Parents' Guild

Nominations are now closed. To learn more about the duties of these positions, click the tab below.

In the spring, the Parents' Guild looks for volunteers to fill Executive Board positions of the Parents’ Guild for the following year. It is most rewarding to serve on the Board as an Officer or Committee Member. You can make a difference in your daughter’s experience at Villa, meet new friends, and interact directly with school administration.

The Parents' Guild of Villa Joseph Marie exists to foster, promote, and encourage the social, financial, and educational activities of Villa and to foster communication between the school and parents. Our goal is to engage the parent community in becoming involved in Parents’ Guild-sponsored initiatives and events to enrich and enhance the school environment through social activities and fundraising events that promote school spirit.

Scroll down to view the duties of each Executive Board position.

Officers of the Guild

President (Officer)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The President shall:
  • A. Preside at all meetings. In the absence of the President, the First Vice President shall preside, followed by the Second Vice President if necessary. The presiding Officer shall have the power to discharge the duties of the office of President.
  • B. Be an ex-officio member of all committees of the “Guild”.
  • C. Plan the agenda for each Board and Membership meeting.
  • D. Assist each officer to carry out his/her responsibilities.
  • E. Communicate with the school president and school principal to assure the information of mutual interest is conveyed.
  • F. Sign checks in the absence of the Treasurer.
  • G. Review all correspondence before being sent out on behalf of the “Guild” via mail, email or website.
  • H. Appoint Special committees, as necessary.

Past President (Officer)

• Assist at all “Guild” and school functions as requested. The following itemizes specific responsibilities although this list is not all inclusive. The Past President shall:
  • A. Serve in an advisory capacity.
  • B. Attend “Guild” Executive Board meetings.

First Vice President (Officer)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The First Vice President shall:
  • A. Fulfill President’s duties in their absence.
  • B. Be the liaison between the Guild and Main Office for all requests.
  • C. Coordinate all fundraising activities of the Guild.
  • D. Manage the Guild’s database working in conjunction with the School Administrative Assistant to the President and Principal.
  • E. Share the responsibility for coordinating all Guild Membership meetings.
  • F. Be responsible for collecting a written and electronic report at the end of each fundraising event and disseminate to subsequent school year’s Committee.
  • Coordinate all Class Representatives.

Second Vice President (Officer)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Second Vice President shall:
  • A. Fulfill Presidential duties in the absence of the President and First Vice President.
  • B. Coordinate all student spirit days or special student event days.
  • C. Assist the First Vice President with the responsibility for coordinating all “Guild” Membership meetings (e.g. arranging events, speakers, etc.).
  • D. Be responsible for collecting a written and electronic report at the end of each event.

Treasurer (Officer)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Treasurer shall:
  • A. Receive all funds due the Guild including, but not limited to, donations, dues, fund raising monies, etc. and deposit same in a designated depository.
  • B. Act as custodian of funds and perform all banking activities of the Guild.
  • C. Prepare monthly bank reconciliations.
  • D. Provide for payment of all bills and obligations of the Guild by check and/or credit card.
  • E. Provide a written and oral financial report of the receipts and expenditures at each Executive Board meeting.
  • F. Provide a summary report to the membership each month.
  • G. Provide Newsletter Editor with a summary of revenue and expenditures for each newsletter.
  • H. Prepare an annual budget to be reviewed with the Board at the August Planning meeting.
  • I. Provide a detailed budget for each committee and activity. Reviews budget with committee at kick-off meeting for each event.
  • J. Review all invoices and receipts submitted for payment reimbursement to ensure each request is in compliance with Guild policies. Pay all bills and disburse funds as authorized by the Executive Board. All payments in excess of $1,000 must have the approval of the President, Treasurer or School Business Manager.
  • K. Submit all requested/required financial information to the School Business Manager as needed throughout the year and for the year-end audit.
  • L. Oversight of Assistant Treasurer and campus store finances and activities.

Assistant Treasurer (Officer)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Assistant Treasurer shall:
  • A. Attend fundraising events to assist with finances such as the Mother-Daughter Tea.
  • B. Assist campus store finance functions.
  • C. Assist the Treasurer in receiving and processing funds due the “Guild”.

Recording Secretary (Officer)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Recording Secretary shall:
  • A. Keep all records of the “Guild”.
  • B. Record or cause to be recorded all minutes of meetings of the “Guild” and provide the minutes of the previous meeting in advance of the monthly Executive Board meeting in electronic format.
  • C. Keep a signed and dated copy of the Constitution and By-Laws in a file and add amendments as they are voted upon by “Guild” Executive Board and approved by the School Administration.
  • D. Keep a current continuous list of all approved actions or motions of the “Guild” in the minutes file for reference.

