopping centres. A folding table and a couple of folding chairs, a wheelbarrow filled with Cakes is all they
wiAYll need. It is sure to be a Winner.
Remind Clubs of the cut-off date for placing their orders (date this year is – 8th December 2020)
Very Important Note: Now would be a good time to remind the Clubs of their responsibility to pay their account
by the due date. Some Club Treasurers seem to believe that they must get the Board’s approval to pay their
Cake Account, not so. When the Club approved the purchase of cakes, they then made a commitment to pay for
them and all Clubs should be encouraged to finalize their Top Taste Cake Account before breaking up for
Christmas.
District Chairman please keep your District Zone Chairmen informed of what you are doing, and any problems that could arise during your year you can be assured you have their total support.
You will start to receive printouts of the Clubs owing money for their cakes so that you can be on top of this problem early.
Early in the New Year you will receive ATB Reports (Aged Trial Balance) more regularly telling you of the Clubs
that still owe money for cakes. It is important that you contact the Clubs concerned and remind them if they
have not already paid their account to please do so as soon as possible.
Please encourage all Clubs to pay via their Payway Cards at the Post Office, this method is far more reliable
than sending a cheque through the post. Cheques notoriously get lost and these days take time to reach their
destination.
PLEASE NOTE - All accounts MUST be finalized by the 31st January of each year. All
subsequent orders placed from 1st January to 30st June must be paid in full with the order, no
discount applies.
Again, you will receive in early February and March notification advising you of the Clubs that are still dragging
their feet with late settlement of accounts. Monies outstanding as of 28 February will be deducted from the
District's Cake Rebate. This will involve more phone calls.
District Chairmen - Keep a check of all your phone calls and out of pocket expenses to be able to claim
expenses. Claims for expenses must be directed to your District if you have organized a budget for your
portfolio. The Multiple District will not reimburse any expenses other than those approved for attendance
at authorized training seminars and National Cake Committee meetings.
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APRIL/MAY/JUNE
FEBRUARY/MARCH
JANUARY
DECEMBER
NOVEMBER
Multiple District Convention
District Chairman’s Promotion & Training Seminar
IMPORTANT INFORMATION FOR ALL CLUBS
1. A minimum ten (10) normal business days for deliveries. Regardless of the quickness ofsome online orders arriving the next day, you MUST remember that any Company deliveringtheir (our) products by road and servicing Clubs scattered all around Australia, so not tofavour one Club over the other, the worst scenario comes into play. (e.g. a Club in Sydneycould get a delivery in 3-5 days or less, but how could a Company guarantee a 3-5 daysturnaround to all Clubs, when getting an order to north west Western Australia will take 10days.) This is the simple fact and one we need to accept and move on.
2. Damaged and short deliveries. Notification within 14 days is not a new rule, however, it is onethat Top Taste will be adhering too in the future. No other Company would allow any receiverof a product to wait up to 3 months to complain and then expect either a replacement or arefund. This is a fact of life and one that we, Lions, need to be aware of. I know that it may bea challenge for your Club to have someone in attendance for the delivery of your cake order,
however, it is the responsibility of the Club to make sure, in a timely manner, (14 days fromreceipt of delivery) to check their order and to notify Top Taste of any problems.NOTE: if the problem is damage, please remember to take photos of the damaged goodsand send them through to Top Taste with your complaint, either by email (preference) or snailmail if necessary.
3. Payment of your Club account to Top Taste MUST be paid on or before time. Top Taste allowClubs to purchase product early (July if needed) and only pay for all orders by 31st January2020. There is absolutely no reason why this cannot be done, and it really is unethical forClubs not to pay their accounts in a timely manner. Please also remember that whenpurchasing product between January and June each year these orders MUST be paid for atthe point of purchase and they cannot hang around and marry up with your peak periodorders and then be paid for by January the following year.There is no excuse for tardiness, so please make sure this year that you pay your account byChristmas and get it out of the way and then it’s done.
4. Please encourage ALL Clubs to keep the following paperwork in a safe place in case there isa problem at payment time.
❖ Your Order Form❖ The Confirmation Email from Top Taste Customer Service
(stating that your order has been received for processing)❖ The Invoice (once you receive this please put it in a safe place)❖ The Payment - keep a copy of your receipt from the Post Office❖ Your Cheque - make sure that you check to see the cheque
has been presented from your Statement, if there is a query onyour payment you have proof.
