Dear St. Thomas Parents and Guardians,
Welcome to the 2019-2020 school year and to our St. Thomas Mothers’ Club! The Mothers’ Club is both a service and social organization. Our role is to support the St. Thomas administration and encourage a strong parent community. We do this by overseeing many of the special events at the school and hosting monthly general meetings where valuable information is shared.
Whether you are the parent of a senior or just joining the St. Thomas family as the guardian of a freshman, I invite you to take an active role in our organization. All mothers and female guardians of St. Thomas students automatically belong. Our Mothers’ Club supports over 20 events during the year, including the Welcome Tea, the Annual Auction & Gala, Round-Up, and the Style Show. There are plenty of opportunities to be involved with time commitments ranging from a little to a lot. Regardless of the level of involvement, we all share the common goal of supporting our sons on their journey to become true Men of St. Thomas.
Plan to attend our general meetings and get to know the St. Thomas administration and fellow STH mothers. The meetings are informative and provide an opportunity to connect with both moms whose sons are new to the school and those who have a few years of experience to share. Every meeting will include reports from the school administration and various departments, as well as an opportunity to hear updates about the many events that the Mothers’ Club sponsors. All meetings take place on Wednesdays and start at 11AM with a mass in the school chapel. The mass is available for both students and parents, so take the opportunity to meet your son in the chapel! Immediately following mass, our group will move to a larger meeting space in St. Basil’s Hall where we will enjoy lunch while learning about both school and Mothers’ Club current events and activities.
The Mothers’ Club introduced the theme “BE PRESENT” for the 2019-2020 school year. We want you to BE PRESENT in the moment with what you are doing with your son – whether it is Freshman year and everything is new or it is his last and Senior year, BE PRESENT and enjoy the moment. Do not look back and do not look forward, BE PRESENT in the moment. Over the course of this school year, the Mothers’ Club Board will encourage all parents to BE PRESENT at all our events.
I am Meryl Gregory and it is my privilege to serve as the Mothers’ Club President for the 2019-2020 school year. My son, Grifﬁn, is a junior this year and I also have a few other Eagles: Barrett – Class of 2018, Jeremy – Class of 2015, and my husband Doug – Class of 1987. The Mothers’ Club has allowed me to be a part all of my son’s high school journeys by not only enriching their experiences, but also mine. I invite you to peruse the website and see how you can get involved. The connections you make with fellow STH families through your involvement will be connections for a lifetime.
St. Thomas Mothers’ Club President 2019-2020
ROUND UP CO-CHAIRS
STYLE SHOW CHAIRS
*Indicates Mother’s Club Board
STH MC 2019-2020 Calendar
7 @ 8:30am ~ Mothers’ Club Executive Board Meeting
11 @ 4:00pm ~ Mothers’ Club Welcome Tea
20 @ 6:30pm ~ Auction & Gala All-Committee Meeting
21 @ 8:00am – 9:00am ~ New Family Orientation
21 @ 6:00pm – 7:00pm ~ New Family Orientation
23 @ 8:00pm – 11:00pm ~ Freshman/Sophomore Orientation Dance
28 @ 6:30pm – 9:00pm ~ Parent Back to School Night
4 @ 8:30 ~ Mothers’ Club Executive Board Meeting
10 @ 6:00pm ~ Auction & Gala Spec’s Wine Night
11 @ 11:00am ~ Mothers’ Club Mass and General Meeting (also WALK-A-THON)
18 @ 6:30pm ~ National Honor Society Induction
20 @ 7pm ~ Homecoming Football game
21 @ 9pm – 12:00am ~ Homecoming Dance
1 @ 6:00pm ~ Auction & Gala All-Committee Meeting
2 @ 8:30AM ~ Mothers’ Club Executive Board Meeting
8 @ 6:30pm – 9:30pm ~ Catholic High School Fair at Strake Jesuit
9 @ 11:00am ~ Mothers’ Club General Meeting
11 @ 6:30pm ~ Auction Wine & Spirits Pull at Varsity Football Game Tailgate
15 @ 6:00pm – 8:00pm ~ Parent-Teacher Conferences
1 @ 8:00am ~ Father/Son Mass
6 @ 8:30am ~ Mothers’ Club Executive Board Meeting
8 @ 8:00am ~ Set Up Day for Auction
9 @ 6:00pm ~ Annual Auction and Gala: “An Evening in Paris”
13 @ 11:00am ~ Mothers’ Club Mass and General Meeting
4 @ 8:30am ~ Mothers’ Club Executive Board Meeting
8 @ 1:00pm – 4:00pm ~ Open House
10 @ 8:00am ~ Mother/Son Mass
10 @ 11:00am ~ Mothers’ Club Christmas Luncheon
8 @ 8:30am ~ Mothers’ Club Executive Board Meeting
11 @ 8:00am – 11:30am ~ High School Entrance Exam
15 @ 11:00am ~ Mothers’ Club Mass and General Meeting
