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XAVIER COLLEGE PREPARATORY
Xavier Mothers’ Guild 2016-17 Committee Descriptions
Nicole Karren, President 2016-17
5/9/2016
This document describes the 2016-17 Xavier Mothers’ Guild working Committees with the exception of Holiday Gala & Auction, Scholarship Fashion Show and Gear Exchange. The goal is to provide the Committee Chairs a high level understanding of objectives, tasks, timelines, budgets and team size to aid in planning and execution.
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Table of Contents Summary ............................................................................................................................. 2
Annual Mother Daughter Adventure .................................................................................. 5
Baccalaureate Reception ..................................................................................................... 7
Book Club ........................................................................................................................... 9
Box Office ......................................................................................................................... 11
8th
Grade Informational Parties ......................................................................................... 12
Frosh Mother/Daughter Movie Night ............................................................................... 14
Spring Mother/Daughter Activity ..................................................................................... 16
Gators Angels.................................................................................................................... 17
Hiking Club ....................................................................................................................... 18
Hispanic Outreach ............................................................................................................. 19
Hospitality ......................................................................................................................... 20
Monthly Socials ................................................................................................................ 22
Phantom Tea ..................................................................................................................... 23
Prayer Chain...................................................................................................................... 25
Project Graduation ............................................................................................................ 26
Senior Mother/Daughter Retreat ....................................................................................... 28
Senior Treats ..................................................................................................................... 29
Teacher Appreciation Lunch ............................................................................................. 30
Technology & Website ..................................................................................................... 32
XCP/BCP Liaison ............................................................................................................. 34
Zoo Lights ......................................................................................................................... 35
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Summary
Committee Description Timing
Annual
Mother/Daughter
Adventure
Mothers and daughters participate in a fun,
adventurous get-away for a day or overnight.
The adventure should be something that mothers
and daughters would like to participate in and is
attractive to the majority of mothers and
daughters at XCP. This committee plans the
event.
Planning starts in
June. Activity
planned sometime in
the Fall.
Baccalaureate
Reception
Mothers’ Guild hosts a reception after the
Senior Baccalaureate Mass, which takes place in
May. Reception takes place immediately after
mass in the St Francis Church courtyard and
lasts for 30 minutes to 1 hour. The committee
plans the reception and acquires the
refreshments.
Planning starts in
Mid Spring. Event
in early May
Book Club An appropriate book is chosen every month and
discussed at a monthly social gathering. This is
a moms-only activity. This committee chooses
the book, plans the meeting at a public place and
leads the discussion.
On-going on a
monthly basis
Box Office This committee works the week of, and the
nights/days of the XCP Fall and Spring plays in
the Jackson Box Office in the Performance Arts
Center selling tickets for the performances.
Fall play – October
for 3 to 4
nights/days. Spring
play – March for 3 to
4 nights/days
8th Grade
Informational
Parties
Series of social gatherings hosted in the homes
of current XCP families in different parts of the
Valley for 8th graders and their parents to learn
more about XCP. Events are attended by XCP
Admissions and the committee works under
their direction.
Socials begin in
September, run
through October.
Socials all happen
before 8th Grade
Day in late October
Frosh
Mother/Daughter
Movie Night
Plan and Organize a movie in Founders Hall for
Freshman moms and daughters.
Planning starts in
June. Event in early
August
Gators Angels Group of XCP moms who help families within
the Xavier community when they are in need of
assistance during a difficult time. For example,
preparing meals, providing transportation, etc.
Ongoing throughout
the year
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Committee Description Timing
Chairs organize using Sign-up Genius.
Hiking Club Ongoing throughout
the year
Hispanic
Outreach
Encourage Spanish only speaking moms to
attend Mothers’ Guild meetings and other
events in order to create a feeling of inclusion in
their daughters’ education
Ongoing throughout
the year
Hospitality Assists with hospitality (cookies and treats) in 4
events throughout the year: Back to School
nights in August (evenings), Open House in
October/November (Sunday), Frosh
Registration in March (Saturday), Maintenance
Luncheon in May (weekday lunch time). Helps
set up for and clean up after monthly MG
meetings.
August, October,
March, May and
monthly
Monthly Socials
Hours
Monthly evening social events for moms
intended for relaxation and a chance to make
new friends. Committee chooses locale and
advertises events.
Monthly
Phantom Tea This committee designs and prepares an
invitation to join the Phantom Tea (fundraiser).
Late Spring after the
Fashion Show
Prayer Chain Group of Xavier moms and families that
volunteer to pray (on their own time and place)
for a specific cause or intention as requested by
a member of the Xavier community.
Ongoing throughout
the year
Project
Graduation
Plans and coordinates, working with BCP moms
and dads and Xavier Dads’ Club, a big
XCP/BCP all night party for graduating seniors
in late May.
