St. Ann Home & School Association: Committees & Volunteer Opportunities
Thank you in advance for becoming involved in the Home & School Association activities that are a part of our school. Sharing your time, talents and treasure for the students of St. Ann School is greatly appreciated.
Please review the following descriptions and select options from each of the three main categories:
Lunch/recess duty (2 dates per family)
Committee placement (A minimum of eight (8) points in committee placements)
Fundraising Event (select one of two fundraising events for which you will provide "day-of" assistance)
1. LUNCH/RECESS DUTY
All families are asked to sign up for two lunch/recess duties during the school year. If you sign up for a lunch/recess duty and later discover you are unable to make it, YOU are responsible for finding a substitute.
OVERVIEW: Lunch/recess duty entails one volunteer per school day during the student lunch periods (11:00 a.m. - 12:30 p.m.). Lunch/recess volunteers help prepare the cafeteria for the two lunch periods, assist with food service, oversee playground activities and help to clean/re-set the cafeteria at the conclusion of the lunch periods.
DETAILS: Volunteers are asked to arrive by 10:55, if possible, but no later than 11:10 a.m. Sign in at the school office, put on a visitor badge, pick up a walkie-talkie and proceed to the cafeteria. During the cafeteria shift, volunteer will be asked to communicate with the food service and lunch duty staff to determine what assistance is needed, such as helping serve lunch and overseeing lunchroom activities. After all lunches are served, the lunch room volunteer may wipe down tables, benches, side tables, etc. and sweep floor, dump water, hang towels to dry and will then proceed to the playground to assist with recess oversight until the bell rings and students go inside at approximately 12:25 p.m. Shift concludes by 12:30 p.m.
POINTS: Lunch duties have no point allotments. Each family is asked to sign up for two dates during the school year.
2. VOLUNTEER COMMITTEE PLACEMENT
A. ADULT-ONLY FUNDRAISING EVENT
OVERVIEW: The adult fundraiser is intended to appeal to families of St. Ann’s School and Parish, and will also be open to other members of the Stoughton-area community. While the specific details and format of the event will be designed by the event committee, key components of the event will include: an evening reception with food/beverages; a silent auction and wine auction; entertainment; and some type of a community element.
DETAILS: Committee co-chairs will work with the committee to design and execute this first-time event. The event planning committee will work together to determine and implement a theme/focus for the event; manage logistical details; coordinate internal (school and parish) communication; coordinate external communications efforts and coordinate the volunteers required to execute a successful event. The event will be held on April 15, 2016 and has a goal of raising at least $7,500 tosupport St. Ann’s School.
POINTS: 8 points for Co-chairs (2); 6 points for committee members (6)
B. BIKE RODEO COMMITTEE
OVERVIEW: Dane County is one of the country’s greatest bicycling communities. To maintain and grow a culture of bicycling in our community, it is important to teach children how to bicycle safely and to provide opportunities for children to learn and improve their bicycling skills. Local bicycle rodeos are a great way for children and parents alike to learn important bike safety skills. The events are FUN for the entire family as well as for volunteers. Using a very detailed toolkit, St.Ann’s can be the host of an important event that has community-wide appeal and benefit. What a great way for St. Ann’s to help families prepare for a safe and fun summer!
DETAILS: Chairperson will oversee the committee and ensure the very detailed Bike Rodeo Toolkit is utilized in a way that ensures a successful St. Ann’s Bike Rodeo. Committee members will assist in planning and executing the June 2016 (Saturday) event by contacting local vendors/partners, coordinating the components of the bike rodeo stations, marketing the event internally and externally and volunteering at the event.
POINTS: 6 points for Chair (1); 4 points per committee volunteer (3)
C. BOOK FAIR COMMITTEE
OVERVIEW: Scholastic Book Fairs offer an excellent way to enhance St. Ann's students' connection with books while raising funds to support student enrichment activities. During the two-day, school/family event which will overlap with Grandparents/Special Persons Day this year, students and theirfamilies have a chance to explore and purchase a wide variety of books and games for all reading levels. Using the helpful toolkit and online resources provided by Scholastic, the Book Fair Committee can create an engaging, fun event that helps bring books closer to kids - and kids closer to books.