Keep your Club Pay Way Card in a safe place (with the Treasurer would be best) and please if the person looking after the card is away on holidays, please make sure that they leave the card with someone in the Club. This is no excuse for non-payment.
5. It is imperative if your Club is contacted by or sent through a request for a cake or cakes bythe MD Chairman, that the Club act on that request immediately, not in a day or week but themoment that you receive these requests they must be dealt with in a timely manner as that isa Customer and one we should respect even if they wish to purchase just one cake. In mostcases it will be either the President or the Secretary that will be contacted (simply because itis your details in the Directory). If your Club has a Cake Chairman, then please pass on tohim/her that day so that they can contact the person and organise something to get the orderfilled.
6. Please make your District Cake Chairman your first call, for anything and if they cannot helpyou, they will certainly make sure that they find out a solution and get back to you as soon aspossible. If they do not get back to you in a timely manner then your next call should be to theState Chairman, you’ll find their details on the MD Cake web page.
21
Corporate C a k e Sales – Tax Invoice Request
The area of Corporate Sales is a largely untapped market for many clubs. But those Clubs which do
pursue corporate sales have seen significant increases in sales.
a. Include with your letter a Corporate Sales brochure. Packs of 25 for $5.00 of these brochures
can be purchased from the Club Supplies Shop on the MD website.
b. Contact as early as possible the General Manager or Corporate Services Manager of the
targeted businesses as many corporations plan very early for staff/customer Christmas
bonuses and gifts.
c. Introduce yourself to them through a follow-up phone call within one to two weeks.
d. After completion of the corporate delivery write to the organisation thanking them for their
support, advising where the funds raised will be distributed and provide them with a Certificate
of Appreciation (sample letters are available on the Christmas Cake web page
www.lionsclubs.org.au/cakes and Certificates can be purchased at $1.00 each from the Club
Supplies Shop on the MD website.
e. Should one of your clients require a tax invoice and your club is not registered for GST, please
contact the National Office prior to placing the order.
f. Should one of your clients wish to pay by credit card and your club does not have credit card
facilities, please contact the National Office.
Note: Top Taste minimum order of 3 cartons applies.
Early payment discounts will not apply to sales processed by the National Office.
Refer to (e) and (f) above, if you require a tax invoice for your Corporate Order Client then these are the steps you must follow if your Club does not have an ABN and registered for produce tax invoices.
LIONS CAKE GUIDELINES FOR CORPORATE SALES:
Should one of your clients require a tax invoice and your Club is not registered for GST, please contact the National Office prior to placing the order.
Follow the procedure below –
1. Club representative to complete the Request Form and email it to [email protected]
2. Finance Officer will provide the Club with a Purchase Order number to use to place the orderwith Top Taste
3. Top Taste invoice to be emailed to [email protected] for processing and payment (mustreference the Purchase Order number provided)
4. Finance Officer will raise and send a Tax Invoice to the client
5. Upon receipt of payment from client – Finance Officer will transfer:
a. Order payment to Top Taste
b. Order profit to the Club
NOTES
Unpaid orders will be the responsibility of the Club (if the client does not pay the Club has to)
Merchant fee will be deducted from order profit if client payment is made by credit card (Club carries the Credit Card fee, deducted from your profit)
Minimum sales order value of $1000 applies. (for the order to be processed by National Office it must be over $1000.00)
22
Stock Storage, Rotation and Handling
As Lions Christmas Cake and Puddings are Food Products, they should be handled under the strict
guidelines that are required for the Safe Handling of consumable Food Products.
The Australian and New Zealand Food Standards Code (Standard 1.2.5) authorises the use of a “Best
Before” date. This date signifies the end of the period during which the intact package of food, if stored in
accordance with stated storage conditions, will remain fully marketable and retain all claimed qualities.
The Best Before date should be used and recorded on your stock inventory sheets to ensure that the
stock is rotated through any storage location or facility. Best Before dates on Lions Christmas Cakes and
Puddings are based on the currently approved shelf life of 30 months from the date of baking.
