Fellow Pan Macs, 

Firstly, congratulations on probably the most productive meeting we have had.  A lot of decisions and allocation of duties were done.  Please find below task allocations and some notes from our meeting. 

PLEASE READ THIS INFORMATION VERY CAREFULLY AS IT COVERS EVERYTHING WE HAVE GONE THROUGH SO FAR.              

 Remember, we are OUT OF TIME and need to action these things immediately. 

PARK ACCESS (please send me details of the 4 utes (I already have Dimitri’s 4WD details) which will need access to the park for set up and pack up)  I will need:

• Your name
  
• Mobile phone number
  
• Type of vehicle
  
• Reason for entry –  set up and pack up of stall
  
• Rego number
  
• Time of entry
  
• Dates of entry
  

Other areas of business:

• Anzac Day volunteers – Tas Moulis, George Karakastanis.  Nick K will deliver the wreaths to Tas’s house on Wednesday afternoon (24th of April) 
  
• 4EB membership renewal – Apostoli to action over the next week
  
• Members list will be attached to this email for committee members.  Please remember, THIS IS A CONFIDENTIAL DOCUMENT and can’t be sent to any other people outside of this committee.  Go through it and contact anyone you know asking them for any assistance they can offer.  Everyone offers help when needed, NOW is the time to ask them.  
  

Paniyiri ACTION POINTS

Checklist including:

• Website – to be included in our signs and t-shirts (Dimitri Morfoulis)
  
• T-shirts – done (Dimitri Morfoulis)
  
• Banner –  brief has been sent to the designer and we will have some concepts in the next couple of days. (Nick Karanicolas & Savva Ganiatsos to organise printing)
  
• Equipment – Ordered.  Still waiting on final gas bottle numbers & Cold Room requirements.  We will need to know by Monday next week at the latest.  (Tas Moulis and Frank Ganiatsos to finalise prices)
  
• Skares (Frank has them on hold, Frank to contact supplier with bank details and Apostoli and Nick to organise EFT) 
  
• BBQ repair (Tas & Vas Moulis) – nearly completed will be ready in the next 2 weeks
  
• Utensils, chopping boards, bowls & knives, 10 x Aprons, Bins (82litre with lids and garbage bags), tubs for washing up (labelled) (Vasili Moulis to organise and Nick Karanicolas to assist with labelling requirements)
  
• Extension leads & tags (Vasili Moulis)
  
•  V-Slicer for tomatoes (Maria D)
  
• Roster – please let Dimitri Morfoulis know how many people you are volunteering (all committee members responsible for getting volunteers)
  

Food items: 

• George Kosmidis – chicken souvlakia (2,000), lamb souvlakia (1,000), diced chicken (100kg) - ORDERED
  
• Nick Karanicolas – diced lamb (100kg) ORDERED
  
• Maria Drougkas – pita bread (15 cartons), tzatziki (20 x 2kg buckets), calamari (100kg), oil (6 x 20litres), dolmathes (30 x tins), chips (15 x cartons = 150kg) ORDERED
  
• Savva Ganiatsos – tomatoes (10 cartons), lettuce (3 boxes), onions (2 x 20kg bags), lemons (2 x boxes), gas bottles?? (AWAITING PRICES FOR PRODUCE & GAS)
  
• Taki Papagiannis – Spanakopita (50 pites) ORDERED
  
• Tomato sauce –  1 x ctn of portion control sauce (Maria D) ORDERED
  
• Salt (2kg), pepper (1kg), oregano (1kg), paprika (1kg) (Maria D) ORDERED
  
• Heat beads – 320kg? (Tas, please check notes on this) who was allocated to purchase them?  
  

Other items:

Packaging items (Apostoli to forward order to supplier and organise a delivery time on Friday afternoon 17th after 3pm)

• Chux – 2 x rolls
  
• large and medium food gloves (100 per box) – 2 x boxes medium, 2 x boxes large, 1 x box extra large
  
• paper towels (80meter rolls) – 10 rolls
  
• chip cups (1 x carton = 1,000 cups) – 1 carton
  
• paper bags Satchel No.2 Glassine (Greaseproof) (1 x packet = 500 bags) for souvalakia, wraps, spanakopita – 8 x packets (4,000 bags)
  
• C10 round containers & lids (1 x carton of each = 500 containers + lids) for calamari, sweets, dolmathes – 3 x ctns of containers, 2 x ctns of lids
  
