Committees

Committees are established by the SMCSPA to organize sponsored events (e.g. Fashion Show Committee), to coordinate volunteers to support school plays and concerts (e.g. the Arts & Music Committee), and to focus on important topics (e.g. on-going communications to parents, budget, academics, nutrition, etc.) on a regular basis.  Joining a committee enables you to influence and participate in various aspects, versus a one-time involvement at a specific event.  All committees welcome new members, with the exception of the Budget Committee whose members comprise of Executive Members of the SMCSPA and the school administration.

Executive Positions

President

To act as Chair for all Executive, general and annual meetings. To prepare an agenda; to direct the affairs of the Association; and to approve the Minutes and the dissemination of those Minutes to all Members. To be an ex-officio member of all standing committees. To serve as the official link with Administration. To be recognized as the official voice of all SMCS families. To provide the continuity of the administration and functioning of the Association.   Shall appoint Chairs/Co-ordinators as needed (eg. Grad Committee).  Signs all legal documents of the Association. Where no Past President exists, a President may invite the immediate Past President to act as a consultant at any monthly meeting.

Time Commitment: As required.

Immediate Past President

He/she supports, advises and provides consultation to the Executive Committee as needed. Mentors the President. Works on special projects as appointed by the President. Attends and supports all Parents’ Association meetings and events. Ensures that proper procedure is followed (eg. passing motions). Approves minutes as sent by the Secretary/President. Participates as a member of the Budget Committee. Chairs the Nomination Committee (please see Nominating). Upon invitation by the current President, a Past President (whose son has already graduated) may attend a PA meeting to act as a consultant or advisor.

Time Commitment: 4-10 hours a month (depends upon extra committee work).

First Vice President

To assist the President in the performance of his or her duties. To act for the president in his or her absence. To take on special projects as assigned by the President. 

Time Commitment: 5 hours per month and as required.

Secretary

Responsible for collecting and organizing all contact information of all Executive Members. Upon the direction of the President, he/she may distribute (via e-mail) the agenda and any other notices to all Executive Members. Shall keep an accurate account of all business transacted at the Annual General Meeting and at all Executive meetings. Before Minutes are posted on the school Website, all Minutes shall be approved by the President and Past President before approved by the Executive at the next monthly meeting.  Maintains a yearly record of all minutes. Sends the Executive Secretary a copy of the Minutes upon approval.

Time Commitment: 3 hours per month.


 

Treasurer

Attends to all PA financial matters and affairs. Prepares and submits to the Executive an annual budget to be approved by the Executive no later than October 31st of each new school year. Works closely with the school Controller and the President to ensure accurate record keeping of PA funds.  Maintains proper bank accounts and records of the Association as required for audit. Prepares and presents a financial statement at every Executive and general meeting. Statements must be approved and voted upon monthly by the Executive.  Ensures all Association cheques are logged and co-signed by the President.

Time Commitment: 4 hours per month. 12 hours for Fundraiser.

Interguild (IG) Position

The incumbent will act as a liaison between their School’s PA and Interguild. As such, a strong set of communication skills and knowledge of their own school volunteer infrastructure are two key requirements for the position so that PA members may be invited to appropriate IG events.  For further information, please refer to Interguild’s Facebook page at www.facebook.com/interguild.com.

Time Commitment: Attends monthly PA meetings to provide IG updates as required. Reps are invited to five annual off-site IG events.

Members-at-Large

Members-at-Large either function as Chairs of Committees or have no portfolios.The following is a list of Members-at-Large with portfolios: Academic, Arts, Budget, Class Rep Co-ordinator(s), IT/Communications, Fundraising, Nutrition, Social, Guest Speaker Co-ordinator, Volunteer Co-ordinator. Those with no portfolios are required to assist for events/projects/organizations when called upon by the President. These members may be called upon to serve as a Representative or Co-ordinator for the following: Graduation, Homecoming, Interguild, Used Text Book Sale.

Time Commitment: Attend all monthly PA meetings.

Committees

Academic

Committee drafts/updates the "University Preparation Guide", organizes the Annual Parent Speaker Programme, and identifies projects to support the academic goals of the school. It actively searches out new ideas, discusses best practices, and identifies potential projects, which are then shared with the SMCSPA and the school administration for further consideration or implementation.