5 @ 8:30am ~ Mothers’ Club Executive Board Meeting
TBD @ 6:00pm ~ Round Up Meeting #2 in Mary Moody
12 @ 11:00am ~ Mothers’ Club Mass and General Meeting
TBD @ 6:30pm ~ Round Up Meeting #3 in Cemo
28 @ TBD ~ Big Red Market at Round Up Preview Night
1 @ 12:00pm – 6:00pm ~ Round Up
1 @ 11am – 6pm ~ BIG RED MARKET in Reckling Gymnasium
4 @ 8:30am ~ Mothers’ Club Executive Board Meeting
11 @ 11:00am ~ Mothers’ Club Mass and General Meeting
11 @ 6:00pm – 8:00pm ~ Parent-Teacher Conferences
1 @ 8:30am ~ Mothers’ Club Executive Board Meeting
3 @ 5:30pm – 7:30pm ~ Incoming Freshman Registration
4 @ 9:00pm ~ Prom
8 @ 11:00am ~ Mothers’ Club Mass and General Meeting
15 @ 7:00pm ~ Academic Awards Night
19 @ 10:00am ~ Junior Ring Mass
24 @ 10:30am ~ Senior Style Show
25 @ 8:00am ~ Middle School Spring Debate Tournament
TBD @ 10:00am ~ Mentor Mom Social
8 @ 11:00am ~ Mothers’ Club Spring Luncheon
22 @ 6:30pm ~ Baccalaureate Mass
23 @ 6:30pm ~ Graduation
- What is Homecoming (also called “HOCO” by the students)?
Homecoming means celebration. It is a weekend with two events- a football game on a Friday evening and a dance on Saturday night. Both held at STH. Homecoming is a “BIG DEAL” in Texas! It is the Fall event that the students look forward to attending every year. There is excitement in the air and nothing but talk about the event. Most 9-12th grade students attend. This is the only date dance at STH that your son as a Freshman will attend this year. (The sister schools have winter formals in January-February where the females invite the male students.)
- What is the date, time & location of both the game & dance?
The dates and times are posted in the BIG RED NEWS, Mother’s Club Newsletter or in the athletic calendar on the STH website. The football game is held at our stadium on campus and the dance is held in CEMO auditorium with a dessert/candy bar in Mary Moody Hall and outdoor seating in the courtyard. *Make sure your son and his date brings their student ID’s to enter both the football game and the dance.
- What does “lock-in” mean for a dance?
Thirty minutes after the dance begins, students are not allowed to leave or enter the dance. We do not want people to wander the campus. “Lock -in” ends thirty minutes before the dance ends. The students are allowed to leave when lock-in ends.
- How does my son get a date?
The students begin looking for dates for Homecoming at the very first home football game. They hangout underneath the bleachers at the stadium near the concession stand talking & introducing each other to girls. Even a shy student can get a date. You will be surprised! Football games at STH are a “Big” social scene not only for students but also for the parents. Come sit, watch a game and chat a bit. We love cheering our EAGLES to victory!
*Along with the football games, St. Thomas also has an orientation dance for the boys to meet girls. Make sure your son also attends the orientation dances for our sister schools – IWA, St. Agnes and Duchesne to have other opportunities to find a date. Those dates & times are posted on their websites.
- Can a STH student ask a girl that does not attend a sister school?
Yes, however, the girl can only attend if she is accompanied by a STH student. All male & female students need their school ID’s at all football games and dances.
- Can boys from other schools attend the Homecoming game & dance?
Anyone is allowed to attend the football game. However, the dance is only for STH students, their dates and sister schools.
- Are there Homecoming invitations?
No, we do not have invitations. Face to face communication is preferred. However, for some reason, this generation does not know how to socialize beyond their phone. Some students ask a girl in a text, there has been posters made, flowers given and even stuffed animals involved in the quest for a date. The students come up with something new every year.
- What is the deadline for finding a date to homecoming?
There really isn’t a deadline. However, you have to consider that his date has to go shopping for a dress unless she already has one in her closet. Also, a “Mum” and a “Armband” needs to be purchased before the football game and tickets need to be purchased for the dance.
- What do students wear to both the game or dance?
The game attire is like any other game-shorts, jeans etc. depending on the weather. However, the dance is semi-formal. Males wear suits or jacket with shirt, tie, and pants. Females wear dresses around their knees. Not too short. Please, refer to the dress code which is written in the STH Handbook online.
- What is a “Mum” and an “Armband”?