DETAILS: Book Fair Co-Chairs are responsible for communicating with Scholastic customer service representatives, St. Ann Home & School steering committee and St. Ann's staff to coordinate a book event at St. Ann's on Nov. 9 - 13, 2015. The co-chairs will work with other committee volunteers to organize set up, staffing and take down of the event. Scholastic Books provides helpful tool-kits and online support for setting up and running a successful event,leaving plenty of room for committee members to tailor the event, as appropriate, to St. Ann's. The fundraising goal for the committee is $500.
POINTS: 6 points for co-chairs (2); 4 points per committee volunteer (8)
D. CLASSROOM PARENTS
OVERVIEW: Classroom parents assist teachers in coordinating enrichment activities including holiday parties, special events, field trips and/or class participation in all-school activities andcommunicate with classroom families regarding those activities. Classroom parents also work together to support our 8th grade graduates by helping to facilitate the graduation celebration.
DETAILS: Classroom parents will communicate with the teacher at the beginning of the year to determine agreed upon levels of involvement, activities and schedule for the year. Activities may include coordinating classroom parties for Christmas, Valentine's Day, and end-of-school year; coordinate teacher gifts (optional); communicating with Home & School Steering Committee liaison and families RE: special events, additional volunteer assistance, baking, basket or other donations for fundraising events, etc. Each classroom - Kindergarten through grade 7/8 - will have 1 classroom parent and will have a small budget for executing classroom events.
POINTS: 4 points per committee volunteer (8)
E. FAMILY ENRICHMENT/SOCIAL COMMITTEE
OVERVIEW: The school/parish community that plays together stays together – and has a lot of fun along the way! Part of the Home & School Association Charter is to sponsor Family Enrichment events that help strengthen our school community. This year, the Family Enrichment/Social Committee will coordinate a series of events and activities throughout the year that give St. Ann’s families the opportunity to learn, grow and strengthen their faith together. The events serve not only as much-needed outlets for kids and their parents and friends to have fun together outside of school hours,they also help build a strong sense of community among St. Ann School and Parish.
DETAILS: The committee co-chairs are responsible for overseeing the enrichment activity planning and execution process. They will work with the committee volunteers to design, promote and execute the following five events that benefit St. Ann School families and enrich our school community. It is recommended that committee members serve as sub-committee chairs for the individual events:
October TBD, 2015 – Fall Family Enrichment Event
January 15, 2016 – Family Movie Night
February 25, 2016 – Camp Gray Family Evening
April 1, 2016 – Family Bingo Night
May 21, 2016 – End-of-the-Year School/Parish Family Picnic and Outdoor Mass
POINTS: 7 points for co-chairs (2); 5 points for committee volunteers (8)
F. FUNDRAISING SPECIAL OPS COMMITTEE
OVERVIEW: Throughout St. Ann School’s academic year, a variety of short-term fundraising opportunities present themselves. Whether it is one of the favorites such as Culver’s Night Out or the Ace Hardware Brat stand or a new idea that is being brought forward, the Fundraising Special Ops committee will help determine the school’s capacity to take the event on and, if decided upon, help facilitate the execution ofthese short-term opportunities. The Fundraising Special Ops Committee may also seek to identify potential future opportunities and present those ideas to the Home & School Steering Committee for future consideration.
DETAILS: The chairperson leading this charge will coordinate with the venue where the fundraising opportunity is taking place and will manage the volunteer support needed tomake the event a success by distributing relevant information to St. Ann Families. The committee will communicate on a regular basis with Home & School steering committee co-chairs to discuss potential opportunities. In addition to 1-2 Culver’s Night Out, the Special Ops committee will also help coordinate the UltraZone event on October 29, 2015. The fundraising goal for the committee is $2,000.
