Date approved:2/10/15

Westgate Community School

Events Committee Charter

Name:

The name of this organization is the Events Committee.

Purpose:

The purpose of the Westgate Community School Events Committee:

  1. Provide financial improvement activities aimed at supplementing the WCS operating budget.
  2. Create and implement community-building activities to increase and maintain a positive and committed WCS community.

Responsibilities:

  1. Work with the WCS Administration and WCS Board of Directors to establish fundraising and community building events.
  2. Maintain and publish a master schedule of fundraising and community building events.
  3. Approve fundraising and event requests based on schedule.
  4. Approve fundraising and events funds requests based upon appropriateness of expenditure ensuring that general fundraising funds are used primarily for the educational benefit of WCS students.
  5. Expenditures and income will be reported to the Business Office who will supply an Income/Expense Report which should be reviewed for accuracy and submitted to the Board at least once per quarter.
  6. The Fundraising Chairperson arranges Fundraising Committee meetings every month. The Board of Director’s Liaison will ensure these are posted in the school calendar. These will also be published in the WCS School Newsletter.
  7. The person in charge of a given event will distribute updates to parents via the WCS School Newsletter. This will include upcoming activities, completed activities, amount of funds raised and how the funds will be/were spent.
  8. Recruit new committee members.
  9. Develop appropriate forms and proposed policies and procedures.
  10. Chairperson of event shall provide procedure form.

MEMBERSHIP:

1)The Westgate Community School Events Committee shall have 7-9 members consisting of the following:

a)Six (6) to eight (8) parent/guardian members

b)One WCS Board of Directors Liaison

2)Encourage at least one high school student to serve as a liaison between thecommittee and the student body.

3)Representatives and officers shall serve from July 1 through June 30.

4)Voting member status shall be attained by attending meetings, volunteering for atask and remaining in good standing.

5)Voting members shall consist of WCS EventsCommittee members in good standing.

6)A record of attendance will be kept for each meeting by the secretary

Policies

  1. The WCS Events Committee will communicate with other WCS organizations as appropriate.
  2. The WCS Events Committee will follow all policiesand procedures established by the WCS Board of Directors concerning fundraising.
  3. All conduct at Committee meetings shall follow the Rules of Conduct established by the Westgate Board of Directors.

Officers

  1. The officers of the WCS Events Committee shallconsist of: Chairperson, Vice-Chairperson, Secretary
  2. The term of office shall be July 1 through June 30.
  3. The officers are parents/guardians that are not regular employees of the school.

Duties of Officers

Chairperson: The Chairperson's duties shall include, but are not limited to:

  1. Presiding at all meetings.
  2. Preparing and distributing an agenda for all meetings.
  3. Scheduling meetings.
  4. Reporting to WCS BOD monthly.

Vice-Chairperson: The Vice-Chairperson shall assist the Chairperson and perform the above duties in absence of the Chairperson.

Secretary: The duties of the Secretary shall include, but are not limited to:

  1. Keeping minutes of all meetings.
  2. Maintaining attendance records, included in the minutes.
  3. Submitting attendance and minutes to the membership for approval, which canbe done by email, and posting approved minutes on the WCS website.

Meeting Schedule

  1. The community shall be notified of scheduled meetings. All meetings of the WCS Events Committee shall be open to the Westgate community members.
  2. Members shall be notified of any special meetings or schedule changes.
  3. Regular meetings of the WCS Events shall be heldAugust through May for a minimum of five (5) meetings. The meeting dates and times shall be consistent and established by the committee and added to the schoolcalendar for the coming school year.
  4. A quorum shall consist of the voting members present or a minimum of three.

2014-2015 Meeting Schedule:

Meetings are held at Westgate Community School at 8:15 am/6:30 pm unless otherwise noted.

July/August – Planning Meeting; establish meeting dates

September 23, 2014: Book Fair,

October 21, 2014: Annual Campaign, Holiday Shop, Restaurant Nights, Movie Night

November , 2014:

December __, 2014:

January 13th, 2015:Spring Auction planning

February __, 2015:

March __, 2015:

April __, 2015:

May __, 2015:

June __, 2015: Review of year, elect officers