A “Mum” is a chrysanthemum flower that has been decorated with little trinkets, glitter, little bears etc. and has ribbons hanging from it displaying the names of the STH student and his date. In the past, the flower was real. The flowers are now plastic. Your son gives the Mum to his date. The “Armband” is a smaller version of the mum which the male student wears on his arm. The female gives the armband to your son. Both students exchange Mum/Armband before the football game on Friday evening either on campus or somewhere else.
- Where can I buy a Mum/Armband (which is only used for the football game)?
*Every year the Music Guild at STHS makes and sells Mums and Armbands as a fundraiser for the school. Please, support STH by purchasing your Mum/Armband from them. NOTE: Mum/Armbands from STH are beautiful & less expensive.
- How much does a Mum/Armband cost at STH?
The Music Guild will post the cost of the Mums and Armbands in either the BIG RED NEWS or in the Mother’s Club Newsletter and provide a link to The Eagle Store where you can purchase the Mum or Armband.
- What is the last day I can purchase a MUM or Armband?
The last day to purchase a Mum/Armband is the Sunday night before Homecoming weekend unless the school says otherwise. If you miss that deadline, call the school or go down to the band room and speak to the Chair of the Homecoming Mums. She might have extras that you can purchase.
- If I buy a Mum from STHS, when & where does my son pick it up?
The Music Guild will post in the BIG RED NEWS or in the Mother’s Club Newsletter times and dates when your son can pick up his Mum. He can also pick up the Armband for his date too if she cannot. Pick up for STH students is usually during the week before Homecoming weekend. Tuesday is for students with last names starting with A-L and Wednesday for students M-Z; Thursdays are for stragglers. *They are not open on Friday.
Make sure your son gets his Mum before that day or he is out of luck! Pick up is in the band room. The line starts down the ramp closest to the glass doors that lead to the gym in Cemo hallway. The line is very long so don’t come early to pick up your son from school. It will take a while. After they verify that your son bought a mum, he is lead down into the band room where he can choose his mum from 300 mums made by the “Mum Moms”. FYI-We need volunteers to help the students with their shopping.
*If you son has practice after school in any sport, he needs to go tell his coach first before he picks up his mum. The coaches know that they need to pick up their them up. They will work something out. Tell your son not to shove his Mum into his backpack. That will crush the Mum and the Mum will not be replaced.
*Armbands are distributed & sold to the female students from the sister schools the week before at each of their schools.
- When & where does my son give his Mum to his date?
You, your son, his date and her parents can work that out. Either on or off campus the Friday evening of the football game. A good option is to meet ahead of time on campus or at the football game so the students can exchange their Mum & Armband right there and you can take pictures. Invite the other parents to come sit with you at the game and get to know them. Remember, this is the first time for them too. We are friendly here at St. Thomas and we welcome our guests.
- Does the STH student and his date exchange corsage & boutonniere the night of the dance?
You are not required, but that is what all the students do. A wristlet (corsage on your wrist) or a small bouquet of flowers is what is popular right now. Note: We do not give flowers to the mother of your son’s date.
- Where can I order a corsage or boutonniere?
At any grocery store with a floral department or a florist.
- Does the dance have food & drinks?
The dance only has a dessert/candy bar, a slushy machine, coffee and water for the students. It’s all FREE!!
- Do the students go to dinner before the game and dance?
It is a challenge to go to dinner before a football game that starts at 7:00pm on a Friday. The concession stand at the stadium can solve that problem. They sell burgers, chicken sandwiches, hot dogs etc. Your son could treat his date by buying her something from the concession stand if he wants. That is optional. The dance usually starts later in the evening on a Saturday so you can go to dinner before the dance if you like. Less stressful on your son if he can get a group together or join a group that is going out to eat. Make sure you book your restaurant two weeks in advance. They get booked quickly due to other schools having the same event. Many restaurants around STH have Homecoming menus. Another great option is for parents to come together and provide a meal at someone’s house.
- Do I contact the parents of his date?
Yes, please, contact the parents of his date to make sure his date told her parents and so that you can coordinate the weekend. Remember, this is their daughter and they don’t know your son or you.
- How much are the tickets to the dance?
The price of the tickets will be posted in the Big Red News or the Mother’s Club Newsletter when it gets closer to the event. * Before you buy your ticket to the dance, make sure it was not already included in a package you pay for at the Walk-A-Thon that is held a few weeks before Homecoming. Look at the Big Red News in the coming months for more information on the Walk-A-Thon.
- When and where can my can my son purchase his ticket for he & his date?
During the week before Homecoming, your son will purchase his tickets. Please, check the Big Red News or the Mother’s Club Newsletter for the announcement of when & where to go. They will also make an announcement to the students that week. * Couples & individual tickets are only sold during school. Sister school individual tickets are sold at the door.