• napkins (1 x carton = 3,000) – 2 x cartons 
  
• lunch wrap (1 x packet = 500 sheets) – 4 packs
  
• clingwrap – 1 x 45cm cling
  
• foil – 3 x (150mtr x 44cm) foil 
  
• 7” plates (1 x carton = 500 plates) – 1 x carton
  
• medium plastic carry bags (1 x sleeve = 250 bags) -  2 x sleeves
  
• plastic garbage bags (1 x packet = 50 bags) – 2 x packets
  
• plastic forks (1 x packet = 100 forks) – 10 x packets 
  
• Dishwashing soap – 5 litres (with pump)
  
• Disinfectant – 5 litres (with 2 x spray bottles)
  
• Spray & wipe – 3 x spray bottles
  
• Scourers – 10 each
  
• Sponges – 5 each
  
• 4 x 400ml Spray Bottles (for oil) (Apostoli)
  

FOOD SAFETY REQUIREMENTS:

• Dry Chemical Fire Extinguisher (Apostoli)
  
• Food Thermometer (Vasili Moulis)
  
• 20 litre Waste water buckets clearly labelled “WASTE WATER ONLY” (NK & Vasili)
  
• 20 litre Utensil water bucket clearly labelled “UNTENSIL WASH ONLY” (NK & Vasili)
  
• Hand washing facility – anti-bacterial soap  (we may also get a couple of pumps of hand sanitising gel) (Nick Karanicolas)
  
• Hot Water for washing and rinsing (Urn organized – Tas)
  
• An 82litre bin fitted with a lid and a bin liner labelled “REFUSE ONLY”
  

Vasili, if you are going to stencil on signs, the water catchment buckets and dispensing buckets must be 20 litres. 

• 1 x 20 litre container with a tap clearly labelled “HAND WASHING ONLY” (Vasili to source from Bunnings)
  
• 2 x 20 litre container to catch waste water clearly labelled “WASTE WATER ONLY”
  
• 1 x 20 litre container with a tap clearly labelled “UNTENSIL WASHING ONLY” (Vasili to source from Bunnings)
  

Other items to bring:

• Pan Macedonian banner (NK)
  
• Greek Flag (NK) & Mini Greek Flags (NK)
  
• Australian Flag (NK)
  
• First Aid Kit (NK)
  
• Rope lights,flashing lights (NK)
  

Finally, if your name is next to something, please follow through.  If you need help with anything let me know and also, I won’t have time to chase you and follow up.  If something is allocated to you, myself and everyone will assume it is done and there will be no need for follow up. 

Don’t forget to harass everyone you know for help.  Peak times, Saturday night, Sunday morning, and any other times you can get.

See you all in a couple of weeks. Keep checking your emails and I would like an update on where everyone is at by mid next week if possible, to see if we are on track.

Thanks team

Nick

7pm at the Greek School

Just a reminder, this will probably be our last FULL meeting for 2 weeks and when we meet again, we have 2 options.  Wednesday 1st of May is in the Greek Holy Week and we probably won’t be able to meet at the Greek School.  The following week is the 8th of May (only 10 days before the Paniyiri) and then the following week, the week of the Paniyiri, we will have a few nights of packaging sweets, dolmathes ect.. 

Technically, we will only have 2 meetings left including tomorrow night.  It is important that all decisions made and tasks allocated are signed off on, and followed through.  There won’t be time to double check anyone’s responsibilities, and if you are allocated a task, you will need to follow through and confirm it with me via email so that I can check it off that the job has been done. 

This is a wrap up of where I think we are at to date.  I may have missed something and I will need your help to go through these notes thoroughly and let me know if there is something which I have overlooked. 

Before next week’s Paniyiri Committee meeting (I will need a couple of volunteers with me as a back up), we will need the following:

• All paperwork to be submitted including certificate of currency (done), food business licence (done), car allocation (NOT DONE)
  
• Equipment to be hired and confirmed as we will need to amend the power requirements if we need 3 phase power for the cold room.  This will need to be confirmed by tomorrow nights meeting.  
  

Other areas of business:

• Anzac Day volunteers
  
• 4EB membership renewal
  

Paniyiri Planning Meeting ACTION POINTS (TO BE DECIDED TONIGHT):

Checklist including:

• Website – to be included in our signs and t-shirts?
  
• T-shirts – sponsors are finalised, Dimitri Morfoulis will need high resolution logos & sizes asap before the end of this week otherwise we will miss the deadline and have NO SHIRTS. 
  
