Wales Street Primary School Fundraising & Social Events Committee (F.A.S.E) Purpose: The purpose of the F.A.S.E Committee is to: Raise much needed funds for Wales Street Primary school through a range of events and fundraising activities throughout the year and to Create opportunities for the school community (students, parents, carers, teachers and staff) to come together and connect with the school and each other to ensure the whole school community feels ownership and connection to the school and each other. Please note: This committee works within the parameters of the Wales Street Primary School Fundraising Policy No.2.5 Vision: For Wales Street P.S to be an inclusive, supportive and welcoming environment for all (parents, carers, students and staff) where people feel connected to the school and each other and where the whole school community contributes. Goals: 1. To raise approximately $55,000 each year for special projects by co-ordinating a range of fundraising events and activities throughout the year. 2. To encourage parents, carers, students, teachers and staff to be involved in the organising and running of the events and activities. 3. Provide at least 3 social events each year to enhance parents, carers and students connectedness with the school.
Membership The F.A.S.E Committee is a sub-committee of the Wales Street Primary School Council and has a representative of the School Council on the sub-committee who is the Convenor of the F.A.S.E Committee. School Council Fundraising & Events Comittee School After Care Facilities Finance Committee Policy and Strategic Planning Fete Working Group Members of the committee must be a parent or carer of a student currently attending Wales Street Primary School. The F.A.S.E committee will include no more than 10 members and all members will be involved in decision making. It is envisaged that each member will take on a specific portfolio and work with a team to achieve their roles. Anyone from the school community is able to attend meetings however does not have the right to vote. It is not expected that each person co-ordinating a portfolio does it on their own, it is envisioned that each person has a team of people supporting them to undertake the work and committee members support each other. Responsibilities: Each committee member must report back to the overall F.A.S.E Committee for final approval of purchases and decisions.
Committee positions/roles include: Convenor- this role facilitates the F.A.S.E Committee and reports back to School Council. Secretary: this role is responsible for sending out agenda s, writing minutes and communicating with F.A.S.E Committee members. Marketing & Promotion Co-ordinator-this role is responsible for the development of event flyers, promotion of all events and activities including writing content for school newsletters and external communication to the community. Finance Officer-this role is responsible for keeping records of all funds raised, assisting with the development of event budgets and liaising with the School Staff to reconcile funds Sponsorship and Donations Co-ordinator-this role is responsible for co-ordinating sponsorships and seeking donations including keeping all records of all sponsorship and donations received. Infrastructure Co-ordinator-this role is responsible for managing, maintaining and organising equipment such as BBQs, table and chairs to ensure it s safe and suitable and available for events and activities. Logistics & Risk Management Co-ordinator-this role is responsible for managing all logistics for events and activities including ensuring the venues and spaces used are suitable for the event, developing bump in and bump out schedules and undertaking risk assessments for each event and activity. Volunteer Co-ordinator-this role is responsible for overseeing the recruitment of volunteers. Product Fundraising Co-ordinator-this role is responsible for co-ordinating fundraising activities that are not events such as the Mango Drive. Fete Facilitator-this role facilitates the co-ordination of the Fete with a separate Fete Committee and reports back to the F.A.S.E Committee. The membership of the F.A.S.E committee will commit to: Attending all scheduled F.A.S.E Committee meetings Supporting each other within and outside of work areas Share all communications and information across all roles Make timely decisions and take action as required Communicate effectively
Members of the F.A.S.E Committee will expect: To be given reasonable time to make key decisions To be given support to undertake their roles To be alerted to potential risks and issues that could impact on any fundraising or social event, Open and honest discussions. Meetings: The F.A.S.E Committee with meet monthly with other meetings scheduled as required. All meetings will be chaired by (should it be the facilitator or should it rotate?) A meeting quorum will be 50% +1 of the current committee members (i.e if there are 10 committee members 6 members must be in attendance to make major decisions) Decisions are made by consensus (i.e. members are satisfied with the decision even though it may not be their first choice). Meeting agendas and minutes will be provided by the secretary, this includes: preparing agendas and supporting papers, preparing meeting notes and information. Meeting minutes will be approved by the F.A.S.E Committee before being submitted to school council. Meetings will be held monthly for 1.5 hours at various locations If required subgroup meetings will be arranged outside of these times at a time convenient to subgroup members. What does the money fund and where does it go? Fete Working Group: Due to its high workload, the Fete Working Group is a separate Committee who works solely on the Fete each year. The Fete Working Group is a sub group of the F.A.S.E Committee and has its own Term of Reference.
2014 Calendar of proposed annual events managed by the F.A.S.E Committee: MONTH EVENT OR ACTVITY Proposed Date KPI/Target 2014 February Welcome to and Welcome Back to CANCELLED 200 Families Wales Street Family Picnic March School Fete (Fundraiser and School 29 March $45,000 Community Celebration) April May Mother s Day/Special Persons Day Friday 9 May $1,000 Stall June Disco (Social Event & Fundraiser) Friday 20 June $1,000 July August Trivia/Games Night 16 August $5,000 September October Father s Day/Special Persons Day Stall School Production (alternate years) Working Bee 4 September $1,000 November Mango Drive November $1,000 State Election BBQ 29 November $500.00 December Christmas Market TBA $500.00 TOTAL FUNDRAISING TARGET $55,000 Please Note: Other unscheduled fundraising opportunities or school events and activities may be supported by the F.A.S.E Committee including: Music and Art Festivals Parent /Guardian Teacher Nights Student Run Conference Nights Election Day BBQ
F.A.S.E Committee Process and Procedures: Calendar of Events: A calendar of events is to be scheduled by September of each year for the following year. Committee members are encouraged to bring ideas for fundraising and social events to meetings for discussion and decisions. Each event or activity needs to have a clear purpose and objectives. Finances A proposed F.A.S.E budget including all proposed income and expenditure needs to be submitted in October each year to School Council for approval. A proposed budget for each event must also be developed. All expenditure must be approved by the F.A.S.E Committee before expenditure. Committee members may at times be required to use their own money to purchase goods which will then be reimbursed but the school by filling in a Reimbursement form. This form must be signed by the F.A.S.E Committee Convenor before being submitted to the school office and a copy given to the F.A.S.E Committee Finance Officer. Marketing and Promotion The dates of proposed activities need to be confirmed at least 6 months in advance and promoted to the school community at the start of each year as well as reminders throughout the year. Each event or activity should have at least a 6 week lead in time to ensure optimal promotion of the events and activities. Each event must have its own branded promotional material. The school website and Facebook page can be used to promote all events.