Bellarmine Guild Nomination Page
The Bellarmine Guild of Fairfield Prep
Welcome to the 2019-2020 Nominations Page of the Bellarmine Guild!
The Bellarmine Guild is fortunate to have a vibrant group of mothers and caregivers from a variety of backgrounds who volunteer their time, energy, and talents to the Fairfield Prep community. Being a board member is a great way get involved in your son’s school, meet fellow Prep moms, and come together as a school community to promote a positive and fun experience for all of us at Prep. Whether through our service projects, enrichment events, or social activities you can be part of this amazing group of women. There are many different levels of commitment, so if you are a working mother, please do not rule out this great opportunity.
Since its inception in 1942, the Bellarmine Guild has been a very important link between mothers and the school and we invite you to join us by nominating yourself (or a friend!) for a position on next year’s board. Nominations open March 8th, and will continue through 5:00pm on March 22nd. The Nominations Form and the details on how to nominate yourself and/or a friend (including moms/caregivers of incoming Freshman) for the 2019-2020 Board, as well as details regarding open positions and the associated responsibilities, are located on this page. It is IMPORTANT to note that you MUST nominate yourself/friend for THREE choices in order to be considered for a board position. Every effort is made to offer volunteers their first choice but in the event that we cannot accommodate your first choice, we need alternative choices so that we can place you on the board. If you have any questions, please contact our Nominations Chairs, Maureen Sawyer and Maria Martucci.
Overall Board Member Responsibilities
Officers and committee chairs shall serve a one-year term (unless otherwise specified in the position/committee description) commencing with the late May/early June board meeting immediately following the nomination period. The exceptions are the treasurer, communications chairs and nominations chairs, who serve two-year terms.
Aside from their specific responsibilities as outlined in the board position and committee descriptions, each committee shall also:
- prepare a report of its duties and procedures to be handed over to the current vice presidents at such time as decided by the executive board;
- attend monthly Guild board meetings, which will be held on the second Wednesday of each month from September until June or, in the event that they cannot attend, notify the presidents in advance and send qualified replacements if necessary;
- attend events sponsored by the Guild;
- vote on key issues;
- report regularly to the Guild and/or presidents;
- have fun and promote school spirit and pride.
- Vice Presidents (2)
- Treasurer (1)
- Recording Secretary (1)
- Staff Appreciation Committee (3)
- Freshman Representatives (2)
- Sophomore Representatives (2)
- Junior Representatives(2)
- Senior Representatives (2)
- Hospitality Committee (3)
- Nominating/Volunteer Coordinators (2)
- Fall Social Committee (4)
- Spring Fashion Show Committee (5)
- Enrichment Committee (3)
- Communications Committee (3)
- Spirituality Committee (2-3)
- Sunshine Coordinator (1)
- Spring Auction Liaison (1)
- Prep Pride Liaison (1)
- Photography Committee (2)
- "Prep 101" Coordinator
- Service Project Committee (2-3)
- Slide Show Coordinator
Vice Presidents (2) shall perform all duties and exercise all the powers of the presidents in case of their absence or disability. They will be members of the nominating committee. The vice presidents will be responsible for an annual mother/son event. The vice presidents shall review the bylaws annually and present any changes/additions at the February board meeting for approval. If no changes are necessary, that should be noted by the vice presidents and included in the minutes of the February meeting. The vice presidents are also responsible for collecting the event reports from all committees. This position serves a two-year term and requires year-round work with increased activity in September/October and January/February. The vice presidents succeed to the Presidency for the second year of their term.
Treasurer (1) shall act as a liaison between the board, the president of Prep's designated representative, and the Fairfield Prep business office, responsible for the receipt and transfer of funds from Guild events, petty cash disbursements, initiating purchase order requests and monitoring the monthly “account activity” report prepared by the business office for all Guild accounts. She shall receive notice of all credit card registrations for all events and work with the business office and committee chairs. The treasurer serves a two-year term and requires ongoing work over the course of the the school year and some work over the summer.
Recording Secretary (1) shall keep regular minutes of the proceedings of board and executive board meetings. Once approved, these records shall be available on the Guild web pages. In the absence of the recording secretary, the presidents shall appoint a temporary recording secretary. The recording secretary is required to attend all monthly board meetings.