Time Commitment: Meetings are generally held once a month. Additional time commitment as required.

Arts

The Committee Chair meets with Heads of the Music and Visual Arts Departments, for the purpose of supporting arts events, such as: the Christmas and Spring Music Concerts, the Spring Musical and Fall Drama productions, and the Celebration of the Arts Week. Committee Chair acts as a liaison between the school and the parents and co-ordinates volunteer schedules for the events. Volunteers are responsible for helping out the evenings of the events as ushers, ticket takers and at concession sales.

Time Commitment: 2 to 4 hours per event.

Budget

The Budget Committee will be comprised of a Chair, the Treasurer, the President and Past President in addition to parent volunteers. Responsibilities: The role of the budget committee is: i) to create a working budget for the income and expenditures for the current school year; (ii) to consider and approve criterion for funding requests; and (iii) to make recommendations to the SMCS Parents' Association regarding funding requests received. The Chair of the Budget Committee will liaise with Principal to arrange for the distribution and the communication of the teacher request forms, to discuss funding recommendations and subsequently meet with the Budget Committee members for discussion of proposed recommendations. The Chair will also follow up, as necessary, with any queries relating to funding requests raised by committee members.  The Chair, on behalf of the Budget Committee, will present to the Parents' Association its recommendations for approval of funding requests for the current school year and the approval of requests for funding will take place following the Budget Committee's presentation to the SMCS Parents' Association.

Time Commitment: A few hours to review and update the request forms and then to distribute them. A few hours to summarize and review requests received. Then a few hours to meet with Mr. Sheridan and later, to meet with the Budget Committee, to review requests again. Final summary is presented to the PA at the February SMCSPA meeting. A couple more hours to prepare and send final letters to advise teachers of decision.

Fundraising

Fundraising initiatives may vary pending upon goals of incoming Executive. The Fundraising Committee in the past has consisted of SMCS parent volunteers, and may include – the Executive Secretary, the Manager of the Mporium, and the Director of Advancement and other interested members of the SMCS community. For the past 29 years, the primary fundraiser has been the Fashion Show. Please refer to the Fashion Show Procedure Manual for further details.

Time Commitment: Committee Members work throughout the year on specific assignments.
Time commitment varies depending on one’s role.

Nominating

The Nominating Committee will be Chaired by the Past President or a designate, and two other members of the current Executive who are not seeking re-election. Responsibilities include: confirming nominations from current Executive members and of the general membership to fill Executive positions; making arrangements with the Communications department for distribution of nomination forms and ensuring that deadlines which appear on the forms are revised annually; preparing the slate of candidates and, iThe Nominating Committee will be chaired by the Past President or a designate, and two other members of the current Executive who are not seeking re-election. Responsibilities include: confirming nominations from current Executive members and of the general membership to fill Executive positions; making arrangements with the Communications department for distribution of nomination forms and ensuring that deadlines which appear on the forms are revised annually; preparing the slate of candidates and, if necessary, conducting an election at the General  Meeting in May.f necessary, conducting an election at the General  Meeting in May.

Time Commitment: As required.

Nutrition

Members meet as needed to review and provide input into cafeteria food and beverage selections in order to ensure a balanced, nutritious menu. Annual meeting occurs in February with the Food Services Manager of Aramark, the Principal and the Executive Secretary. Opportunities may arise to promote nutrition at SMCS (eg. plan guest speakers or events during Nutrition Week).

Time Commitment: As required.

Co-ordinators

Class Rep Co-ordinators

At the beginning of the school year, the class rep co-ordinator organizes all Class and Grade Reps who have volunteered with the SMCSPA.  (NB.  One class rep for each homeroom class for Grades 7, 8 and 9.  One or two grade reps for Grades 10, 11 and 12.)  Communicates the roles and responsibilities to the reps. Collaborates with Executive Secretary to receive and distribute contact lists for all class/grade reps.  Throughout the school year, acts as resource for all reps and when necessary, consults with school administration to obtain clarity. With Executive Secretary’s review and approval, prepares and distributes all monthly/bi-monthly email updates (school and PA news) for further distribution to SMCS families. 
 