In particular all ingredients and finished products shall:
(i) be stored in a weatherproof and pest-free environment under cover, in a clean, dry,
odour-free area;
(ii) be stored away from walls and elevated off the floor in racking to facilitate cleaning and pest
control activities;
(iii) not be stored or transported with other materials that may present contamination hazards due to
odour or toxicity or otherwise;
(iv) be stored at such temperature as required to ensure they do not sustain damage or deterioration
due to extremes of heat or cold. This includes damage by condensation;
(v) be protected from adverse weather conditions during transportation; and
All ingredients and finished products storage and warehousing systems shall apply the “First in First
out” (FIFO) principle of inventory control. All products from an individual “Best before” date should be
received, distributed and sold prior to the same products with a later “Best before” date being received,
distributed and sold.
NOTE: IT IS IMPORTANT TO BE MINDFUL OF STOCK ROTATION AT ALL TIMES, SELL THE
OLDEST STOCK FIRST. VERY IMPORTANT THIS YEAR, WITH NEW PACKAGING ROLLING OUT.
Public Complaints Process – Important to Remember
Complaints from the public should be resolved at the earliest opportunity, with care and tact, by the Club
Cake Chairman.
The process to follow is:-
• Ask the customer to show you the goods in question and provide the packaging for easy identification of the baking batch run by the manufacturer.
• The Club immediately provides the customer with a replacement product from their stocks at no cost and collects the faulty goods and associated packaging.
• Report the matter to your District Cake Chairman who will replace the goods at no charge
• Send the goods in question and associated packaging to the District Cake Chairman.
• The District Chairman is to notify the relevant Area Co-ordinator on the National Cake Committee who will in turn advise the manufacturer
• The District Chairman will on-forward the goods to the manufacturer at the address below, only if requested to do so by the manufacturer.
Attn: Dion Waite (0447 443 077)Top Taste
25 Keller Crescent, Carrara, QLD 4211• The manufacturer will investigate the matter and maintain a record of complaints and background
details for review by the National Cake Committee.
23
Club Stock Control System – Sales Records and Accounts
A method of accounting for the distribution of cakes and puddings to outlets and Club members, and
the collection of monies, MUST be in use in every Club involved in the programme.
A Christmas Stock Control System should be designed to assist the Club Christmas Cake Chairman
by keeping adequate records of all cake transactions carried out.
The system records:
• Sell all old (on hand) stock first; watch your stock rotation for best before dates.
• All goods ordered and received.
• Details of all goods issued to outlets and/or Club members.
• Details of any returns to manufacturer. (copy of the delivery docket)
• All payments received from the outlets.
• Payments made to manufacturer.
• Credits received from manufacturer for returns.
It is suggested that separate sheets be kept for all these categories preferably in a single folder and
separated into years. With regard to distribution, it is suggested that a separate page be kept for each
outlet. This enables a continuous record of information and a good place for your successor to start
from in preparing for their year as Cake Chairman.
District Chairmen should be on the lookout for Clubs who have no system at all and they are the
Clubs who may need some guidance.
Promotional Items for Sale from the MD Club Supplies
The following Promotional Items may be ordered directly through the MD Club Supplies Shop, by
getting onto the Website and ordering in the same way as you do for any product purchased that way.
24
Lions Australia Website www.lionsclubsshop.com.au Fundraising Merchandise Cakes & Puddings
More merchandise items are available in the lion’s club shop on the MD website, why not check it out….
Delivery Issues
The manufacturer has undertaken to have their freight contractor deliver orders within ten (10)
normal business days of the order being received with correct payment arrangements.
Carrier is - # Orders of 10 cartons plus will be delivered by General Carrying
# Orders under 10 cartons will be delivered by Couriers Please
# There are now warehouses in Qld, NSW, VIC and WA
• Failure by the freight company to make prior contact with the Club to confirm the drop off
time and location;
• Late or non-delivery according to the agreed delivery time;
• Short delivery of the order – write on delivery docket “short delivery” and “the amount”; or
• Damage to stock delivered – write on the delivery docket “damaged” and “the amount”
In the case of damaged packaging/stock or short delivery:-
• Write on delivery docket, ‘Damaged’ or ‘Short Delivery’ and do not forget the amount (e.g. 10cartons ordered – 9 cartons received).