- Can the students arrive to the dance in a limousine, shuttle or bus?
No, they are not allowed. The students that show up in one of these vehicles will be asked to leave.
- Is there a photographer at the dance?
Yes, a photographer or a photo booth will be at the dance.
- Is there a DJ or a band that plays at the dance?
Yes, and he’s Awesome!.
- Where do the students put their jackets, coats or purses at the dance?
There are 2 coat check areas for students to check-in their personal items-purses, high heel shoes and jackets, etc. They must check their items before they enter Cemo auditorium.
- What if my son doesn’t know how to dance?
The students usually form a group and jump up and down. They watch each other and follow. Your son will be okay.
- What if my son doesn’t get a date for Homecoming?
Please, don’t fret. When they post the ticket prices, they also include the individual ticket price. Inevitably there are a group of boys that are single and a group of single girls that have decided to attend. Tickets for the male students are not sold at the door. Females from sister schools can purchase individual tickets at the door. Please, make sure that all students including sister schools bring their student ID’s to the dance.
- How can I help my son with his 1st date experience?
Remind your son that he is a Man of St. Thomas. A gentleman. He represents the school. Show him table etiquette. Remind him of his manners. Tell him to always open the door for the girl and pull out her chair for her to sit. Even if he decides that he does not like his date, be kind and respectful, ask if she wants something to drink and Do Not “Ditch” Your Date. Remind him that it is just a date so have fun and enjoy the night!
- How can I help with Homecoming?
We need all the volunteers we can get. Please, jump in and help!
*The Music Guild needs assistance with making the mums/armbands. You do not have to be a Music Guild parent to help. You do not have to be crafty. If you can use a glue gun, you are in! Everyone is welcomed!
*The Dance Chair & Mr. O’Brien can use all the help they can get too to make this dance a success. Please, help by donating baked goods/candy the day before the dance, be one of the 10-15 volunteers that help set up the Saturday morning of the dance or be one of the 22 volunteers needed to work the dance. Of course, your son will say that he does not want you to be there. However, your son does not realize that there are so many students at the Homecoming dance. It is attended by Freshman, Sophomore, Junior and Senior students multiplied by 2. Your son will not see you. You will be too busy working. Mostly Freshman parents have volunteered in the past to work this dance. It is a great opportunity to meet other Freshman parents and to see what a STH dance is like. We really need all hands-on deck so please consider volunteering!
Q: What is St. Thomas High School Round-Up?
A: Round-Up is one of the “Big 3” fundraising events held annually by the St. Thomas community. One of the oldest traditions at St. Thomas, Round-Up is a “Community-wide” event run by current parents and Alumni. Round-Up began in 1927 as the “St. Thomas Bazaar” and became an annual tradition in 1945. Over the years, the season and name may have changed, but not the desire to bring together friends and the entire St. Thomas community to celebrate what makes us special. As a fundraiser, all proceeds go to the STH Scholarship Fund which in turn goes directly to the boys as STH provides financial assistance to approximately one third of our students!
- It’s not just a really BIG CARNIVAL covering the campus outside
- It’s not just a great FOOD COURT in Cemo Auditorium with booths from favorite restaurants and STH Supporters
- It’s not just a SILENT AUCTION with some great packages
- It’s not just the BIG RED MARKET, with fabulous vendors in the gym
- AND it’s not just the RAFFLE — IT’S EVERYTHING AND MORE!
Held every year on the first Sunday of March, this year’s Round-Up is scheduled, rain or shine, for Sunday March 3, 2019 (12pm-6pm).
Q: What is a “Quota” and why is that all my son is talking about now?
A: The Raffle component of Round-Up is how the largest portion of the scholarship money is raised, with each student responsible for selling at least a “quota” (15 books) of raffle tickets. Collectively, the students are challenged to reach a particular goal of total ticket sales to earn incentives such as t-shirts, school outings, and school holidays on Friday for the entire month of April!
Q: How much do raffle tickets cost and what can be won?
A: Raffle tickets sell for $5 each, or a book of tickets (4 tickets per book) sells for $20. Kids are encouraged to sell tickets however they can – to family, friends, and neighbors, at your church, etc. – and the school provides opportunities for the students to sell tickets by volunteering for phone-a-thons to call alumni or by providing contact lists for alumni that live in your zip code.
The traditional first prize in the raffle is a red pickup truck, followed by a second and third prize of decreasing value
Q: How can I help make the Round-Up a Success?
A: Everyone has a role to play in making Round-Up a success. Donate your time, talent, and/or treasures however you can!
