Information Booklet for St Mary’s Auxiliary Committee Members and Class Representatives 2021
St Mary’s Anglican Girls’ School Elliott Road Karrinyup Western Australia 6018 PO Box 105 Karrinyup WA 6921 Telephone (08) 9341 9111 Email aux.president@stmarys.wa.edu.au Website www.stmarys.wa.edu.au CRICOS Number 00454C ABN 40 685 613 219
WELCOME Welcome to St Mary’s Auxiliary for 2021 and thank you for becoming involved in this significant part of the St Mary’s School community in our centenary year. Volunteering your time to undertake this role is appreciated and valued by the School Executive and community.
For over fifty years, the St Mary’s Auxiliary (SMA) has been involved in many fundraising activities. The SMA supports various special projects around the school and two of the Speech Night Memorial Awards (Bonnie Barnes Award for Year 11 and Marney Penn Award for Year 10) that recognise a student’s outstanding service to the School and broader community. The SMA also provides annual funding of up to ten music bursaries every year.
Our accumulated funds are the culmination of many hours of hard work from many parents, predominantly from selling coffee/tea at school functions and the annual lunch. These funds have been used in a wide variety of ways around the School; for example, funding of the Year 7 playground, new choir stands, table tennis tables in the Junior School, audio equipment in the Senior School, library books for the new Senior School library, first aid training equipment for the Physical Education Department, and of course, the traditional music bursaries.
All our fundraising efforts mean that not only do we provide valuable support to the School community in general, but we are also able to support the girls directly with targeted funding opportunities. Suggested funding projects are brought to the SMA Committee’s attention at our meetings, where the options are discussed, and funding approval is put to the vote by attending members.
MEETING DATES 2021 Term 1
17 March 2021
1.30pm
Year 1
Term 2
5 May 2021
1.30pm
Year 12
2 June 2021
1.30pm
Year 2
4 August 2021
1.30pm
Year 10
1 September 2021
1.30pm
Year 3
3 November 2021
1.30pm
Year 8
1 December 2021
1.30pm
Committee 2021
Term 3 Term 4
Afternoon tea will be provided and set up by the year group noted above. Please be sure that you arrive with enough time to set up before the start of the meeting. Meetings are held in the Seminar Room in the Administration building. 2
OVERVIEW OF THE ST MARY’S AUXILIARY COMMITTEE President - Yasmin Baskerville The role of President is held for two years. It involves: •
Presiding over the St Mary’s Auxiliary meetings.
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Guiding discussions and decisions on fund allocations.
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Co-ordinating support for Senior and Junior School events when required, with the respective Vice President.
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Co-ordinating support for Music Department events.
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Providing guidance and assistance to Class Representatives.
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Co-ordinating and organising the two major fundraising events.
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Liaising with Clare Johansen, Dean of Community.
Senior School Vice President - Matt Fong This role is held for one year. It involves: •
Assisting with Senior School events such as swimming carnivals, music events and St Mary’s Auxiliary fundraising events.
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Senior School new student orientation support.
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Presenting Senior School reports to SMA Meetings.
Junior School Vice President - Bindi O’Brien This role is held for one year. It involves: •
Assisting with Junior School events such as swimming carnivals, athletics carnivals, Orientation Day, and Grandparents’ Day.
•
Presenting Junior School reports at SMA Meetings.
Honorary Secretary - Kerstin Otway This role is held for one year and involves: •
Taking minutes at each of the committee meetings, then distributing these via email to all SMA Committee members, Class Representatives, Mrs Tudball, Mrs Adams and Mrs Johansen.
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Bringing the Record of Attendance books used at each meeting.
Honorary Treasurer - Angela Kirby-Smith This role is held for one year and involves: •
Controlling St Mary’s Auxiliary financial accounts and co-ordinating with the School’s Finance Department.
•
Monitoring progress of long-term accounts and providing financial feedback to the Committee.
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Senior Library Convenor - Michelle Ireland This role is held for one year and involves: • Liaising with the Senior School Librarian and providing reports on any library news to the committee at each meeting. Junior Library Convenor - Vanessa Williams This role is held for one year and involves: •
Liaising with the Junior School Librarian and providing reports on any library news to the committee at each meeting.