• Banner – ideas, designs, what to write on there?  Please see attached concept.  This is just an idea and I would prefer we get a professional graphic designer to lay out the banner.  We will need to decide if we want to put prices on there or not.  Also, if we don’t put prices, we will need posters with the pricing on there which can be viewed while people are lining up.  (Savva Ganiatsos to organise)
  
• Equipment – Tas Moulis and Frank Ganiatsos to finalise prices.  Frank will be submitting prices and we will need to book the equipment.  We will need to confirm the following items: skares (Frank has them on hold, Apostoli and Nick to organise a cheque), BBQ repair (Tas & Vas Moulis), Utensils, chopping boards, bowls & knives.  Other items to include bins (82litre with lids and garbage bags), tubs for washing up (labelled), and a hot water urn. Extension leads & tags. V-Slicer for tomatoes
  
• Roster – please let Dimitri Morfoulis know how many people you are volunteering.  
  

Food items – allocate who is purchasing which items, when they are to be purchased, preferred payment method and reimbursement.  Quantities have been included in previous minutes, but, we have amended the chicken souvlakia to 2,000.  (attached)

• George Kosmidis – chicken souvlakia (2,000), lamb souvlakia (1,000), diced chicken (100kg)
  
• Nick Karanicolas – diced lamb (100kg)
  
• Maria Drougkas – pita bread, tzatziki, calamari, oil, dolmathes, chips
  
• Savva Ganiatsos – tomatoes, lettuce, onions, lemons, gas bottles
  
• Taki Papagiannis – Spanakopita
  
• Tomato sauce?
  
• Salt, pepper, oregano, paprika?,
  
• Heat beads?
  

Other items:

Packaging items (decide on quantities)

• Chux
  
•  large and medium food gloves (100 per packet)
  
• paper towels (80meter rolls)
  
• chip cups (1 x carton = 1,000 cups)
  
• paper bags (1 x packet = 500 bags)
  
• C10 round containers & lids (1 x carton of each = 500 containers + lids)
  
• napkins (1 x carton = 3,000)
  
• lunch wrap (1 x packet = 500 sheets)
  
• clingwrap
  
• foil
  
• 7” plates (1 x carton = 500 plates)
  
• medium plastic carry bags (1 x sleeve = 250 bags)
  
• plastic garbage bags (1 x packet = 50 bags)
  
• plastic forks (1 x packet = 100 forks)
  
• Table covers? For our front tables.  
  
• Equipment hire including all items (gas)
  
• Disposable and cleaning items
  
• Rope lights (nick Karanicolas), flashing lights?
  
• Cleaning fluids – dishwashing soap, disinfectant, spray & wipe for benches, tabletops
  
• Hair nets?
  
• Scourers
  
• Aprons
  

FOOD SAFETY REQUIREMENTS: (we haven’t allocated anyone to these tasks yet, and without them, we won’t be allowed to trade)

• Dry Chemical Fire Extinguisher 
  
• Food Thermometer 
  
• 20 litre Waste water buckets clearly labelled “WASTE WATER ONLY” 
  
• 20 litre Utensil water bucket clearly labelled “UNTENSIL WASH ONLY” 
  
• Hand washing facility – anti-bacterial soap  (we may also get a couple of pumps of hand sanitising gel) 
  
• Hot Water for washing and rinsing 
  
• A bin fitted with a lid and a bin liner labelled “REFUSE ONLY”

Other items to bring:

• Pan Macedonian banner (NK)
  
• Greek Flag (NK) & Mini Greek Flags (NK)
  
• Australian Flag (NK)
  
• First Aid Kit (NK)
  

See you all tomorrow night.

Thanks

Nick

Hi all, below is the updated roster so please review your hours (and any of your volunteer's) and advise of any changes. Thanks, Dimitri

Team,

Below is a draft of the response to the Multicultural affairs department.  I have also included a copy of the correct updated form.  Let me know your thoughts and I won’t send it until I have received your views, thoughts, and feedback.

Att: Kim Sims/Sandra Pownell
Email: [email protected]
Email: [email protected]

Client Reference: MAQ_1529

I would like to amend some details regarding the information you currently have on file. 

The new contact is:

President : Nick Karanicolas
Phone: 0431 086 722

The information regarding ethnicity, language and client activities is incorrect.  Your records indicate Macedonian as the primary default. 

This reference refers to the Former Yugoslav Republic of Macedonia (FYROM) and is not recognised by the Greek Community globally. 

Below is some reference material regarding the origin of Macedonia and our language.  I know you may be unaware of the un-intential oversight and making a reference to a Greek Association as having an ethnicity of Macedonian, and not Greek Macedonian, is incorrect and may also be deemed as offensive. 