- Sign up to chair a booth or just operate one for an hour
- Consider sponsoring a booth. You or your company would be named on the booth of your choice and published in the Eagle’s Nest, the St. Thomas High School community magazine that reaches over 7000 households. Go to the Eagle Store to pick your level of giving and the booth you want to sponsor.
- Donate one of more items for a Theme Basket or something special for an Silent Auction item
- Solicit businesses you frequent for dinners or gift cards (use this Donor Form). All donations should be received in the Business Office by Friday, Feb 15th.
- Make baked goods to be sold/won the day of Round-Up
Wednesday Jan 9th 6pm officially starts Round-Up season with our Kick-Off meeting in Mary Moody Hall. Volunteer, come hungry, ask questions, and meet old & new friends.
Two additional meetings: Wednesday Feb 6th and Thursday Feb 28th are held at 6pm as we wrap up to Round-Up weekend.
Help set up for Round-Up on Saturday March 2 and stay for the Sip, Bite and Shop at the Preview Party for the Big Red Market later that afternoon.
Q: Who should I contact to get involved and where can I get more information about Round-Up?
A: Any of the Round-Up Chairs would be happy to answer any questions or suggest ways to get involved!!
For Round Up 2020 Please contact:
- Amber Caver – Food Court at 713-417-7469 or email@example.com
- Laura Reyes – Carnival and Games at 832-517-6031 or firstname.lastname@example.org
- Jodi Diamond – Eagles Court at281-312-5020 or jodi.Diamond98@gmail.com
- Maria Varcados – Big Red Market at 713-875-9667 or email@example.com
More information will be available on the St. Thomas website and keep an eye on out for details in the Big Red News and Mothers’ Club Newsletter…
Click here for Round Up Home page.
Q: What, When, & Where is the St. Thomas Auction?
A: The Auction is a major fund-raiser for St. Thomas, helping to fill the gap between tuition and actual costs of educating our sons. This year’s Auction is Saturday November 9th (starting at 6:00 p.m.). Auction is held on campus in the Reckling Gymnasium and Cemo Auditorium.
Q: What’s the Format of the Auction?
A: During the Cocktail hour, you can browse the many Silent Auction baskets and items, purchase Raffle tickets, “play” the Wine & Spirits Pull, and support the Teacher Wish List. A Big Board mini-live auction will feature great vacations, dinners, special items, plus some special desserts to be served at your table during dinner. A seated dinner follows in Cemo Auditorium with a lively Live Auction and Paddles Up Event (Donation request for a special project on campus).
Q: How do I Buy a Table or Tickets?
A: A variety of Table Sales levels and Sponsorships will be available (we call that Underwriting). Buy a whole table or split a table with friends. [If you split a table, each couple should purchase their share of the table via the Bid Pal or check to receive the tax-receipt.] All Underwriting received by September 13th will be recognized on the Invitation. Individual ticket sales will be released in early October. Don’t delay tables go quickly!
Q: How can I help make the Auction a Success?
A: If you have something special to donate, contact one of the chairs listed below. We’ve made it simple to support the Silent Auction by purchasing some pre-selected items from the Gift Registries. Once purchased from your grade level’s registry, or any of the registries, the items will ship straight to the school! You’ll receive a tax-receipt from the school for your donation. We are also in need of Airline Miles or AMEX gift cards (convert some of your points to help us!). You can also solicit businesses you frequent; use this Donor Form. All donations should be received by Friday, October 18th.
Q: What’s the Auction Raffle?
A: Thomas Markle Jewelers will be donating a fabulous piece of jewelry. Only 100 Raffle tickets will be sold (at $100 each). You do not have to be present to win. Watch the Mothers’ Club eNews for when Raffle tickets will go on sale. Previous items have included fine jewelry, tuition for a year, or other unique items.
Q: How can I support the Wine & Spirits Pull at the Auction?
A: Attend the Specs’ Event on September 10th and Tailgate at the Varsity Football game on October 11th. Your “entrance fee” to both is a bottle of Wine or Spirits worth $50 or more. The Wine and Spirits committee will be hosting two fun events, and everyone is invited to attend. Our Spec’s event is held at the downtown location in their exclusive 3rd floor cooler. This event is limited in attendance so RSVP soon! Details coming soon.
Q: Can I still help the Auction Committee?
A: We can still use help making our Baskets beautiful, with Decorations work-days, and especially with Set Up on Friday November 8th. Contact Mary Beirne if you want to help.
Click here to be directed to the Auction and Gala page.
2019-2020 Auction Gala Chairs
STH Mothers’ Club
STH MOTHERS’ CLUB
SPECIAL EVENTS COMMITTEES
Be a part of the Cookie Break Committee! The committee will be treating the boys with cookies each month during flex time. Come join the fun!!! Click here to download the Cookie Committee letter or view the information below.