Parents’ Society Representative - Linda McLean Friends of Music Representative - Elizabeth Price Old Girls’ Association Representative - Daina De Mattia Class Representatives: Kindy to Year 12 Parent Representatives play an important role in facilitating the building of our School community culture, starting from the ground up at class level. The duration of the role is one year. Each class (or Year group in the Senior School) from Kindy to Year 12 will have at least one Parent Representative and in most cases, several will share the role (ideally, there should be at least one representative for each class in a Year group, or each Year group in the Senior School). The role of the Class Representative is not formally structured, and it should not be an arduous one. The role is one of ‘group communicator’. This can occasionally mean liaising with class teachers on any issues of group concern, but the role is predominantly one of a social nature, communicating between School and parents, parents and School, and supporting teachers and class activities. You are encouraged to initiate and organise social gatherings within your class or year group, facilitating a greater sense of School spirit and community. Paramount to the Parent Representative role is the understanding of the confidentiality of the parents/carers, the children and the teachers within the School community. This role requires mutual trust, communication and a willingness to promote a harmonious environment for all. Primarily, the class teacher (Junior School) or Link Teacher or Head of Year (Senior School) is responsible for the children in her/his care. •
The Parent Representative should direct all child-specific inquiries from parents to the class teacher, Head of Year in the Senior School or Deputy Head in the Junior School.
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The Parent Representative’s role is to support the class teacher and therefore, adhere to the teacher’s directions.
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The Parent Representative does not circumvent the parent/carer/teacher relationship. If any parent has any concerns regarding their child’s education, the Class Representative must advise the concerned parent/carer to converse directly with the teacher, Head of Year in the Senior School or Deputy Head in the Junior School. 4
Key Tasks: The following key tasks identified within the role of Class Representative are to: •
Liaise with your child’s class teacher (Junior School only) regularly. This could be regarding: •
Topics covered in the curriculum
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Upcoming events e.g. assembly, athletics carnival
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Resources the teacher may require from the children e.g. stockings for a science experiment, fabric pieces for art projects etc.
• •
Promotion of volunteer services needed
Welcome new families to St Mary's and our Auxiliary by offering fellowship and assistance. It is essential to be able to foster a sense of belonging and friendship in our School community.
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Answer general questions that parents or families may have.
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Redirect queries to the appropriate persons or sources. Any complaints or concerns should be directed to the classroom teacher (Junior School) or Head of Year (Senior School), Dean of Community, Head of Junior School or Principal, where they can be constructively resolved.
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Liaise with other Parent Representatives by sharing resources/event information/ideas
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Organise social outings to encourage group participation of parents/mums/dads/mum-daughter/daddaughter, family.
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Co-ordinate links between families whose children share participation in common school activities.
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Support St Mary's Auxiliary functions and activities. There are events during the year when you will be asked to offer assistance.
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Disseminate requests for help for whole-school activities from time to time and through the Auxiliary President, Dean of Community, Head of Junior School or the Principal.
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If you are unable to attend meetings, we request a message of apology for our records. You will receive minutes from the meeting when they are distributed to all SMA Committee members and Class Representatives.
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Liaise with your year group on St Mary’s Auxiliary meeting information. At our meetings, we are provided with information that may be of interest to your year group.
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Before each SMA meeting, please forward your Class/Year group report to the Junior or Senior School Vice President by the requested date.
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Participate in the rotational roster for St Mary’s Auxiliary afternoon tea and key School events. Each year group has one turn a year to supply and set up for afternoon tea after our meeting.
Please do not feel that this is an onerous position to undertake - it is a fun way of interacting with people in your class, year, and the School in general. The role can be as ‘big’ or ‘small’ as you make it! The key elements are simply friendship and the wonderful St Mary’s feeling of community!
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EVENTS St Mary’s Auxiliary Meetings Our scheduled meetings are held every 3rd and 7th Wednesday of each term, at 1.30pm in the Senior School Seminar Room. These meetings are chaired by the SMA President, and attended by SMA Committee, Mrs Tudball, Mrs Adams, Mrs Johansen, Class Representatives and interested parents. Meeting minutes are provided to all attendees and Class Representatives via email, after these meetings. After these meetings, we have afternoon tea, which provides a bit more time discuss issues and socialise informally. Class Representatives take turns providing afternoon tea, and setting up the urns, cups, etc before the meeting. Please allow approximately 15 to 20 minutes for this task. The roster is on a previous page under the Meeting Dates 2021.