I can appreciate the fact that the FRYOM may have provided incorrect or misleading information. 

Please amend your records to reflect the following information:

Client Ethnicity: Greek
Client Language: Greek
Client Activities: Greek Culture and traditions.

I thank you for your assistance and also for your interest in understanding the difference between Greek Macedonians (who are the only rightful owners of the title), and Yugoslav Macedonians (who can not lay claim to the title of Macedonian, hence the name of their country is FYROM). 

Please feel free to review the provided information and you can contact me anytime for further clarification on 0431086722. 

Regards

Mr Nick Karanicolas
President
Pan Macedonian Association of Queensland

The Greek Embassy in Canberra can verify this information is true and correct.

Address
9 Turrana Street
Yarralumla ACT 2600
Australia

Phone
local: (02) 6273.3011
international: +61.2.6273.3011

Fax
local: (02) 6273.2620
international: +61.2.6273.2620

Email
[email protected]

Web site
http://www.greekembassy.org.au

Links and resources:
http://macedonia-evidence.org/
http://macedonian.com.au/
http://www.macedonians.com.au/panmacedonian/index.html
http://www.macedonia.info/
http://www.aims.edu.au/home.html
http://www.helleniccouncil.org.au/
http://www.safem.gr/

Team,

I received the attached communication in the mail today and contacted Kim to rectify the mis-understanding.  It wasn’t her fault, but unfortunately she copped it a bit (in a nice way).  For someone who works at the multicultural department at a state level, she really didn’t understand what I was talking about. 

I will send her a letter with the correct information and some links to the information on our website for her reference. 

I will CC you all on the correspondence as well.

Thanks

Nick

Hi team, I have taken the liberty in creating a draft website for our Association which can be viewed at http://panmacedonianqld.weebly.com

Apart from the obvious advantages in having an online presence, I have also set up a password controlled webpage (http://panmacedonianqld.weebly.com password is committee) which is only available to us to post meeting minutes, notices etc but more importantly, allow us to collaborate online. You will note that I have posted all communicated notices from 1st Jan 2013 which can be easily referenced in one single location. Note this includes minutes to our meetings and all other attached Word, PDF, Excel documents etc which can all be downloaded. You can also post online comments to any of these notices too. In my opinion, this form of communication is something we should all work towards as it provisions a single point of reference including historical referencing without everyone having to save and find emails, documents etc in their own computers.

In any case, the web site is still a work in progress, very plain so please feel welcome to provide any feedback whether positive or negative. Note that I am not a website developer but will do my best to provision any recommendations. Some pages are still blank but I encourage you to navigate to every page and pass on your ideas. Please also test the forms too.

Thanks, Dimitri

P.S. We can purchase a domain name for a measly $28 (2 years cover) and I would suggest www.panmacedonianqld.org.au …. Thoughts?... Once we purchase a domain name I can then migrate this temporary sub-domain site to the new domain.

Hi team, so I can begin pulling a roster together can you kindly advise which time slots you are available to work please.

FRIDAY MAY 17 - PANIYIRI SETUP
12pm-3pm
3pm-6pm
6pm-9pm

SATURDAY MAY 18 - PANIYIRI 12PM START
9am-12pm
12pm-3pm
3pm-6pm
6pm-9pm
9pm-12am

SUNDAY MAY 19 - PANIYIRI 10AM START
7am-9am
9am-12pm
12pm-3pm
3pm-6pm
6pm-9pm
9pm-12am

I will also require a list of your volunteers so please provide their full name, mobile phone number, which day and time slots they are available too please.

KINDLY PROVIDE ASAP.

Thanks, Dimitri

Please distribute to as many potential sponsors as possible.  I have included a cut off of 29th of March, but, we will still have another week up our sleeves.

Thanks

Nick

Clingwrap 45cm MPM CASTAWAY BRAND - $20.00
Foil 44cm Austasia -$13.00
C10 Round container 500pc - $26.00
Round lid 500pc - $19.00
12oz paper chip cup 1000pc $38.00 + GST
1ply lunch napkin 5250pc $29.25 + GST
Lunch wrap 400x 330m $10.00 +GST
2sqr paper bags 500pc $5.10 +GST
Kebab bag short 1000pc $33.00 + GST
180mm plate 1000pc $25.00 + GST
Medium white carry bag 10kg $30.00 + GST
Large Vinyl glove 100pc $3.10 +GST
82lt Garbage Bag 50pc $4.50 + GST
Plastic Fork 100pc $1.00 + GST

                JJ Packaging
                Tel:   07 3255 6040
                Fax:  07 3277 6876
                Duck Bin Joo : 0432 715 602
                E-mail: [email protected]
                30c / 121 Kerry Road Archerfield QLD 4108

Tas & Team,

Some additional notes.  Your food quantities and items match up with the notes I took last night.  We haven’t decided on any quantities of packaging items, nor have we finalised final food numbers.  This is pending Franks’ information next week. 