Planning begins in
January and event
takes place in May
Senior
Mother/Daughter
Mass and
Breakfast
Plans and leads (together with Sister Joanie) a
spiritual retreat specifically for seniors and their
moms. Retreat is a one day, on-site retreat,
includes breakfast or lunch, Mass, reflective
activities, and an inspirational speaker.
Late January,
Saturday
Senior Treats Provides treats to seniors at least four times
during their final year at Xavier. Treats are
usually food, candy, goodies – e.g., socks,
tiaras, cupcakes, cookies, etc.
Ongoing throughout
the year
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Committee Description Timing
Spring
Mother/Daughter
Activity
Mothers and daughters participate in a fun
activity. The activity attractive to the majority
of mothers and daughters at XCP. This
committee plans the event.
Planning starts in
January. Event takes
place in April
Teacher
Appreciation
Lunch
Organizes the teacher appreciation lunch that
takes place in December, on a Friday, right after
school—it is a Christmas party for the staff,
approximately 160 people. Also plans for an end
of school appreciation event (e.g., ice cream)
Planning starts in
October; Lunch in
early December;
May
Technology &
Website
Update and manage the Mothers’ Guild website
and compile the carpool list for those families
interested in finding a carpool.
Ongoing throughout
the year
XCP/BCP Liaison Communicates to Xavier Mothers’ Guild the
events and activities taking place at Brophy as
well as any other needs or requests they may
have of Xavier’s Mothers’ Guild, and vice
versa.
Ongoing throughout
the year
Zoo Lights Organizes a private event at the Phoenix Zoo for
Xavier families, faculty and
administration. Over 750 attended the event in
2015.
Fall
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Xavier College Preparatory
Mothers’ Guild
Committee Descriptions 2016-17
Annual Mother Daughter Adventure
Committee Name Annual Mother/Daughter Adventure Description All mothers and daughters are invited to participate in a
fun, adventurous get-away for a whole day or overnight.
Potential adventures include: Flagstaff Extremes, Zip
Lining, etc. The adventure does not have to be the same
each year, but it should be something that mothers and
daughters would like to participate in and is attractive to the
majority of mothers and daughters at XCP.
Goals To promote mother and daughter bonding, create memories
for mothers and daughters. This is NOT a fundraiser event.
Number of Chairs 2
Volunteer Committees Transportation
Registration
Food
Advertising/Marketing
Legal
Photography Logistics
Budget Not Budgeted
Break-even - Participants will pay a fixed amount that will
cover the costs of transportation, activity, food, overnight
stay, etc. Recommended cost is $85 to $100 per person, to
make it affordable to all families.
Financial hardship scholarships are not available
Potential for t-shirt, sweatshirts or other merchandise sales
should be explored which may lead to a small profit. One t-
shirt can be included in the price for each person.
Major Tasks Select date, time
Select activity, transportation supplier, meals, etc.
Coordinate with suppliers
Establish costs, process deposit requests with XMG
Support Team
Market event to mothers and daughters at XCP through
different avenues
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Committee Name Annual Mother/Daughter Adventure Sign up mothers and daughters
Collect moneys working with XMG Support Team
Communicate details to participants
Supervise suppliers the day of activity
Obtain feedback from participants after activity
Create recommendations report for next year and deliver to
Mothers Guild President
Timelines Planning starts in June
Activity planned sometime in the Fall
XCP Liaison XMG Support Team
Past Suppliers Flagstaff Extreme
Past Chairs Sue Pearl, 2014-15 [email protected]
Susan Grehan, 2014-15 [email protected]
Cara Gillem, 2015-16 [email protected]
Karen Halter, 2015-16 [email protected]
Nikki Lebel, 2015-16 [email protected]
Current Chairs Elena Volfson, 2016-17 [email protected]
Jameela Blumberg, 2016-17 [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Baccalaureate Reception
Committee Name Baccalaureate Reception Description Reception after Baccalaureate Mass, which takes place in
May, on the Monday two weeks before Graduation. Mass
is scheduled between 7:30 and 9 PM. Reception takes place
immediately after in the St Francis Church courtyard and
lasts for 30 minutes to 1 hour.
Faculty is required to attend
Estimated Attendees: 900 to 1000 persons
Goals Social, emotional, feel good, for senior and their families
Number of Chairs 1 to 2 (who like to work together). Not a senior mom.
Will need to be available the day of the reception between
5 PM and 9:30 PM
Volunteers
Committees 20 student ambassadors to make sure cookie trays are full
and distribute water and cookies.
