The Our Lady of the Rosary Catholic School Council (OLRCSC) has several committees that enhance school life for all the students, parents, faculty and staff. Below are the committees and how we contribute substance to the school community.
Major Committees
These four committees are considered major as they require a year round commitment from the organizers. Volunteers are welcome at any and all events.
Fundraising
The Fundraising Committee decides what events will take place each year to raise funds for the school. One constant fundraiser is the Annual Donation. Parents are asked to contribute whatever amount they can afford (by family) so that the Council can purchase or subsidize a purchase for equipment – electronic, athletic, etc. – that would benefit the whole student body. Donations of $25 or more can be made out to the York Catholic District School Board (YCDSB) and you will receive a tax receipt. You can also donate directly to OLRCSC (no tax receipt). Some other fundraising events that have been held in the past were chocolate sales, gift cards, movie nights, and a Christmas bazaar. Volunteers from the parent community are encouraged to help out.
- Timing – from initial September meeting to mid-April
- need to set initial meeting in early October
- one major fundraiser is required, additional fundraisers in response to parent interest
- need to distribute merchant donation request letter to council members to request prizes for fundraising
- questions are required for the annual parent survey
- daily counts are required when money is returned to school (2 people at school to handle money)
- additional individual to liaise with treasurer to do deposit
- paper work to include: revised letters to parents, photocopying and distribution for each event (allow a 3 week timeframe to rewrite and get approval prior to distribution)
- all communication sent home to parents must be reviewed and approved by Chair & Principal
- major fundraiser paperwork will include board forms (for those wishing a tax receipt – if program includes donation as fundraiser). This is required 3 weeks prior to campaign
- cash donation requires additional board form
- ideally 4 members required for committee
Hot Lunch
The Hot Lunch Committee works on a two day a week basis. Volunteers are a vital part of this program as it is time consuming and the more volunteers the less exhaustive it is. Lunch is provided to the students on Wednesdays (Pizza Day) and Fridays (Variety Lunch Day). There are four Co-chairs, and one of them plus a roster of volunteers will work on a designated day to make sure that each classroom gets their food order.
- year round commitment for organizers, volunteers can work any number of weeks
- three separate order forms to be created (Fall, Winter, Spring)
- questions are required for the annual parent survey
- Lenten requirements: no meat on Ash Wednesday, Friday must have a non-meat option
- paper work to include: revised forms to parents, photocopying and distribution for each event (allow a 3 week timeframe to rewrite and get approval prior to distribution)
- forms require 5-7 days for parents to return
- daily counts are required when money is returned to school (2 people at school to handle money)
- additional individual to liaise with treasurer to do deposit (if you allow monthly post-dated cheques ensure a person is available the first Friday of each month)
- Four organizers (2 for Wednesday, 2 for Friday) plus 6-8 rotating volunteers
- all expenses must be submitted in a timely manner with original receipts
- ideally 3-4 members required for committee
BBQ
This committee starts their work after the New Year and gears up for a day of fun for the students that is held at the end of the year. Parent volunteers are a vital part of this event as we need people to supervise age appropriate games for all the grades and to help out at the food stations. This is an all day event and the students look forward to it all year long.
- date of event should be confirm in Sept/Oct with Principal and then booked with food supplier to ensure date
- first meeting should be in January with subsequent meetings in late March heavier commitment late April to early June
- 2 subcommittees: one for food, one for games
- questions are required for the annual parent survey
- paper work to include: revised forms to parents, photocopying and distribution for each event (allow a 3 week timeframe to rewrite and get approval prior to distribution)
- forms require 10 days for parents to return
- daily counts are required when money is returned to school (2 people at school to handle money)
- additional individual to liaise with treasurer to do deposit
- games committee to try for one or two new games, try for grade 7/8 activities
- all expenses must be submitted in a timely manner with original receipts
- ideally 4 members – 2 organizers for each subcommittee, multiple volunteers for the day of event
Building Community Spirit
This committee generally meets before Christmas in order to start planning an evening event that will bring together students, parents, faculty and staff to enjoy a night of information and entertainment. An evening meal or coffee and desert are on the menu accompanied by laughter and socializing. Volunteers from the parent community are encouraged to help out.
- planning should begin in the fall (brainstorming, setting dates etc.), heavy commitment till event in February/March
- paperwork to include: revised forms to parents, photocopying and distribution for each event (allow a 3 week timeframe to rewrite and get approval prior to distribution)
- forms require 10 days for parents to return
- daily counts are required when money is returned to school (2 people at school to handle money)
- involves planning food and entertainment
- requires 3-4 members and volunteers at the event
Faith Committee
The Faith Committee has the task of preparing the prayers for each Council meeting and is a big presence at the Communion and Confirmation festivities held at the school. The Faith Committee is also responsible for the Council Christmas, Easter, and End of Year celebrations. Working with a budget, the committee is responsible for purchasing gifts that are given to the Communicants and Confirmandi on behalf of the school community.
- liaise with Gr. 2 & Gr. 8 teachers to discuss gifts/receptions – March (or earlier – when they have dates)
- get First Communion & Confirmation dates from teachers/Princpal
- purchase of gifts for first Communicants and Confirmandi, preferably 4 weeks prior
- see binder for past gifts/contacts
- arrange for nice presentation, gift bags etc.
- assist Gr. 2 teachers with Communion reception purchases (as extra money helps to pay for this)
- say a few words at each reception before handing out the gifts
- submit all receipts on a timely manner
Minor Committees
These committees are considered minor as they are a one time event with little preparation. Volunteers are welcome to join any and all committees.
Hallowe’en Decorating
This committee, made up of many volunteers, works tirelessly to get the gym ready the night before the annual Hallowe’en dance and afterwards to clean up. And, of course, you are welcome to help out at the dance – but only if you are in costume!
- planning the week before Halloween
- volunteers are needed the day of to set up and clean up
Teacher’s Appreciation
This committee is responsible for the purchase of classroom gifts within a set budget at Christmas. They are also responsible for a year end pot luck luncheon for the faculty and staff.
- purchase of a classroom gift at Christmas (this is not for the individual teachers, we are not allowed to purchase gifts for teachers) in the past we purchased a book for each class & presented it to the teachers at Christmas time
- arrange for a pot luck meal at the end of the school year
- ideally 2 members
Pancake Tuesday (Shrove Tuesday)
Many volunteers are needed for this event. The committee makes sure that everything is set up and ready to go on the morning of Shrove Tuesday. Volunteers flip pancakes all morning and serve them, along with syrup and juice, to the students. Everyone has a great time!
- Shrove Tuesday is March 4, 2014
- planning to occur early February
- ordering of batter 3 weeks prior
- check supplies: buy more syrup, plates, napkins, cups, aluminum trays, and cutlery, juice as required (refer to binder)
- put up timetable in staff lounge for teachers to sign up
- call volunteers 2 weeks prior, recruit more volunteers if required
- arrange for 4 additional griddles, scrappers, flippers
- submit all receipts in a timely manner