Time Commitment: 8 hours initially and then 1hr per month.

IT/Communications Co-ordinator

Liaises between the SMCS’s Communication Department and the Parents' Association on matters related to communication and which involve information technology (IT) - e.g. use of First Class, updating Parents' Association information on SMCS Web site, etc.  Since communication has an extremely broad coverage and often overlaps with responsibilities of other Parents' Association Committees, the volunteer taking on this Communication role usually assists in an "on demand" basis, e.g. if other Committees need help on communication and IT matters, the volunteer can assist when needed.

Time Commitment: Generally less than 10 hrs per school year.

Graduation Parent Rep Co-ordinator

The position is appointed by the President. A parent who has been extensively involved in the PA and has a son graduating is chosen. Upon their appointment, the Parent Grad Rep contacts the Executive Secretary. Generally, the committee meets two to three times per year (eg. starting in late February). The Parent Grad Rep acts as a liaison between the Parents’ Association and administration. The Grad Rep provides updates at PA monthly meetings as needed. The Graduation Committee consists of the Principal, the Executive Assistant and the Parent Rep.  The Parent Rep assists with any new ideas, food donations and choices related to the mass, ceremony and reception.

Time Commitment: 4 hours (meetings and preparatory time).

Homecoming Co-ordinator

Collaborates with Advancement and Alumni representatives to co-ordinate the event. First planning meeting usually occurs in mid-July. Primary duties include, soliciting parent volunteers and organizing and communicating the volunteer schedule, BBQing and serving food, selling tickets, and setting up and cleaning up the venue. He/she is also responsible for contacting the Food Services Manager of Aramark prior to the event to discuss arrangements ( eg. BBQ supplies, storage of food and drink items, etc.). Volunteers may be also asked to perform pick-up duties where needed (eg. coffee and Pizza).

Time Commitment: As required.

Interguild (IG) Position

The incumbent will act as a liaison between their School’s PA and Interguild. As such, a strong set of communication skills and knowledge of their own school volunteer infrastructure are two key requirements for the position so that PA members may be invited to appropriate IG events.  For further information, please refer to Interguild’s Facebook page at www.facebook.com/interguild.com.

Time Commitment: Attends monthly PA meetings to provide IG updates as required. Reps are invited to five annual off-site IG events.

Social Co-ordinator

Co-ordinates events as required (eg. Mother/Son Brunch, Welcome Wine and Cheese for New Parents, arranges refreshments for PA meetings).

Time Commitment: 6 hours per event and 1 hour for PA meetings.

Guest Speaker Co-ordinator

In consultation with the President and the Principal, the Co-ordinator researches, plans and organizes a guest speaker. The event usually occurs in the Spring. The co-ordinator has the option of providing one guest speaker for all grades or two different speakers for the Lower (7-9) and Upper grades (10-12).

Time Commitment: As required.

Used Textbook Co-ordinator

In collaboration with the Executive Secretary, arranges the sale to coincide with the Exam check day in June; responsible for the advertisements, the set-up, signage, volunteer roster (4-6 parent volunteers), and providing “float money” (eg. change) on the day as no cheques or credit is accepted, only cash.

Time Commitment: 4 hours per year and 4 hours on the day of sale

Volunteer Co-ordinator

With other Executive Members, works to recruit new volunteers for the PA, especially at the Welcome Days in June for new families. Communicates in late August/early September (via volunteer forms) volunteer recruitment for returning families. Develops a working database of ALL volunteers. Directs all contact information to the appropriate Committee Chairs. Maintains a “One-Off” list of volunteers as defined as those who do not wish to volunteer on a committee but may wish to help out at an event (eg. Open Houses, Walk-a-Thons, etc).

Time Commitment: 8 hours in July. 4 hours in August. 2 hours in September and as needed.

Parents are encouraged to volunteer for the committees. If interested in volunteering, please visit the Parents' Association section of FirstClass.

2011 Fashion Show Committtee
Drumline Performs at Fashion Show 2011
Student Models at Fashion Show 2011