Thank you all for volunteering for the Cookie Break Committee! This is a brand new program at STH and we are really excited about it. We will be treating the boys with cookies 4 times this semester during the flex-time break (9:30 – 9:45 a.m.) and once during finals. They will be handed out at two different locations on campus. With over 700 boys, we will need nearly 60 dozen cookies each time! This is where we need your help. Volunteers are asked to provide 4 dozen cookies each time they sign up and we will also need a couple of volunteers on each Cookie Break Day to help set up and keep the tables supplied with cookies during the 15 minutes of their break. Because of the large quantity of cookies and short time frame to hand out, we are sticking with mostly chocolate chip cookies with a few dozen sugar cookies for those who prefer something different. We are asking for larger, preferably homemade or bakery (Michael’s Cookie Jar, Memorial Bakery, Tiny Boxwoods, etc.) cookies and trying to stay away from big grocery store chain cookies. There are boys with nut allergies so please no nuts. The cookies do not need to be individually wrapped. Cookies can be dropped off the morning of the event by 9 a.m. in the school office and any left-overs will be given to the teachers and staff. A Sign Up Genius will be sent out soon and we hope to get more bakers after the new Mothers’ Club Newsletter goes out. A big thank you to Amy Huggins for bringing this idea to St. Thomas – I know the boys will love it! Thank you again for helping out and please let me know if you have any questions!
THE MOTHERS’ CLUB of ST.THOMAS HIGH SCHOOL
4500 Memorial Drive Houston, Texas 77007
The name of this organization shall be the Mothers’ Club of St. Thomas High School.
The purpose of the Mothers’ Club is to provide a vehicle through which mothers or guardians of the students may be able to assist the Basilian Fathers and faculty in furthering the students’ spiritual, academic, cultural and athletic development. All activities of the Club must meet with the approval of its moderator who shall be appointed by President of the school.
The membership of the Club shall consist of mothers or guardians of boys who are registered for that school year in St. Thomas High School.
The Board shall consist of the Executive Board, the Immediate Past President, Chairpersons of Round-Up, Style Show and Auction, Staff Liaison, and the Club Moderator.
The Executive Board shall consist of five officers: President, Vice President, Communications Secretary, Recording Secretary, and Treasurer.
Only the Executive Board has voting rights; three members of the Executive Board present and voting constitutes a quorum.
In the event one of the five officers is unable to complete her term as an officer, the Club Moderator shall call a special meeting. The Club Moderator, the Staff Liaison, and the Executive Board will appoint a person to fill the vacancy. This appointee will be announced at the next Mothers’ Club Meeting.
Section 1. Executive Board: The duty of the Executive Board members is to develop the Mothers’ Club Annual Budget, approve all expenditures, and establish and oversee committees to conduct the work of the Mothers’ Club.
Section 2. President: It shall be the duty of the President to preside at all the meetings and perform all other duties pertaining to the office, including but not limited to the following:
- The President shall serve as the official representative of the Mothers’ Club.
- The President shall serve on the Selection Committee.
- The President shall appoint all committee chairpersons, with the assistance of the Vice President.
- The chairpersons of Auction, Style Show and Round-Up, shall be appointed by the current school President in collaboration with the Mothers’ Club President, Staff Liaison, the Vice President of Advancement, the immediate Past President, and the current chairs. This process will be conducted at a time that would allow for the committees to begin their work in a timely fashion related to their event. The newly appointed chairpersons shall be responsible for appointing the chairpersons of their respective sub-committees.
- The President may also appoint chairpersons from time to time to coordinate unscheduled events and/or newly established programs or functions.
- Communicate with the Principal and Mothers’ Club Moderator on a regular or as needed basis regarding issues that impact or directly relate to the Mothers’ Club.
Section 3. Vice-President: It shall be the duty of the Vice President to preside in the absence of the President. The Vice President will assist the President in the performance of the President’s duties. The Vice President shall assist the President regarding committee chair appointments. The Vice President is responsible for updating, distributing and collecting the various event/committee binders and for maintaining a Master Binder containing pertinent information regarding every event chaired by the Mothers’ Club. The Master Binder will reside in the office of the Staff Liaison. The Vice President shall coordinate Christmas tree decorations around the school in conjunction with the Principal and the Maintenance staff. The Vice President is responsible for organizing a Maintenance Staff Appreciation Luncheon in the early spring. The Vice President shall review and maintain the Bylaws and shall confirm all special guest speakers for general meetings.
Section 4. Corresponding Secretary: It shall be the duty of the Corresponding Secretary to conduct all general correspondence as directed by the President, including coordinating email blasts by the grade level parents. The Corresponding Secretary shall also be responsible for collecting, organizing and reporting news from the Mothers’ Club to the Director of Communication in the Office of Advancement. This is done every other week or on an “as needed basis” throughout the school calendar year. The Communications Secretary is responsible for writing all Thank You notes for special event and standing committee chairs, guest speakers and others on an as needed basis.