POINTS: 6 points for chairperson (1); 4 points for committee members (3)
G. HOME & SCHOOL ASSOCIATION
OVERVIEW: All families with children attending St. Ann School are automatically members of the St. Ann Home & School Association. All members are required to pay an annual fee of $35 that is used to defray the costs of the activities of the Association. Home & School events/activities are designed to help support the student, family, teacher, school and community enrichment activities as well as fundraising efforts. The Association is established to promote a closer relationship between school and home. The Association is run by a steering committee whose job it is to set the strategic direction of the Association; decide how the Association’s monies will be spent and establish an organizational budget; Determine which fundraising and social functions the Association will support and organize each year; assist otherparish organizations where necessary to meet overall needs of St. Ann’s Parish; Establish groups of volunteers to actively carry out the fundraising and other enrichment events set for the year.
DETAILS: The Co-chairs of the Home & School Steering Committee are responsible for overseeing andcoordinating all Home & School Association business and managing the executive and steering committees; The treasurer shall maintain the records of income and expenses for the H&S Association, pay the expenses incurred, prepare a monthly financial report, collect monies and maintain the financial records for the fundraiser and social events, participate in the procurement of assets for the School and collect dues and volunteer buy-out fees; The secretary/communications coordinator shall maintain accurate minutes of the executive committee and steering committeemeetings, and communicate H&S messages and information with target audiences (i.e. families, teachers, community mentors) as needed/appropriate. Steering Committee members will include one representative from each classroom. Steering Committee members shall actively participate in H&S activities as requested by the executive committee and participate in monthly steering committee meetings (Sept. 10;Oct. 8; Nov. 12; Dec. 10; Jan. 14; Feb. 11; Mar. 10; Apr. 14; May 12). Eachsteering committee member of H&S shall serve on or act as liaison to atleast one of the standing or ad hoc committees and shall report on the committee's activities at the monthly steering committee meetings. The Steering Committee will meet on a monthly basis to manage the business of H&S and determine its strategic direction. The school principal, a minimum of one teacher, a representative of the parish and a representative of the studentbody will also serve on the steering committee.
POINTS: Executive committee – 8 points for co-chairs (2); 7 points for treasurer (1), 7 points for secretary/communication coordinator (1); 5 points for steering committee members (8)
H. HOSPITALITY COMMITTEE
OVERVIEW: The Hospitality Committee is responsible for representing the gratitude and adoration felt by all St. Ann families for our school’s teachers and staff by preparing delicious meals the teachers/staff can enjoy together during parent teacher conferences and at the end-of-year Staff Appreciation Lunch. The Hospitality Committee will also coordinate the beginning of the year morning social that takes place on thefirst day of school and the Catholic Schools Week kick off social following the 10:30 a.m. mass on January 31, 2016. Volunteers on this committee have a chance to show off their cooking and/or food prep and host/hostess talents while showering our esteemed teachers, staff and parents with thanks.
DETAILS: The Committee Chair is responsible for overseeing the menu selection, grocery shopping assignments, food preparation, serving and cleaning up after the luncheons or events. Chair will coordinate schedules and assignments with committee volunteers who will assist with the September back-to-school donutsocial (Tuesday, September 1, 2015); Catholic Schools Week Kick Off Mass Social (Sunday, January 31, 2016), October and February conference meals; and the end-of-year Staff Appreciation Lunch (May 27, 2016).
POINTS: 6 points for chairperson (1); 4 points for each committee volunteer (3)
I. IN-SCHOOL ENRICHMENT ACTIVITIES COMMITTEE
OVERVIEW: Throughout the year, a series of activities take place that enrich the school experience for St. Ann’s students and require a level of organization and parental involvement. In an effort to help streamline the logistical processes that are common to these events and activities, the “In-School Enrichment Activities” committees will work together to organize and manage the details related toeach of the four special events/activities identified below and, in the process, to take advantage of some "economies of scale."