Budget $1000 covers cookies and flowers
MG provides ice, trays, napkins, table clothes, vases for
flowers, coolers
XMG Support Team secures water
St. Francis provides 4 rounds tables, and use of courtyard at
no cost
Advancement provides two plaid table clothes (no cost)
What to buy:
o 1 cookie per person, approximately 900 to 1000
cookies (donations of cookies are accepted and
welcome; MG will acknowledge donor at reception)
o Flowers for table decorations
o Corsages for the 3 Sisters
Major Tasks Secure the courtyard with St. Francis
Secure cookies, flowers, corsages
Complete St. Francis work order for tables
XMG Support Team completes work orders for ice chest,
and ambassadors
Set up tables, cookies the day of event
Attend and supervise event including the Ambassadors
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Committee Name Baccalaureate Reception Check in Ambassadors (email with names will come from
XMG Support Team)
Take down and clean up
Timelines Event takes place on the Monday, two weeks before
Graduation
Secure St Francis – as early as possible, no later than
January
Order cookies a week in advance, but begin asking for bids
in March
XCP Liaison XMG Support Team
Past Suppliers Gator Cookies: Barbs Bakery – 24th
Street and Thomas
Flowers: Talk to Laura Jordan, Costco
Past Chairs Laura Jordan, 2013-14 [email protected]
Katie Braun, 2013-14 [email protected]
Diane Tierney, 2014-15 [email protected]
Cherie Malkoff, 2015-16 [email protected]
Current Chairs Peg Tanner, 2016-17 [email protected]
Kellie Killoren, 2016-17 [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Book Club
Committee Name Book Club Description An appropriate book is chosen every month and discussed
at a monthly social gathering. The books should have a
wide range of topics and themes, for example, multiple
fiction genres, non-fiction, biography of significant
individuals, etc.
Location and time of the gathering is determined by the
Chair – evenings and locations close to XCP are the best
This is a moms-only activity
Goals To provide opportunities for moms to make friends,
socialize, connect with fellow moms and read interesting
books
Number of Chairs 1
Number of Volunteers None, but volunteers who would like to host a gathering in
their homes are welcome
Budget Not budgeted
Participants buy their own books and any other expenses
they may incur at the social gatherings
Major Tasks Choose books or manner by which books are chosen, e.g.
participants choose books
Obtain book approval: send email to Principal’s assistant
with tittle, author, and short description of the book. She
will obtain approval from Principal
After obtaining approval, include announcement in e-news,
working within the deadlines established by MG Executive
Board Secretary for the Weekly e-news
Select gathering place and time
Lead the book discussion
Plan for the next book and discussion – come to the
meeting with the next book, make sure it is approved
Timelines First gathering in August, last gathering in April
Obtain approval in July to be ready for August gathering.
Include announcement in summer mailer and e-news prior
to August gathering
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Committee Name Book Club XCP Liaison Principal’s assistant
Past Suppliers None
Past Chair Michelle Robinson, 2014-15 [email protected]
Current Chair Deejah Figueroa, 2015-16 and 2016-17
[email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Box Office
Committee Name Box Office Description Sell tickets for the XCP Fall and Spring Plays, and other
performances, the week of, and the nights/days of the
performances in the Jackson Box Office in the PAC
Goals Provide help to the XCP Drama and PAC department
Number of Chairs 1 (usually a mom whose daughter is a performer)
Volunteers Committee 5 people to work in the box office the nights/days of
performances. Shift begins an hour before the
performances and ends when performances begin. They
also work the week of performances from noon to 1 PM.
Budget Not budgeted
Major Tasks Collect money (cash and checks only)
Issue tickets
Process will-call tickets and distribute them to customers
Train volunteers
Timelines A week before (from noon to 1 PM, Wednesday through
Friday) and the nights of performances
Fall play – October for 3 to 4 nights/days
Spring play – March for 3 to 4 nights/days
Check XCP calendars for exact dates of performances
XCP Liaison Assistant to the Theater Manager/Box Office, Jen Strange,
602-240-3161, [email protected] for 2014 - 2015
Past Suppliers None
Past Chairs Dyan Getz, 2013-14 [email protected]
Claudia McClelland, 2014-15 [email protected]
Current Chair Michelle Zachar, 2015-16 and 2016-17
[email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
8th Grade Informational Parties
Committee Name 8th
Grade Informational Parties Description Series of social gatherings hosted in the homes of current
XCP families in different parts of the Valley for 8th
graders
and their parents to learn more about XCP
Events are attended by XCP Admissions and the committee
works under their direction
Goals Assist the Office of Admissions in planning and running
the 8th
Grade Information Socials for current 8th
graders. It
is a very important part of XCP’s outreach effort into the
community
Number of Chairs 1-2 to plan, coordinate socials and get volunteers
Number of Volunteers Committee has 4 - 6 members whose Xavier daughters
come from a wide variety of schools --- public and charter,
Catholic, other private middle schools in all parts of the
Valley and can enlist the help of parents still at the schools
to publicize the events
Budget No budget available
Snacks, decorations, etc. donated by hosts
Major Tasks Assist with planning evenings
Determine host families and locations and dates (late
September – late October --- 5 or 6 evenings)
Publicize events at middle schools --- deliver flyers to
middle schools, contact 8th grade parents—particularly at
public schools, place notices in parish bulletins
Creation of list/schools to receive flyer
Flyer stuffing and mailing (August)
Getting volunteers to help at socials
Contact with hosts during the Fall to ensure they have
everything they need for event
Information Socials—2 MG Volunteers per evening
o Assist host with setup and cleanup
o Arrange for snacks if needed
o Greet, answer questions of parents
Host Responsibilities include:
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Committee Name 8th
Grade Informational Parties o Setup
Sign-in table in entryway
Individual chairs and seating in the largest room in
the home; also determine a place outside (or
separate room) for the 8th
Graders to gather with
Ambassadors after the presentation.