Section 5. Recording Secretary: It shall be the duty of Recording Secretary to keep true and accurate minutes of all monthly Mothers’ Club meetings, Board meetings and Executive Board Meetings. The Recording Secretary shall also be responsible for posting and updating Mothers’ Club documents to the Mothers’ Club website as approved by the President. If the school changes its schedule from the modified block schedule and the Mothers’ Club has its own private Mass prior to its meetings, the Recording Secretary will work with Campus Ministry to arrange the Mass and schedule volunteers to serve as Liturgical assistants. The Recording Secretary shall schedule meeting space with the school for all general meetings of the Mothers’ Club.
Section 6. Treasurer: The Treasurer shall act as the liaison with the school’s business office to assure proper stewardship of Mothers’ Club funds and approve all income and expenses associated with all Mothers’ Club events. The Treasurer is responsible for working with the President prior to the start of the school year to create a budget for all Mothers’ Club activities. She will relay that budget information to the Vice President and to all Special Event Chairpersons. She shall keep accurate copies of all receipts and disbursements. A Treasurer’s Report shall be received from the Business Office once a month and reported to the Executive Board at the monthly meeting.
Section 7. Past President: The immediate Past President shall be a member of the Board and the Facilitator of the Selection Committee. The immediate Past President shall serve as a general consultant and resource person to the Mothers’ Club.
Section 8. Auction Chairs: The Auction/Gala Chairs shall coordinate the annual event, usually held the first Saturday evening in November, with their duties including but not limited to the following:
- Choose a theme for the Auction/Gala with proper approval by the school President and Vice-President of Advancement, which will be incorporated into all aspects of the event, including printed and written materials and publications, centerpieces and other decorations. Auction/Gala chairs are responsible for ordering all printed materials for this event and for submitting all written information promoting the Auction/Gala in school publications.
- Plan and host kick off for Auction/Gala in the spring to generate enthusiasm and participation of the greater St. Thomas community.
- Assemble a committee to help with the Auction/Gala and hold regular meetings throughout the year.
- Work hand in hand with the Advancement Office to inform not only current parents but also alumni and previous donors of the Auction/Gala event and possible underwriting opportunities.
- Attend all Mothers’ Club meetings and events to promote the Auction/Gala and update the Mothers’ Club on status of the event.
- Solicit items, along with Live, Big Board and Silent Auction Chairmen, for auction and raffle. These items may be purchased using donated funds or solicited directly from donors. They may be raffled individually or combined as part of a gift basket. Chairs may also choose to sell grab bags including smaller items, or any other vehicle to raise money to benefit the St. Thomas Community.
- Plan, prepare, decorate, and host the Auction/Gala to benefit the overall St. Thomas Community.
Section 9. Round-Up Chairs: The Round-Up Chairs shall coordinate with the Vice President of Advancement to plan and execute the annual school festival called Round Up. Round Up is a time for the St. Thomas family to come together and celebrate the culmination of the raffle ticket sales that raise funds for tuition assistance and scholarships. Round Up is usually held on the first Sunday in March. The Chairs’ duties include but are not limited to the following:
- Recruit an executive board and assist in the recruitment of individual booth chairs to plan, organize, and execute Round Up.
- Coordinate logistical needs with the Vice President of Advancement.
- Coordinate with the Student Activities Director to choose a student designed t-shirt for Round-Up.
- Provide good financial stewardship of Round Up. Provide expense reducing and revenue increasing strategies while ensuring a fun, community building event. Solicitation of donations for all aspects of Round Up is encouraged so as to increase the funds raised for scholarships. This includes soliciting sponsorships for Round Up.
- Work with the Vice President of Advancement to publicize Round Up to students, parents, alumni, middle schools, parishes, and other STH donors.
- Coordinate all Round Up volunteers by planning and executing at least 3 planning meetings (with meals) and providing written materials needed to organize Round Up. These materials include checklists, instructions, supply lists, volunteer lists, and wrap up.
- Provide leadership to plan, organize, and execute three main areas at Round Up: Food and Beverage Booths (located in Cemo), Eagle’s Court (shopping and fun activities in the gym), and Carnival Games/Kids’ Games (located outside)
- Attend all Mothers’ Club meetings and events to promote Round-Up and update the Mothers’ Club board members and general members on the status of the event.