• Also phone your District Cake Chairman immediately after notifying the manufacturer. If
unavailable contact your District Chairman then please contact your State Coordinator.
These people are there to support you.
• Keep copy of proof of delivery (Delivery Docket copy with details clearly marked).• REFUSE DELIVERY if damaged, or incorrect (that is if it does not agree with the requested
allocated product)
Insurance
Project insurance cover is provided for Christmas Cake and Pudding stocks under the MD201
insurance policy. For further details contact the MD201 Insurance Committee on
[email protected] or using the contact details in the MD201 Directory.
Remember to check your stock off with the
driver to ensure that your
consignment is in good
condition and complete
upon arrival.
In the event of any of the following, immediately within 14 days, notify the manufacturer on enquiry hotline:
1800 033 366
IMPORTANT NOTICE
No claims will be recognized by Manufacturer after a period of 14
days from the date of delivery.
25
Helpful Hints to Pass on –
(please if the answer is not here contact Carl who will supply you with a response).
QUERY – Shelf Life
• Fruit Cakes & Puddings must sit for a minimum of three months to mature prior to being released forsale.
RESPONSE
• Fruit Cakes have a two & half year shelf life
• Puddings currently have 18 months shelf life, testing has been completed and shelf life will beextended to two years with next year’s production.
QUERY – Metal • Metal found in Fruit Cake or Puddings
RESPONSE • Reinforce that Top Taste believe this foreign object has not been within the finished baked fruit cake
from the Top Taste site due to the preventive measures in place to eliminate any opportunity of aforeign object of a metal consistency being within our baked cakes. With the use of metal detectors,X-ray machines and with also checking retained samples of the same batch details.
QUERY – Eggs • Eggs used in manufacturing are they Free Range or Cage Birds
RESPONSE • The eggs used come from Caged Birds
QUERY – Lions able to sell fruit cakes • One of our members has been told by a business she approached re selling cakes that they can't do
it without having a licence to sell food. Have you heard of this restriction?
RESPONSE • Attached is a link to the Food Authority of NSW website which is the legal body of food handling /
processing /licensing in NSW. As we are a charity group we are not required to have a license to sellfood as we are not a company who makes or sells food as a business. The cake manufacturer isrequired to be licensed which they are definitely, so if the business that has the issue with you wantsto contact Top Taste in regards to that, they are more than free to do so.
http://www.foodauthority.nsw.gov.au/industry/industry-sector-requirements/charities-groups-and-volunteers/
QUERY – Palm Oil > Sustainable Source • In your Christmas cakes, vegetable oil is listed as an ingredient. Could you please tell me if that is
palm oil? If so, is it harvested from a sustainable source? We think your cakes are outstanding, butdo not want to buy a product that would contribute to the destruction of Orangutan habitat.
RESPONSE • I can confirm the product does contain Palm Oil and we have investigated with our supplier and we
can confirm this does come from a Sustainable Source. Our Supplier is a member of the Roundtableon Sustainable Palm Oil (RSPO). Their major palm oil suppliers have signed a statement confirmingthat the palm oil supplied to them is sourced from legally developed plantations and not from anyparty that, as far as they are aware, has engaged in illegal deforestation. The Vegetable Oil listedderives from the Shortening based product which is used in the first stage of mixing which is theCreaming of the Shortening & Sugar.
QUERY – NO Cherries
• NO CHERRIES found in cake
26
RESPONSE • Top Taste are by law required to follow the Lions Australia fruit cake recipe which has Glace
Cherries, I can confirm there is cherries within the baked cake. Due to the large volume that ismanufactured there is the possibility one fruit cake may get more cherries than another.
QUERY - Alcohol • Is 'Alcohol' in the Lions products? I don't know if you are aware but alcohol isn't ever completely
cooked out of food products. This becomes an issue for recovering alcoholics, people who abstainfrom alcohol for Medical / religious reasons and children.
RESPONSE
• Thanks to your customer for raising her concerns. The Lions member is correct that a small amountof alcohol will remain in the cake after baking. The amount of alcohol remaining is very small andwould have a negligible effect on health, especially compared to the sugar and butter contained in thecake.