Access to outlet and extension cord.
Small table (e.g. coffee table) to place projector on
in the main room.
o Refreshments
Non-alcoholic drinks only. Water bottles are
perfect.
Napkins and desserts—cookies, brownies, etc.
o If host lives in a community with gate code, code
should be provided to Paula Petrowski so that parents
can be notified ahead of time.
o Volunteer moms—2 or 3 for each social. You can
invite current Xavier moms from your neighborhood
or ask the chairpersons for volunteers.
o Optional—balloons in front of your house or at entry
gate to indicate where the host house is located.
Timelines Socials begin in September, run through October. Socials
all happen before 8th
Grade Day in late October
Events take place during weekday evenings
XCP Liaison XCP Admissions, Paula Petrowski at [email protected]
602-240-3104
XCP Admissions provides:
o Nametags, brochures, AV equipment
o Letting host know headcount
o All mailing materials—flyers, letters, envelopes, labels
o Electronic RSVP for info socials
Past Suppliers None
Past Chairs Loretta Brown, 2013-14 [email protected]
Heidi Rasor, 2013-14 [email protected]
Shawna Van Norman, 2015-16
[email protected]
Dawn Rogers, 2015-16 [email protected]
Current Chair Liz Pierson, 2016-17 [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Frosh Mother/Daughter Movie Night
Committee Name Frosh Mother/Daughter Movie Night Description Plan and Organize a movie in Founder’s Hall for Freshman
moms and daughters
Anticipated number of attendees: 300 freshman plus
mothers ~ 600 maximum
Goals Get to know other freshman moms and for daughters to get
to know each other. Socialization and bonding
Number of Chairs 1 to 2
Number of Volunteers 5 to 8 for the day of the event. Executive Board should be
present and be part of the volunteer group as this will also
be a great event to recruit freshman moms
Budget $1000
Movie should be at no cost to MG, budget is used to rent
popcorn machine, other snacks and beverages
Price of event to moms and daughters should include
movie, beverages, popcorn, and candy. Recommended
price per person: $1 to $2 per person
Major Tasks Select 3 to 5 movies for approval
Obtain approval from Principal working with her assistant
– email assistant titles of movies, rating, brief description
Confirm license to show movies with Finance (TBD)
Publicize the event to the freshman class and moms: email
blast, e-news, etc.
Determine pricing for event, recommendation is $1 to $2
Rent popcorn machine
Secure popcorn, candies and other snacks and beverages
(water, sodas)
XMG Support Team: Complete work orders for room,
security, moving of tables, chair configuration, screen and
AV equipment, ice chest and ice, and complete a schematic
of room
Set up the popcorn machine
Distribute popcorn, candy, beverages the day of event
Sell tickets in advance – announcement in the summer
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Committee Name Frosh Mother/Daughter Movie Night mailer and an email blast with a cut-off date to reserve spot,
moneys to be mailed in to the Mothers Guild Office
Count and track RSVP’s and moneys working with XMG
Support Team
Clean-up after the event
Return Popcorn machine
Timelines Consider having the event before school starts – first week
in August or last week in July. Otherwise, event should
take place in August after school starts, the sooner the
better
Planning and work should begin in April or May
XCP Liaison XMG Support Team for work orders and collection of
moneys
Past Suppliers N/A
Past Chairs Anna Maria Maldonado, 2014-15
[email protected]
Lisa Sullivan, 2014-15 [email protected]
Current Chairs Mickey Robinson, 2015-16 and 2016-17
[email protected]
Michelle Zachar, 2016-17 [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Spring Mother/Daughter Activity
Committee Name Spring Mother/Daughter Activity Description An activity that takes place in the Spring for Mothers and
Daughters. Try to be as inclusive as possible.