DETAILS: The Committee co-chairs will ensure that each of the individual events has a team leader and the committee support necessary to plan and execute the individual events. While the committee can determine the best way toorganize its efforts, it is suggested that each event have 1-2 persons serve as “sub-committee chairs” on those committees while the remainder of the committee serve as the volunteer pool, as needed.
Picture Day – September 18, 2015 - Say Cheese! Help make sure "picture day" at St. Ann School runs smoothly and the resulting photos are frame-worthy by volunteering to assist with LifeTouch Picture Day on September 18, 2015. Three volunteers will assist St. Ann staff with organizing students and handling paperwork for picture day.
Grandparent / Special Person Day - November 13, 2015 –Grandparent/Special Person Day is a day when St. Ann School is filled with even more special people than usual and the students are on their best behavior, serving as hosts and hostesses. This day-long event includes both a morning and afternoon session and is comprised of a series of enjoyable interactions between students and some special people in their lives. This committee works closely with the school staff to help facilitate the event and ensure a smooth day. The Sub-Committee Chair takes the lead on coordinating all details related to the November 13, 2015 Grandparents/Special Persons’ day inconjunction with school staff. Committee Members assist the chairperson in organizing the all-school food sign-up, set-up/serving/clean up at the event and general event facilitation. Morning and afternoon shifts available.
Advent Concert Reception – December 15, 2015 - Each year St. Ann School students raise their voices in celebration of the advent season and adoring parents, family members and friends gather together to rejoice and enjoy the musical performance. Following the concert, in an effort to encourage fellowship and celebration, the Advent Concert Reception Committee sets up and coordinates a menagerie of treats to be enjoyed by all. Treats are prepared by school families. The Sub-Committee Chair is responsible for coordinating with the school office to secure the food and beverages for the reception following the December 15, 2015 Advent Concert, coordinating baked good donations from school families and coordinating with committee volunteers. Committee Members set up (i.e. put out plated items provided by families), serve and clean up.
Syttende Mai Kids Parade – May 14, 2016 – We love a parade! Everyone has a little bit of Norwegian heritage when May rolls around in Stoughton. St. Ann School is no exception! Each year, St. Ann participates in this important local tradition as a way to support our community’s heritage and traditions and to celebrate St. Ann’s role in the community. The Children’s parade takes place on Saturday afternoon of Syttende Mai weekend, May 14, 2016 and St. Ann’s proudly assembles a large group of students, family, staff and friends to show our St. Ann’s spirit. The Sub-Committee Chair is responsible for securing St. Ann’s place in the parade, organizing and overseeing volunteers and parade participants and working with committee members to identify a theme and communicate information about the parade to St. Ann families. Committee members will assist chair as needed and will be on site the day of parade to coordinate logistics, line up, form collection, etc.
POINTS: 6 points for co-chairs (2); 5 points for committee members (8)
J. JUST COFFEE FUNDRAISING COMMITTEE
OVERVIEW: What’s brewing? For supporters of St. Ann School’s Just Coffee fundraising program, a fabulous variety of coffees and teas are what’s brewing. And, the delicious selections can be delivered right to your child’s backpack for easy transport. The Just Coffee Cooperative offers high-quality, freshly roasted, 100% fair trade, certified organic coffee and teas from small scale farmer cooperatives around the world. With custom labels designed by St. Ann students, wholesale pricing on the products and the helpful tools offered by the cooperative, Just Coffee is a great addition to the St. Ann’s menu of culinary fundraising opportunities.
DETAILS: The committee chair is responsible for managing the monthly ordering process, accessing the on-line toolkit, as needed, distributing orders and promoting the program to school and parish families through communications and special promotions. The fundraising goal for the committee is $1,000.
POINTS: 5 points for chairperson (1)
K. LUNCH/RECESS DUTY COMMITTEE
OVERVIEW: For those families who prefer to fill their volunteer point commitment with lunch duties, a lunch duty “committee” option has been created. Volunteers who select this option will select eight (8) lunch duties through the course of the year – roughly one day per month. Lunch/recess duty entails one volunteer per school day during the student lunch periods (11:00 a.m. 12:30 p.m.). Lunch/recess volunteers help prepare thecafeteria for the two lunch periods, assist with food service, oversee playground activities and help to clean/re-set the cafeteria at the conclusion of the lunch periods.