We cannot include alcohol in the allergens list as there are strict labelling guidelines on the content ofthis list and alcohol is not an allergen.
My preference is to not include a 'contains alcohol' sticker as I think this would promote alcoholconsumption, which is not what either of us is trying to do. Our aim is to provide a traditional tasteprofile with clear and accurate labelling to allow our customers to make informed decisions. Asalcohol is a traditional ingredient in a Christmas Cake, I would expect customers to look at theingredients list if they wanted to confirm if alcohol was present.
QUERY – Oil Stains
• Oil Stains within the carton
RESPONSE
• This could be due to an excess in the release spray used to coat the baking tins to allow the fruitcakes to be de-panned after baking.
QUERY – Cherry Pit
• Cherry Pit found in Fruit Cake
RESPONSE
• Top Taste to investigate and reinforce with our manufacturer of Glace Cherries the importance ofminimising the opportunity of cherry pits in the product. Top Taste will also reinforce with ourmanufacturing team the importance of maintaining the quality ingredients and high productionstandards required when manufacturing Lions Fruit Cakes & Pudding products.
QUERY – Under-baked Cake
• Fruit Cake under-baked and the centre of the cake is gluggy and sticky to touch.
RESPONSE
• This may have been caused when the cake was at the start or end of a baking run where the heattransfer was not at solid temperature within the oven.
QUERY – Pale & Dry to the touch
• Fruit Cake is pale in colour and dry to touch.
RESPONSE
• This may have been caused when the cake was at the start or end of a baking run where the heattransfer was not at solid temperature within the oven.
27
Vinyl Banners Available
For purchasing Banners (A4 Pull-up or 5 – 6ft Floor and everything in between) it is more convenient and a lot less of a cost for Clubs to do this themselves through Officeworks or any other local outlet that does this sort of copying. (Kwik Kopy is just one).
The art work for all our Banners is available to Clubs through your District Chairman or you can contact me directly and I will be happy to send you the art work electronically for you to just save to a memory stick and take it to wherever you plan to have them processed.
PDG Terry Collison “Kelso Park” 230 Manley Road
Mooroopna North West Vic 3616
Enquiries to: (M) 0439 468 786 Email: [email protected]
28
There are several variations available to you to make a choice as to which banner your Club would like. However, with the Floor Banner the one to the right is the only design we have that works successfully at that size.
A LETTER THAT YOU SHOULD SEND OUT TO ALL YOUR CLUBS PRIOR TO THE START OF THE NEW YEAR
Dear Presidents, Secretaries and Club Cake Chairman
Welcome to another year. The Lions Christmas Cake and Pudding selling season is once again fast approaching, so to be prepared. I have listed below some important information and dates for you.
1. Order Discount Period – 1st July 2020 to 31st October 2020.
Orders must be delivered and paid for during this period to receive the order discount. The last date an order can be made is the 15th of October 2020 to allow order processing and delivery before 31st October 2020. There are no exceptions to this rule.
2. Orders on Account – 1st July 2020 to 31st December 2020.
Orders placed during this period without payment (i.e. on account) must be paid in full by 25th January 2021. There are no exceptions to this rule. Clubs should receive an invoice (via email) within 3 weeks of order placement and the invoice/s must be paid by 25th January 2021. A club meeting is not required to approve payment as the club has already approved payment at time of order placement. Please bring this to the attention of your Club Treasurer.
2. 3. Order cutoff date for delivery before Christmas is Tuesday 8th Dec 2020. 3.4. Lions Australia Website – www.lionsclubs.org.au/cakes
Username: cakes Password: westons2020
Download additional order forms
5. Order FormsOrder Forms are two sided. Read all the information carefully. Ensure all required information is completed includingLCI Club number. Orders will not be processed if information is missing.
6. Damaged Stock – Short DeliveredIf you received stock that is damaged/ short delivered - report it immediately to Lions Customer Service on1800 033 366 ( email: [email protected] ) and quote the delivery docket number. If possible take aphoto of the damaged stock and email to me with a copy of the delivery docket.
7. Promotional Items for Sale are now available from the MD Club Supplies Online Store.Please do not hesitate to contact me if you have any problems or concerns.
Sign letter with your contact details for your Clubs to know if they need to contact you.
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