Goals Mother daughter bonding and socialization
Number of Chairs 2 - 3
Number of Volunteers TBD
Budget Not a fundraiser event, but would like to make small profit
if possible
Budget is $4000 to secure venue. Revenue from
participants must cover all the cost of the event as well as
venue
Anticipated number attendees: TBD
Major Tasks Select date for event
Select venue
Work with venue to coordinate event
Publicize event through email blasts and the e-weekly news
Design invitations, print, stuff, and mail using the XMG
Support Team
Track RSVP’s of attendees
Money collection done in coordination with the XMG
Support Team
Timelines Event takes place in the Spring on a Saturday
Takes place in late spring (April) after the Fashion Show,
therefore planning should begin in December
XCP Liaison XMG Support Team
Past Suppliers None
Past Chair Jen Scrivner, 2015-16 [email protected]
Current Chairs
Lisa Payne, 2016-17 [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Gators Angels
Committee Name Gators Angels Description Group of XCP moms who help families within the Xavier
community when they are in need of assistance during a
difficult time. For example, preparing meals, providing
transportation, etc.
Meals are brought to campus and left in the refrigerator
located in the Advancement office. The family can then
pick up the meal anonymously and at their convenience
Goals Charitable group, to be helpful to those who need
assistance in the Xavier community
Number of Chairs 1
Number of Volunteers As many as possible - they sign up via Sign-up Genius to
prepare meals for families when a request comes in
Budget Not budgeted
Cost of meals are donated by the person preparing the meal
Major Tasks Publicize the service via e-weekly news, MG’s website, so
that XCP community knows this is available when needed
Recruit volunteers to prepare meals when needed
Administer Sign-up Genius
Be the first point of contact of families needing help via
email
Work with Prayer Chain Chair to coordinate requests and
needs
Timelines Responsibilities begin in May and run through April of the
following year
This is ongoing throughout the year
XCP Liaison XMG Support Team
Advancement Office who supports meal deliveries to the
kitchen in their office
Past Suppliers None
Past Chairs Karen Kotalik, 2013-14 [email protected]
Priscilla Martinez, 2015-16 [email protected]
Current Chair Shawna Van Norman, 2016-17
[email protected]
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Hiking Club
Committee Name Hiking Club Description Group of XCP moms that go on monthly hikes around the
Valley and attend an optional lunch after the hike.
Hikes are monthly and will begin at 8:30 for about 90
minutes on local trails (easy to moderate), and followed by
an optional social at a nearby café.
Goals Social, to make friends and exercise…fun and fellowship
Number of Chairs 2-3 to plan the hikes and post-hike fellowship
Number of Volunteers 2 to 3 to help plan the hikes and lunch venues
Unlimited attendance – whoever wants to attend the event
can do so
Budget Not budgeted
Cost of meals are the responsibility of the participants
Major Tasks Plan dates, venue for hikes and post-hike socials
Prepare announcements for events (word doc)
Publicize the hikes via e-weekly news, MG’s website and
emails
Take pictures during hikes and send to Secretary for
website use
Timelines Responsibilities begin in August and run through April of
the following year
This is ongoing throughout the year
XCP Liaison Mothers’ Guild Secretary to publicize event
Past Suppliers None
Current Chairs Tracy Ryan [email protected]
Tracy Johnson [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Hispanic Outreach
Committee Name Hispanic Outreach Description Encourage Spanish only speaking moms to attend Mothers’
Guild meetings and other events in order to create a feeling
of inclusion in their daughter’s education
Goals Provide a way to include Spanish only speaking moms in
Mothers’ Guild events. Provide ways they can participate
in activities that support the overall goals of Mothers’
Guild. Potential ideas include: Gator Angels en Espanol,
invitation stuffing, raffle tickets stuffing, Teacher
Appreciation Lunch, etc.
Number of Chairs 1 – bi-lingual, able to speak and write Spanish
Number of Volunteers 1 to 3 that are bilingual
Budget Not budgeted
Major Tasks Reach out to Spanish speaking families and moms to let
them know of the Hispanic Outreach Committee
Plan and coordinate a Hispanic monthly social?
Act as translator, if needed (writing as well as speaking)
Communicate in Spanish with Spanish only speaking
moms to let them know of ways they can get involved and
where their help is needed
Be present at gatherings where there is a significant
presence of Spanish only speakers
Be in contact with other committees’ chairs to understand if
they need volunteers and whether Spanish only speakers
can fulfill those duties
Timelines Begins in May and is on-going through April of the
following year
XCP Liaison None
Past Suppliers None
Past Chair Pricilla Martinez, 2014-15 [email protected]
Current Chair
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Hospitality
Committee Name Hospitality Description Assists with hospitality in 4 events throughout the year:
Back to School nights in August (evenings), Open House in
October/November (Sunday), Frosh Registration in March
(Saturday), Maintenance Luncheon in May (weekday lunch
time).