Communications Liaison (Officer)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Corresponding Secretary shall:
  • A. Be the communication link between the Guild and General Membership including but not limited to oversight of the Guild email account.
  • B. Send notices for all General Membership and Executive Board meetings and conduct all necessary correspondence for the Guild. This correspondence shall include communications with the membership at large and with the Executive Board in both written and electronic format. Special communications on specific projects may be sent directly by committees if necessary.
  • C. Attend to the official correspondence of the Guild including but not limited to gestures of appreciation and sympathy on behalf of the Guild.
  • D. Be responsible for soliciting information about guild-related current events or activities, and items of interest to Villa families in a format to be distributed as needed via a link in the school’s communication or through the Parents’ Guild email.
  • E. Coordinate all Parents’ Guild webpage modifications including, but not limited to: - Content and format design of Guild pages - Forms and links for Guild events - Coordinate posting of Parents’ Guild Communication and web page modifications with the School Director of Communications once approved by the Parents’ Guild President.
     

Guild Committees

Campus Store (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Campus Store Committee shall:
  • A. Be responsible for the sales and purchases of items for the school store.
  • B. Be responsible for inventory, ordering and finances related to school store.
  • C. Coordinate preorder sales for incoming freshman, special orders at any time deemed necessary.
  • D. Provide coverage for hours of operation during school and at “Guild” or special school events (e.g., Back-to-School Night, Open Houses, General Membership meetings, etc).
  • E. Prepare donation of school store items to various groups as needed.

Freshman Representatives (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Freshman Committee Representatives shall:
  • Coordinate the December “Guild” Christmas meeting.

Sophomore Representatives (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Sophomore Committee Representatives shall:
  • A. Coordinate and serve as active members of Mother-Daughter Tea Committee.
  • B. Coordinate and execute the Freshman Meet and Greet/Potluck Picnic.

Junior Representatives (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Junior Committee Representatives shall:
  • A. Coordinate Baccalaureate Dinner.
  • B. Assist incoming President with coordination and implementation of Graduation, including attending the event.

Senior Representatives (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Senior Committee Representatives shall:
  • Coordinate Ring Day.

Alumnae Representatives (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Alumnae Committee Representatives shall:
  • A. Coordinate Back-to-School Night hospitality coverage.
  • B. Coordinate Alumnae Yearbook Party.

Fathers’ Club Co-Chairs (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Fathers’ Club Co-Chair(s) shall:
  • A. Help with coordinating parking and security at various events such as plays, sporting events and graduation.
  • B. Provide support for Spring Spirit Day.
  • C. Plan and coordinate social events for Fathers.

Hospitality (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Hospitality Committee shall:
  • A. Be responsible for planning, purchasing, and serving refreshments for certain school-sponsored events and “Guild-sponsored” events (e.g., Back-to-School Night, Open Houses, General Membership meetings, Christmas Social, etc).

Mother-Daughter Tea Co-Chairs (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Mother-Daughter Tea Co-Chairs shall:
  • A. Oversee all committee activities in accordance with the “Mother-Daughter Tea Planning Guidelines.”
  • B. Invite “Guild” President, First Vice President and Treasurer to attend all Tea committee meetings.
  • C. Keep “Guild” President and First Vice President apprised of all decisions/planning.
  • D. Prior year’s co-chairs shall serve in an advisory capacity to new co-chairs.

Social Events Chairperson (Committee)

• Attend all “Guild” Executive Board and General Membership meetings.
• Assist at all “Guild” and school functions as requested.
• The following itemizes specific responsibilities although this list is not all inclusive. The Ways and Means Committee shall:
  • A. Coordinate Social Events Committee composed of volunteers from the Executive Board and parent  community.  This committee will plan events that offer opportunity for social interaction and community building throughout the year.
  • B. Provide information to Executive Board at monthly meetings with updates on activities.
  • C. Be responsible for the 50/50 and raffle at “Guild” events when necessary. Provide support for Guild events if needed.
  • D. Provide annual summary report in electronic format.

The Parents' Guild is involved with many activities during the school year. We rely on current Parents' Guild committee members and volunteers to help organize and work all of the events sponsored by the Parents' Guild as well as other school-sponsored activities.

If you are interested in volunteering for Guild-sponsored events, please complete this online form.

Important Note: For the safety of our students, all parent volunteers who will have direct contact with students must acquire certain clearances before being permitted to volunteer at Villa Joseph Marie. Please see Volunteer Clearances for more information.

If you have any questions regarding the Parents' Guild, please contact the Parents’ Guild at vjmparentsguild@vjmhs.org.