Junior School Swimming Carnival It is a tradition that SMA serves morning tea for the duration of the Years 4 to 6 Junior School Swimming Carnival. SMA provides the beverages (water $2), and the Year 4 Class Representatives organise their year group to contribute a sweet/savoury plate of food per family to sell. We sell these at a modest charge; they are a successful fundraising event. We also run a lunch fundraiser. In the past we have engaged Subway to cater for this event as it is easy to maintain COVID-19 hygiene protocols and is easy to distribute. The logistical responsibility for distribution is allocated to the Year 6 Class Representatives. The Junior School Interschool Swimming (JIGSSA) is held for a specific year group at St Mary’s. This year, we will be hosting Year 6 competitors from other IGSSA schools. We can organise a coffee van for this event. There are not usually many parents from St Mary’s or the other schools, but we like to show our School spirit.
Junior and Senior School Athletics Carnivals The SMA is not involved in any organisational aspect the Senior School Athletics Carnival, but parents are welcome to attend. The Junior School Athletics Carnival is held on the top oval, past Hearn Hall. SMA has a marquee set up with coffee and morning tea. SMA supplies the beverages (water $2), and Year 2 Class Representatives organise their year group to contribute a sweet/savoury plate of food per family to sell. We sell these at a modest charge; they are a successful fundraising event. We also run a lunch fundraiser as per the Junior School Swimming Carnival. Last year, we engaged Subway to cater for this event as it is easy to maintain COVID-19 hygiene protocols and efficient to distribute. The logistical responsibility for distribution is allocated to the Year 5 Class Representatives.
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Music Performances During the year, the Music Department hosts several events, where St Mary’s Auxiliary provide a coffee service during the interval. At interval time, we serve coffee/tea/water and biscuits to attendees. This is a complimentary service. Three or four helpers are required on these afternoons/nights. If your daughter will be involved in the performance, your assistance would be appreciated.
Cancer Council Australia’s Biggest Morning Tea In 2020, the SMA held the event in the Polson Room and moved the time to afternoon tea. This year, the official date is for the Cancer Council Australia’s Biggest Morning Tea is Thursday 27 May; however, we will be holding our SMA fundraising event on Friday 18 June from 12.00pm-2.30pm. SMA organises the food and asks for donations for raffles. All entry will be ticketed via TryBooking. In the past, SMA organised coffee mugs for purchase (you need to buy one to get a coffee; this will now be absorbed in the entry fee). Each year, we invite a guest speaker to talk about some issue relevant to the cause; please feel free to make any suggestions via the SMA President. We have typically raised over $700 for the Cancer Council.
Grandparents’ Day (Junior School) This is a very busy morning for St Mary’s Auxiliary helpers. We serve complimentary coffee/tea and food to over 400 grandparents after the assembly in the LWPAC. We need approximately 10-15 volunteers on this busy day.
Junior and Senior School Orientation Days Orientation Day for both Senior and Junior School are held on the same day. St Mary’s Auxiliary is responsible for serving morning tea at a few different locations at one time, including Margaret Field Hall, the LWPAC (both upper and lower foyers), and the boarders café. It is another busy but fun morning, where we need helpers from both Senior School (approximately 14) and Junior School (approximately 6).
Annual St Mary’s Auxiliary Lunch 2021 Our major fundraising event for the year is the Annual Lunch and Fashion Parade held in August/September (no specific date has been set at this stage). The lunch has traditionally been held at Lake Karrinyup Country Club and more recently, at Wembley Golf Course; however, the choice of venue is entirely up to the SMA Committee. Details regarding timing, food, theme and fashion are determined by an appointed SMA Lunch Committee. Two months before the event, we ask Class Representatives to gather raffle prizes from their year group to make hampers and raffle prizes. This is a big part of the fundraising side of the lunch, so your efforts with this are much appreciated. For the last few years, we have raised approximately $5000 at these lunches.