We will also need to discuss marquee size behind the tent (in case it rains), the size of the hotplate for the pites and the size of the hotplate for the diced lamb and chicken.  Tas/Frank on the event rentals sheet, there is a contact number and email.  You may need to contact them to confirm some sizing.  Bear in mind that we will have to book this equipment next week as they only have a limited number of items and we will need to secure them.  Other associations have already ordered their equipment. 

We will need an accurate count on how many electrical items we will require ( we will get 6 x power points in total and the rest we have to pay extra for).  Some of them are gas (bbq’s & deep fryers).  For every gas appliance we will need double the amount of gas (for the two days) and possibly another spare bottle if required.  Don’t forget we need 20mtre power extension cords with test tags attached. Tas, equipment items were as listed in your minutes.  The gas bottles need to have OPP regulators.  (for those interested: OPP = Over-Pressure Protection shall be provided to control the operating pressure at the inlet to a gas pressure device according to government regulations)

We also may need, an urn for hot water for cleaning, detergent, tubs, sponges, rubber gloves, scourers.  If the equipment is not returned cleaned, we will be charged extra.  Also, we will need an oil filter if we are going to strain the oil. 

Other considerations, shirt sizes – please let me know the number of Medium, Large, Extra Large and XXlarge required.  If we are unsure, we should get the remainder in large and medium (as there may be a few females helping). 

With the food the following pricing has been confirmed:

• Chicken Souvlaki (Georges Chickens $1.30 each) 1,500 each [= $1950]
• Lamb Souvlaki (Georges Chickens $2.20 each) 1,000 each [= $2200]
• Diced chicken thigh (for wraps) – $10/kg (approximately) 100kg [=$1000]
• Diced Lamb (for wraps) – $11/kg x 100kg [=$1100]
• Pita Bread (14 packets, 10 per packet, 140 per carton) - $58.80 x 15 cartons [=$877.50]
• Tomatoes – 10 cartons PRICE TO BE CONFIRMED - SAVVA
• Lettuce – 3 cartons PRICE TO BE CONFIRMED - SAVVA
• Onion – 3 x 20kg bags PRICE TO BE CONFIRMED - SAVVA
• Tzatziki – $4.50 per bucket x 20 buckets [=$90]
• Chips (Samios $17 for 10kg) x 15 cartons [=$255]
• Calamari (Samios $8 per kg) – x 50kg [=$400]
• Oil (Samios – $39.50 per 20litres) – x 6 drums [=$237]
• Dolmathes (Samios – $8.50 per tin) – x 30 tins [=$255]
• Sweets (DONATIONS)
• Spanakopita (Taki - $25) – x 50 pites [=$1250]

We are still waiting on some more food prices, but the total so far without produce is $9614.50, we have also already invested $3135 which is $12,749.50 in total so far.  As you can see, it is quickly adding up, so the point I am making is that every cent we can save from here on will make a difference.  We also have a lot of extra items we will need this year likes skares, utensils, packaging, equipment hire ect…

I just wanted to flag this early so that we are all aware of the financial outlay.  We may have to start tracking these expenses on a running spreadsheet to keep an eye on how much money we will need to transfer out of our term deposit as most of the suppliers and service providers, require full payment BEFORE the Paniyiri. 

Also, please find all the committee members phone numbers for your reference. 

1.   Apostolis Holevas - 0407281012
2.   Tas Moulis - 0418980566
3.   Vasili Moulis - 0418980131
4.   Frank Ganiatsos - 0409596666
5.   Savva Ganiatsos - 0417735716
6.   Yianni Dardanis - 0404003610
7.   xxxx - xxxx
8.   Taki Papagiannis - 0438171385
9.   Maria Drougkas - 0450617694
10.        George Kosmidis - 0414999286
11.        Yianni Simeonidis - 0434031984
12.        Dimitri Morfoulis - 0402736989
13.        George Karakatsanis - 0405633510
14.        Nick Karanicolas - 0431086722

We have also created a small sub committee to fast track the organising of the event.  We will be meeting on Tuesday next week and then we will have our normal paniyiri planning meeting on Wednesday next week at the greek school at 7pm. 

More information to follow over the next couple of days.

Thanks  Nick