Provides cookies for first three events, and lunch and gift
card for the XCP Maintenance team (30 people estimated)
MG Executive Board is also present in all of these events
Sets up for and cleans up after all monthly Mothers’ Guild
meetings
Goals Show appreciation to the XCP Maintenance Team
MG to have a presence on campus during the other events,
provide information about MG and create excitement about
MG
Number of Chairs 1 to 2
Number of Volunteers As many as possible to contribute cookies and leave them
in the Mothers’ Guild Office prior to the events
Budget $2700 (primarily for Maintenance lunch)
Major Tasks Reach out to the XCP community to request cookies for
each of the events through eNews and eBlast – coordinate
with MG Executive Board Secretary to do this. Utilize
Sign-up Genius to recruit volunteers for cookies
Ensure that there are enough cookies for each of the events
Be present during the events
Order food for the Maintenance Lunch
Procure gift cards
Recruit volunteers for set up and clean up lunch
Supervise the Maintenance lunch
Set up for and clean up after monthly MG meetings
Timelines Back to School nights in August (evenings), Open House in
October/November (Sunday), Frosh Registration in March
(Saturday), Maintenance Luncheon in May (weekday lunch
time).
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Committee Name Hospitality XCP Liaison XCP MG Support Team to set up Maintenance lunch and
do all work orders related to the events
Past Suppliers Carolinas has provided the food for the Maintenance
Luncheon at no cost
Gift cards available from XCP MG
Past Chair Kelly O’Connor 2013-14 [email protected]
Ellen Chirumbolo 2014-15 [email protected]
Current Chair Ellen Chirumbolo 2015-16 and 2016-17
[email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Monthly Socials
Committee Name Monthly Socials Description Monthly evening social events for moms intended for
relaxation and a chance to make new friends
Locations of events and venue are determined by the Chair
Goals Socialization, making new friends and establishing new
connections within our Xavier community
Number of Chairs 1 to 2
Number of Volunteers 1 to 4
Budget Not Budgeted
Participants are responsible for cost incurred. Cost should
be reasonable and affordable by the majority of the Xavier
community
Major Tasks Selection of activity, venue and dates
Communications of event to XCP community (through
eNews and eBlast) and MG website, working with the MG
Exec Board Secretary and Web Site Volunteer
Timelines Every month during the school year, September through
April
XCP Liaison None
Past Chairs Michelle Robinson, 2014-15, [email protected]
Current Chair Susie Cons, 2015-16, [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Phantom Tea
Committee Name Phantom Tea Description This committee designs and prepares an invitation to join
the Phantom Tea, along with an actual tea bag
The donation is mailed directly to the Mothers’ Guild
Office where the XMG Support Team will track donations
Goals Fundraiser
Number of Chairs 2
Number of Volunteers 10 for stuffing invitations
Budget Fund raiser event – goal is $5000
Budget is $1000 for invitations and mailings (tea bags?).
Revenue is expected to be $6,000 to net $5000
Major Tasks Design invitations
Print invitations
Procure tea bags
Stuff and mail invitations
Money collection done in coordination with the XMG
Support Team
Timelines Late spring after the Fashion Show
For the 2016 school year – week of _____ for mailing
o Procurement of bags – 2 weeks prior
o Stuffing of bags – a week prior
o Request mailing labels from XMG Support Team –
___
o Invitation design, printer selection and printing ___
XCP Liaison XMG Support Team
Past Suppliers Procure tea bags in bulk – Costco
Printing for invitations – can use the same design as
previous year, will be included in overall printing RFP.
Last years’ printing done by Creative Litho
Past Chairs
Missy Gaspard, 2014-15, [email protected]
Betsy Witt, 2014-15, [email protected]
Marie Burnett, 2013-14, [email protected]
Gina Cordier, 2013-14, [email protected]
Current Chairs Liz Pierson, 2016-17, [email protected]
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Committee Name Phantom Tea Jennifer Porter, 2016-17, [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Prayer Chain
Committee Name Prayer Chain Description Group of Xavier moms and families that volunteer to pray
(on their own time and place) for a specific cause or
intention as requested by a member of the Xavier
community
Goals Provide spiritual support to Xavier families when most
needed
Number of Chairs 1
Number of Volunteers As many as possible
Budget Not budgeted
Major Tasks Recruit volunteers throughout the year
Maintain contact list of volunteers: names, emails, phone
numbers
Be the main point of contact for families needing spiritual
support and prayer
Disperse need and request to entire set of volunteers
Work in collaboration with Gator Angels to identify and
communicate needs within the Xavier community
Timelines Ongoing throughout the year. Responsibilities start in May
and end in April of the following year.
XCP Liaison None
Past Suppliers None
Past Chair
Current Chairs Christy O’Gara 2013, 2014, 2015, 2016 [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Project Graduation
Committee Name Project Graduation Description Plans and coordinates, working with BCP moms and dads
and Xavier Dads’ Club, a big XCP/BCP all night party for
graduating seniors in late May. The party takes place off
campus in a fun and safe environment from 8PM – 3AM.