Section 10. Style Show Chairs: The Style Show Chairs shall coordinate the annual St. Thomas Style Show event each spring with their duties including but not limited to the following:
- Coordinate a fashion show featuring the senior men and their moms and/or guardians. Chairs may choose to work with consultants and/or local retail establishments and vendors to help secure clothing, makeup, and hair styling for the fashion show. This may include several meetings with the model moms to discuss expectations and choose appropriate clothing for the show.
- Choose a theme for the Style Show with proper approval by the school President and Vice President of Advancement, which will be incorporated into all aspects of the event, including printed and written materials, publications, centerpieces and other decorations. Style Show chairs are responsible for ordering all printed materials for this event and for submitting all written information promoting the Style Show in school publications.
- Plan and host kick off for Style Show to generate enthusiasm and participation of senior students.
- Secure a venue for this event which can accommodate up to 500+ persons for a seated lunch, has an area for check-in, a reception, silent auction, and has room for a runway, along with dressing areas for all models. Work closely with the venue representative to select food and drink menu, and to plan seating layout and other details for the event.
- Assemble a committee to help with the Style Show and hold regular meetings throughout the year.
- Attend all Mothers’ Club meetings and events to promote the Style Show.
- Solicit items, along with Silent Auction Chairmen, for silent auction and raffle. These items may be purchased using donated funds or solicited directly from donors. They may be raffled individually or combined as part of a gift basket. Chairs may also choose to sell grab bags including smaller items, or any other vehicle to raise money to benefit the St. Thomas Scholarship Fund.
SELECTION COMMITTEE AND RATIFICATION PROCESS
Section 1. The Selection Committee will be made up of five graduating senior mothers plus the current Mothers’ Club President, the immediate Past President, the Club Moderator, the Staff Liaison, the school Principal and school President, for a total of eleven voting members.
Section 2. The current Executive Board, in cooperation with the past Mothers’ Club President, shall appoint the Selection Committee and announce them at the February general meeting.
Section 3. Nomination candidates shall be entertained from the following individuals: any St. Thomas Mothers’ Club member willing to self- nominate. Such candidate shall provide to the Selection Committee a completed application form along with a full resume of accomplishments both in the school and in the greater community. Applications will be considered in the following preferential order: 1) Mothers of current juniors who have no other sons who will enroll at St. Thomas during her term on the Executive Board; 2) Mothers of current juniors who have younger sons enrolled at St. Thomas; 3) Mothers of current sophomores who have an older son who attended St. Thomas for all four years of high school and graduated from St. Thomas; 4) All other St. Thomas mothers. The strong preference for Executive Board membership is the selection of applicants from the first category. In the event the Selection Committee must consider applicants from the other categories, the decision must be unanimous.
Section 4. The Selection Committee will slate one candidate for each of the five officer positions of the Executive Board.
Section 5. The immediate Past President shall be the facilitator of the Selection Committee.
Section 6. All final selections must be by unanimous vote of the Selection Committee.
Section 7. A woman may not serve consecutive terms as President, but may serve two consecutive terms in other officer positions. Any woman serving on the Executive Board may not serve on the Selection Committee if she nominates herself for consideration on the Executive Board for the following year.
Section 8. Ratification of the Slate of Officers of the Executive Board will take place at the April meeting and installation of these officers shall take place at the May luncheon.
Standing committees and positions are as follows and may be updated as needed by the Executive Board. Descriptions are found on the Mothers’ Club website.
Booster Club Liaison
Dance Chaperone Chair
Eagle Basket Chair
Senior Grade Chair
Junior Grade Chair
Sophomore Grade Chair
Freshman Grade Chair
Drama Guild Liaison
Eagle Angels Chair
“Moms in Prayer” Chair
Mentor Moms Chair
Eagles Treats Chair
Christmas Fund Chair
Music Guild Liaison
Speech Guild Liaison
Dads’ Club Liaison
Tom’s Moms Liaison
Social Events Chair
Section 1. The Mothers’ Club shall meet nine times during the school term on dates designated by the President in conjunction with the Executive Board and Club Moderator.
Section 2. The President may call special meetings of the Board as needed. A special meeting may also be called by the majority vote of board members present at any regular meeting.
Section 3. Twelve members, in addition to a majority of the Executive Board, shall constitute a quorum for any meeting of the Club.
Dues are part of each student’s registration fee, which is set by the Administration. The St. Thomas Business Office will collect the registration fee, however, the Mothers’ Club will be run as an expense of the school, not as its own separate entity. The Mothers’ Club Treasurer will submit ALL recommendations for deposit or disbursement to the school business office. The Mothers’ Club budget shall be managed to ensure a break-even profit and loss statement at each school year’s end.
These Bylaws shall be reviewed every January and may be altered, amended, or replaced by a majority vote at any meeting of the Mothers’ Club, provided that such changes were proposed at the previous meeting of the Club.