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SOME DATES FOR THE DIARY 2021 Monday 15 February
Senior School Interhouse Swimming Carnival
Wednesday 10 March
Junior School Interhouse Swimming Carnival (Years 4 – 6)
Thursday 18 March
JIGSSA Year 6 Swimming Carnival 9.00am – 12.00pm
Tuesday 4 May
St Mary’s Music Night (Senior Groups) 7.00pm LWPAC
Friday 11 June
St Mary’s Winter Scholars Concert 4.00pm The Polson Room
Friday 18 June
Cancer Council Biggest “Afternoon” Tea
Sunday 15 August
St Mary’s Chorale “Our Lady in Winter” Service Senior School Choir, St George’s Cathedral
Wednesday 8 September
Senior School September Concert (Intermediate Groups) 7.00pm LWPAC
September/October
SMA Annual Lunch (date to be advised)
Friday 15 October
Junior School Interhouse Athletics Carnival (K – 6)
Friday 22 October
Grandparents’ Day
Friday 5 November
St Mary’s Spring Scholars Concert 4.00pm The Polson Room
Friday 24 November
Orientation Day - both Junior and Senior School
Senior School Junior School
In addition: For Junior School assemblies (when classes perform), morning tea will be provided for parents and guests after each Friday assembly. Mr Les Chidgzey will email a request to the SMA President a week before each assembly.
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FINANCIAL GUIDELINES FOR ORGANISING SOCIAL EVENTS When planning an event, please ensure that the St Mary’s Auxiliary President and Clare Johansen, Dean of Community, are aware of the details for your function. If you would like your event to be advertised by the school, please email the details of your function to the Marketing Department (Lorraine Regan lree@stmarys.wa.edu.au). Class Ledger and TryBooking: The preferred option available regarding payment collection for your event is outlined below: 1. Class of 20__ bank account. Every year group has a Class ledger. When collecting funds, you can utilise this Class ledger to receive money and pay for bookings/items. 2. Deposit funds into the following account, ensuring that you reference the correct “Class of 20__” BSB: 066157 ACN: 101 232 68 Reference: Class of __ (example Kindy 2021 is Class of 2034) 3. When making bookings, ask the venue to email you an invoice. Please forward the email to aux.president@stmarys.wa.edu.au along with your reference (Class of__) and the SMA President can approve and forward it to Clinton Palmer (Accountant) for payment. This means that money must be in the account before the deposit is made. The School will not be liable for bookings that are not of an official nature. Should you be required to purchase items using your own money, please request a Cash Requisition form from the SMA President and funds from your Class ledger will be transferred to your account. 4. If
you
are
required
to
secure
the
booking
via
credit
card,
please
aux.president@stmarys.wa.edu.au and cpalmer@stmarys.wa.edu.au. Please advise Clinton that the venue will be in contact with him to process payment. Use the table below as a guide to make the booking information clear for Clinton to secure and process payment. Reference
Year
Name of Class Representative and contact
Venue name
Venue contact
number Class of 2033
PP
Date of booking
Yasmin Baskerville
Shorehouse
0422223522
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Chris Day
17/6/21
TryBooking Account As Class Representatives, you can use the School TryBooking set up, if the funds are collected through your Class ledger. You will be required to complete a form and brief event description. This form can be accessed electronically from Carrie Haloun (chaloun@stmarys.wa.edu.au) in Senior School Reception to set up your event. Please ensure that you advise Clare Johansen and SMA President of any planned events to ensure no clashes with School Calendar events. Please be aware that TryBooking will take a booking fee (between $2 and $3) for each transaction (this is in addition to the 30 cents per booking that the attendee is charged). Please consider this when budgeting.
FACEBOOK GROUPS, CLASS AND PARENT DETAILS Class Lists Two lists will be distributed to the Class Representatives early in Term 1. These will be a list of students per class and a list of parent email contacts. This will enable the Class Representatives to approve new parents to the Facebook group as moderators and hand over to the new class reps after the SMA AGM. When screening requests, please ask for the following information: 1. Parent name 2. Student name 3. Teacher’s name (Junior School) or Link Teacher (Senior School) If they do not match the class list, please decline the request and the parent can direct their request through Lorraine Regan, Marketing Co-ordinator.