DETAILS: Volunteers need to arrive by 11:15 a.m., sign in at the school office, put on a visitor badge and proceed to the cafeteria. Once in the lunchroom, volunteers will wipe down tables and communicate with the food service staff to determine other needed assistance. At 11:30 a.m., the volunteer will help serve lunch and oversee lunchroom activities. After all lunches are served, the volunteer will wipedown tables, benches, side tables, etc. and sweep floor, dump water, hang towels to dry. Volunteer then proceeds to the playground to assist with recess oversight until the bell rings and students go inside at approximately 12:25 p.m. Shift concludes by 12:30 p.m. Committee members are required to sign up for a minimum of eight lunch duties through the course of the year.
POINTS: 1 point for each volunteer shift (6). Six volunteers are asked to sign up for a minimum of 6 shifts through the course of the year (spread out throughout the year, preferably, and not all in one or two months).
L. PARISH FESTIVAL - KIDS’ GAMES
OVERVIEW: Every fall St. Ann Parish hosts a wonderful family festival on the school/church grounds. This year, St. Ann School will be coordinating two major elements of the festival – the Saturday evening “Youth-A-Palooza” event for middle school age students; and the Kids Games area during the Sunday festivities. The two St. Ann’s committees will work with the larger Parish Festival Committee to coordinate and oversee these two aspects of the festival. The Kids’ Games committee’s main responsibilities will be to organize the inflatables, cake walk and kids’ games featured at the festival, help recruit and coordinate with parish & school volunteers to manage the Kids’ Games area at the festival on Sunday, September 20, 2015. Please note that this committee requires some spring and summer meetings.
DETAILS: Co-Chairs will coordinate with the Festival Chair to identify games, order inflatables, coordinate with other partners who will be providing children’s activities (i.e. Girl Scouts who will be doing face painting) and coordinate with volunteers to manage the events on September 20, 2015. Committee members will assist co-chairs with preparation of Kids’ Games area and will help manage the area on the day of the festival.
POINTS: 6 points for co-chair persons (2); 4 points for committee members (2)
M. PARISH FESTIVAL – YOUTH-A-PALOOZA
OVERVIEW: Every fall St. Ann Parish hosts a wonderful family festival on the school/church grounds. This year, St. Ann School will be coordinating two major elements of the festival – the Saturday evening “Youth-A-Palooza” event for middle school age students; and the Kids Games area during the Sunday festivities. The two St. Ann’s committees will work with the larger Parish Festival Committee to coordinate and oversee these two aspects of the festival. The Youth-A-Palooza committee’s main responsibilities will be to organize the Saturday night middle-school age events featured at the festival, help recruit and coordinate with parish & school volunteers to manage the Youth-A-Palooza event at the festival on Saturday, September 19, 2015. Please note that this committee requires somespring and summer meetings.
DETAILS: Chairs will coordinate with the Festival Chair to identify activities, coordinate with other partners who will be providing youth activities and coordinate with volunteers to manage the events on September 19, 2015. Committee members will assist chair with preparation of Youth-A-Palooza area and will help manage the area on the day of the event.
POINTS: 6 points for chair persons (1); 4 points for committee members (2)
N. SCRIP FUNDRAISING COMMITTEE
OVERVIEW: Forget about traditional fundraisers that involve selling or spending extra money. With scrip fundraising, families can easily earn funds for St. Ann School while they shop. Families simply use scrip gift cards for everyday purchases, and earn a rebate on each one at no additional cost. It seems too good to be true – but last year at St. Ann’s, with an increased “Public Awareness” campaign which lead to many more families figuring scrip purchases into their regular monthly budget, the profits from scrip purchases soared! And it will continue to rise with the help of a dedicated, motivated committee leading the charge.