Goals Provide a fun, social and safe event to XCP and BCP
seniors to celebrate their graduation. This is the last social
gathering for them.
Number of Chairs 4
Number of Volunteers As many as possible for different committees to help the
day of
Budget $2000 in total: $1000 for financial assistance, $1000
donated
Major Tasks Coordinate with BCP, communications to the students and
parents about the event. ENews and eBlasts working with
MG Executive Board Secretary, and website working with
website volunteer
Request XCP mailing labels for different mailings from the
XMG Support Team: students and parents
Send out invitations to the senior students of BCP and
XCP, working under the direction of Brophy Mothers’
Guild
Send out mailing with information to the parents regarding
the Memory Wall poster – collection of photos that senior
parents put together of their child to be displayed during the
event. Collect the completed posters in a centralized
location (usually a parent’s house)
Collect “boxers” donated by parents to be used at the event
– set up a collection area in the Mothers Guild office
Assess supply needs for day of the event and check the
Mothers Guild Supply Storage room for previous years’
supplies in order to reuse as much as possible
Work at securing cash and product donations for the event,
working collaboratively with Brophy Mothers Guild
Coordinate parent volunteers to work the night of the
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Committee Name Project Graduation event—registration, bus and venue chaperones, check-in,
etc., usually through Sign-up Genius
Timelines Party takes place in late May after graduation
Planning starts in August of previous year
XCP Liaison XMG Support Team for check request and routing of
checks, and mailing labels
Also must work closely with Brophy Mothers’ Guild
Past Suppliers Cracker Jax Amusement Park in Scottsdale
Past Chairs Tracy Tucker, 2013-14, [email protected]
Current Chairs Tracy Ryan, 2015-16 and 2016-17 [email protected]
Tracy Johnson, 2015-16 [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Senior Mother/Daughter Retreat
Committee Name Senior Mother/Daughter Retreat Description Plans and leads (together with Sister Joanie) a spiritual
retreat specifically for seniors and their moms in the Spring
Retreat is a one day, off-site retreat, includes lunch, Mass,
reflective activities, and an inspirational speaker.
Goals To promote mother and senior daughters bonding in a
spiritual and uplifting way.
Number of Chairs 1, non-senior mom
Number of Volunteers 4
Budget $500, to secure venue and speaker. This is a breakeven
event. Participants pay for their own way (e.g. $50 per
family). Scholarships are available.
Major Tasks Choose a theme for the retreat
Design agenda and flow of the day, including activities and
timelines
Design and mail invitations to senior moms and daughters
Secure photographer (usually a mom volunteer) to capture
event and photos of moms and daughters
Coordinate all details of the retreat and timeline
Secure a qualified and inspirational speaker
Manage all communications—eNews, eBlasts
Lead, together with Sister Joanie, the actual retreat
Timelines Begin planning in April/May of the previous year —the
retreat is in January of senior year
XCP Liaison XMG Support Team for mailing labels, Sr. Joanie Nuckols,
XCP Campus Minister, Father Kevin, Dean Macrina
Past Chairs
Cissy Wolf, 2013-14, [email protected]
Marisa Jordan, 2014-15, [email protected]
Lisa Abeln, 2014-15, [email protected]
Mary Keller, 2015-16 [email protected]
Current Chair Rebecca Even 2016-17, [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Senior Treats
Committee Name Senior Treats Description Provides treats to seniors at least four times during their
final year at Xavier
Treats are usually food, candy, goodies – e.g., socks, tiaras,
cupcakes, cookies, etc.