Class Representatives can send emails to class parents; however, they cannot issue the email contacts to all parents. At this stage, in whole class/year correspondence, please blind carbon copy (Bcc) all parents. If you wish to collate your own database of parent contact emails that can be shared amongst your year groups, that is permitted; however, anyone who does not consent to this shared contact detail needs to be in the blind carbon copy (Bcc) of the email.
These lists must be used only for class information and not for business promotion or external fundraising drives. Parent detail privacy is taken very seriously by the School. Please refer to the privacy policy and social media policy for further clarification.
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Contacting your Class Parents Notifying your class of any important information or upcoming events can be done by emailing parents and placing it on the year group Facebook Page. Event information can be placed in the School NewsLink and the St Mary’s App by contacting the SMA President or Lorraine Regan, Marketing Co-ordinator. If your class parents raise any school issues with you, please feel free to discuss these at our meetings by submitting the issue as an agenda item before the meeting. In this way, the issue can be reviewed and directed to the appropriate person to action a considered response.
ST MARY’S MAP
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Purpose
St Mary's Anglican Girls' School Closed Facebook Groups
The purpose of the St Mary's Facebook groups is to provide an online community for organisations that fall under the umbrella of St Mary's Anglican Girls' School.
Goal
Our goal is to share information and tips, update the community on events and programmes, and showcase the group's members' achievements.
Information provided to members when joining the group All material posted by users on our page must comply with Facebook's Terms of Use. The following guidelines should help provide a safe and happy environment for you and others: • • • • • • • • • • • • • • • • • • •
Only share video content, links, photographs and text if you have rights to it. If you don't own it or have permission, please don't post it. You are responsible for the content you post on this page. We encourage you to ask questions and share information. We request that you keep discussions focused directly concerning this group and related to its primary goal. Be mindful of people's privacy. Don't share confidential information about other people and do protect your personal privacy. No indecent, misleading or unlawful posts. Treat people the way you would like to be treated. Avoid any aggressive, defamatory or threatening posts. Mind your wording and tone. Avoid posting any information inciting racial, religious, gender or political opposition or that infringes others' intellectual property rights. Stay on topic. No spam, good luck/chain posts, commercial/advertising/promotional posts or repetitive postings. Be careful. We can't guarantee the accuracy of everyone's postings, so don't take advice you aren't comfortable with. You are responsible for deciding what to do with the information posted here. We encourage posts that highlight your accomplishments and constructively raise issues for discussion. When posting, please use appropriate language. Do not post about concerns, problems or conflicts with St Mary's Anglican Girls' School – this is not the forum for such posts. The moderator will immediately delete posts that in any way put down or discriminate against individuals. Online threats will be taken seriously, and proper authorities will be immediately notified. Any inflammatory statements that make allegations against individuals or organisations will be deleted. Keep in mind that what you post is public information to all members of the group. Any advertising for businesses is not allowed. Do not publish content as your own that others have created. The St Mary's Anglican Girls' School (School) administrators and the group's moderators reserve the right to delete comments and block users who are not following the rules stated above. The content posted within this group does not necessarily reflect the views or opinions of the School. The School is not responsible for anything contained in links to third-party content or websites. The School administrators and this group's moderators do not take moderation decisions lightly. However, they will remove any posts that don't adhere to our guidelines and block anyone who chooses to break them repeatedly.
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TRYBOOKING EVENT SETUP REQUIREMENTS * This form needs to be returned via email to reception@stmarys.wa.edu.au to be processed * Allow a minimum of 3 working days for setup * Attach any additional information for cover page or about this event if required * You will be supplied with a 'directors code' to check your bookings and access and print reports
Name of event Venue Venue address and any directional maps Ticket cost
$
Date of tickets going on sale Time of tickets sales opening Date of ticket sales closing Time of ticket sales closing Seating or standing space Number of seats available Tabled event - How many tables - How many chairs per table Limited number of attendees Contact Name (for event) - Mobile (to be used for queries) - Email (to be used for queries) - Year group
Year (s)
Data Collection (if required for attendees) - Name of attendee - Mobile number - Home email - Dietary requirements Additional information VIP free ticket code required
Yes
No