DETAILS: The committee chair is responsible for managing the monthly ordering process, accessing the on-line toolkit, as needed, distributing orders and coordinating with the other committee volunteers to promote the program and sell scrip. Together, the committee will promote the program to school and parish families, schedule and facilitate scrip card sales opportunities and coordinate incentives through the course of the year, including the implementation of monthly and bi-monthly standing orders. The committee’s goal is to raise $6,000.
POINTS: 6 points for chairperson (1); 5 points for committee volunteers (3)
O. SPAGHETTI DINNER COMMITTEE
OVERVIEW: One of the St. Ann School Community’s favorite nights to celebrate fellowship, fun, food and fundraising is the Annual Spaghetti Dinner and Basket Raffle event that will take place on February 5, 2016. This St. Ann’s tradition, held at the conclusion of Catholic Schools Week, combines several elements of a truly valuable community-building experience into one special evening. Attendees can enjoy a delicious dinnerwith family and friends, take their chances at winning some unique and enticing goodies in elaborate themed baskets and supporting a school that teaches children the Catholic values and attitudes that will influence them throughout life.
DETAILS: The committee co-chairs are responsible for overseeing the planning, promotion and execution of the Annual Spaghetti Dinner event, including volunteer coordination, with each co-chair managing one major portion of the event: Dinner (food/beverages/logistics); fundraising (basket raffle); and promotion/communication. Committee volunteers will assist the three co-chairs by focusing on one sub-committee (Dinner sub-committee; basket raffle sub-committee; promotion/communication sub-committee). Volunteers will all work together under the direction of the committee chair to host an event on Friday, February 5, 2016 that is enjoyed by all. The fundraising goal for the event is $8,000.
POINTS: 8 points for co-chairs (2); 7 points for sub-committee chairs (3); 6 points for sub-committee volunteers (6)
P. TRASH-TO-TREASURE FUNDRAISING COMMITTEE
OVERVIEW: One person’s trash can certainly be St. Ann School’s treasure! The Trash-to-Treasure committee is responsible for the collection of a variety of items that can be turned into cash or equipment. Everything from old cell phones to inkjet cartridges to pop-tops can be recycled for profit. In addition, many companies that support education also offer incentives for turning in proof of purchase items for monetary or product rewards. Such programs as Milk Moola (Simply collect the caps and bag tops from specially marked Milk Moola products); Labels for Education (over 2500 participating products); and Box Tops for Education (clip box tops from hundreds of participating products) and well as rewards programs for products/brands such as Kellogg or stores such as Best Buy and Target, all mean cash or valuable school merchandise for St. Ann School!
DETAILS: The chairperson coordinates the processes for collection and submission of recyclable and product-incentive programs and promotes support of the programs to school and parish families. Volunteer assists the chair with collecting, prepping and submitting items using the helpful tools provided by the various program sponsors. The fundraising goal for the committee is $1,500.
POINTS: 6 points for chairperson (1); 4 points for committee volunteer (1)
3. FUNDRAISING EVENT ASSISTANCE – (all families)
OVERVIEW: Each family is asked to sign up to volunteer for one of the two major fundraising events – Spaghetti Dinner or the new adult-only fundraising event. As an event volunteer, you are agreeing to assist on the day of the event or for a defined activity leading up to the event, as determined by the event planning committee. Specific volunteer opportunities related to the fundraising events will be communicated a minimum of three weeks before the event.
DETAILS: Event volunteers need to beavailable on the day of the fundraising event and agree to assist in a defined capacity to help ensure the success of the event. Specific shifts will be identified by the event planning committees and volunteers are asked to commit a minimum of one 3-4 hour shift, as determined by the committee.
POINTS: No points are associated with this committee. All families are asked to sign up for at least one shift at at least one of the two main fundraising events. The only individuals exempt from this obligation are those who have signed up for and are a participating member of the Spaghetti Dinner Event Planning Committee or the Adult-Only Event Planning Committee. Family members of theevent planning committees, however, are encouraged to sign up.