Goals Make senior year special for the students
Number of Chairs 1
Number of Volunteers As many as possible to contribute treats or underwrite the
cost of treats
Budget None
Major Tasks Pick dates and themes for treats distribution days
Obtain approval from XCP, Sister Joan, if necessary
Secure volunteers to donate treats or money – eBlasts,
eNews and Mothers’ Guild Website working with MG
Executive Board Secretary and Website Volunteer
Announce treat day to the seniors the day of treat
distribution
Collect treats and money in a centralized location on
campus – Hearts Plaza, just outside Founders’ Hall next to
the water fountain
Distribute treats to senior class on specific days at lunch
Timelines Ongoing throughout the year. Responsibilities start in May
and end the following May, the day of graduation practice,
of the following year
XCP Liaison XMG Support Team for work orders for tables, music
Past Suppliers None – all volunteer donations
Past Chairs Laura Jordan, 2014-15, [email protected]
Lisa Khan 2015-16, [email protected]
Patti Tucker, 2015-16, [email protected]
Ginger Whissel, 2015-16, [email protected]
Current Chairs Susan Doria, 2016-17, [email protected]
April Ward, 2016-17, [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Teacher Appreciation Lunch
Committee Name Teacher Appreciation Lunch Description Organizes the teacher appreciation lunch that takes place
in December, on a Friday, right after school—it is a
Christmas party for the staff, approximately 160 people
This committee works in conjunction with the Dads’
Club, who provides $100 cash to each XCP employee
Karaoke or background Christmas music; XCP/BCP
entertainment
Party is located in Founders’ Hall
Goals Show appreciation to the XCP staff for their work and
dedication to the students
Number of Chairs 2
Number of
Volunteers 30, mostly for cooking, set up and serving the day of the
Christmas lunch. This is the only Christmas event the
staff has during the holidays
Budget $1275 for raffle prizes, food, drinks, plates and cutlery
Major Tasks Establish a theme
Create and send out invitations to the staff
Coordinate food and drink donations from volunteers –
all food is accepted, home-cooked or bought. Vegetarian
and gluten free food are required. Use Sign Up Genius
Leverage alcoholic drinks in the MG’s storage area
Leverage lemonade and water jugs
Manage volunteers and give assignments for the lunch
Serve lunch to the staff
Set up and tear down day of lunch
Timelines Start planning in October—get sign ups at all MG
meetings prior to the event. Leverage Sign-up Genius
Events takes place in December prior to Christmas break
XCP Liaison XMG Support Team for work orders and POs for faculty
bonuses (faculty bonuses are a separate item in the MG’s
budget)
Past Chairs Allison Perrin, 2013-14, [email protected]
Nicole Karren, 2014-15, 2015-16
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[email protected]
Mickey Robinson, 2014-15, 2015-16,
[email protected]
Current Chairs Dixie Hardin, 2015-16, [email protected]
Michelle Zachar, 2015-16, [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Technology & Website
Committee Name Technology & Website Description Update and manage the Mothers’ Guild website and
compile the carpool list for those families interested in
finding a carpool
Goals To facilitate the formation of carpools for the Xavier
parents as many families come from all over the Valley and
many are interested in carpooling. This is the only way that
parents looking to carpool will find each other
To maintain the Mothers’ Guild website content, working
in coordination with the Mothers Guild Executive Board’s
Secretary
Number of Chairs 1
Number of Volunteers None
Budget Not Budgeted
Major Tasks For carpool list:
o Obtain completed carpool requests informational sheets
from the XMG Support Team (they will receive them
from families interested in carpooling)
o Enter information into the Carpool List spreadsheet
(XMG Support team will be able to provide a list from
the prior year that can be used as a template)
o Update spreadsheet as new requests come in from the
XMG Support Team
o Send updated spreadsheet via email to XMG Support
Team on a weekly basis starting last week in July for
distribution to interested families
For MG Website:
o Update website as directed by MG Executive Board
Secretary
Timelines Website work begins in May/June to update website with
new information for the coming year such as the new Board
and calendar. Responsibility ends in April of the following
year
Carpool work begins in mid-July and ends in mid-
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Committee Name Technology & Website September
XCP Liaison XMG Support Team
Past Suppliers None
Past Chairs Oksana Komarnyckyj, 2013-14 [email protected]
Martha Chung, 2014-15 [email protected]
Curren Chair April Rodriguez, 2015-16 [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
XCP/BCP Liaison
Committee Name XCP/BCP Liaison Description Communicates to Xavier’s Mothers’ Guild the events and
activities taking place at Brophy as well as any other needs
or requests they may have of Xavier’s Mothers’ Guild, and
vice versa
Goals To have an open line of communications between Brophy’s
and Xavier’s Mothers Guild organizations so that each
organization can support each other in its goals and take
advantage of each other’s programs and events
Number of Chairs 1, preferably a Xavier/Brophy mom
Number of Volunteers None
Budget Not budgeted
Major Tasks Attend XCP and BCP Mothers’ Guild Meetings throughout
the year
Communicate events coming up or needs during those
meetings
Be the main point of contact for other committees when
those committees need support from or access to Brophy
resources
Timelines Responsibilities begin in May and end in April of the
following year
XCP Liaison None
Past Suppliers None
Past Chairs
Sue Pearl, 2013-14, [email protected]
Tracy Basile, 2013-14, [email protected]
Christy O’Gara, 2013-14, [email protected]
Keeley Smith, 2014-15, [email protected]
Current Chair Sharee Sims, 2016-17, [email protected]
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Xavier College Preparatory
Mothers’ Guild
Committee Description
Zoo Lights
Committee Name Zoo Lights Description Plans and Organizes a private event at the Phoenix Zoo for
the Xavier community. Over 750 Xavier families, faculty
and administration attended the event in 2015.
Goals
Number of Chairs 1 - 2
Number of Volunteers
Budget
Major Tasks
Timelines
XCP Liaison
Past Suppliers
Past Chairs
Krysten Paynter 2015-16 [email protected]
Current Chair Keeley Smith 2016-17 [email protected]