Class Representatives . They shall be assigned event(s) to chair. While events may vary from year to year, typically freshman representatives (2) need to be available the day of the orientation day tour in late August. They may be given additional responsibilities including supporting other freshman/sophomore events throughout the year. They may also be asked to assist and support their class as requested by Prep. Generally, mothers may only serve for one term per son, unless the nominating committee is unable to fill the position, in which case, a mother may serve additional terms.
Class Representatives They shall be assigned event(s) to chair. While events may vary from year to year, typically sophomore representatives (2) will assist the class advisors with freshman/sophomore events, and will organize the parents holiday party, planning for which generally starts in September. They may be given additional responsibilities including supporting other events, and may be called upon to assist and support their class as requested by Prep. Generally, mothers may only serve for one term per son, unless the nominating committee is unable to fill the position, in which case, a mother may serve additional terms.
Class Representatives They shall be assigned event(s) to chair. While events may vary from year to year, typically junior representative (2) will assist class advisors with the junior dance, which is usually held in early December, and the senior prom, which is held in late May/early June. They also organize the senior mother/son communion breakfast, which is held in May and for which planning begins in March. They may be given additional responsibilities including supporting other events, and may be called upon to assist and support their class as requested by Prep. Generally, mothers may only serve for one term per son, unless the nominating committee is unable to fill the position, in which case, a mother may serve additional terms.
Class Representatives They shall be assigned event(s) to chair. While events may vary from year to year, typically senior representatives (2) will organize orientation day tours, planning for which begins in late July, and a senior mothers' spring dinner, planning for which occurs in two phases, in late summer/early fall and in spring. They will also assist class advisors with the junior prom, which is usually is held in May. They may be given additional responsibilities including supporting other events, and may be called upon to assist and support their class as requested by Prep. Generally, mothers may only serve for one term per son, unless the nominating committee is unable to fill the position, in which case, a mother may serve additional terms.
Hospitality Committee (3) will be responsible for refreshments for the welcome back coffee (held the first week of school), orientation day tours (held in late August), the open house for prospective students (held in early October), mothers’ masses (generally held in October, February, April), Bellarmine Enrichment events, organizing lunch for St. Ignatius School, Brooklyn Jesuits Prep students or other Nativity schools when they visit Prep, and other school events throughout the year as requested by Prep.
Nominating/Volunteer Coordinators (2) will serve two-year staggered terms, and:
- The nominating committee shall consist of the nominating coordinators and vice presidents.
- Will create and manage a database of volunteers provided to them by the presidents from the welcome back coffee (held the first week of school) and additional names collected from the Guild web pages throughout the year. Volunteers signing up through the web pages shall be shared with the appropriate committee chairs.
- A call for nominations for elected officers and committee chairs shall be made electronically by the nominating committee in February. The proposed slate of candidates will come from nominations electronically submitted to the committee by the entire Guild. The nominating committee shall present its proposed slate of candidates at the April board meeting.
- Subsequently, this slate of candidates shall be presented to the entire Guild for consideration as officers of the executive board and committee chairpersons for the following year. The entire Guild will be permitted to approve the slate electronically.
- Nominating committee shall also be responsible for filling any vacancies that arise during their term, with one exception. In the event a vacancy shall occur in the office of the president, a vice president shall succeed to the presidency for the balance of the term upon approval by the board.
Communications Committee (3) each shall serve two-year staggered terms. Shall be responsible for Guild communication of news and upcoming events to the Prep community. They shall also be responsible for set-up of online payment forms with the Prep business office and maintain Bellarmine Guild web pages with most current information (bylaws, minutes, events, etc.). These positions are full-year commitments. Generally August, September, October and early winter through spring are the busiest seasons.
Spirituality Committee (2-3) shall lead an opening prayer at board meetings, organize three mothers’ masses, organize monthly rosaries, and act as liaison to Prep’s chaplain and Prep's campus ministry. Masses take place in the fall, winter and spring, with planning starting a few weeks prior to each. Rosaries are once per month with planning taking place 1-2 weeks prior.
"Prep 101" Coordinator (1) will be responsible for creating a list of contact information for all incoming freshman mothers/female guardians. Will provide individual board members with a group of families with whom they will communicate throughout the year on board and school events. Additionally, they will create and send out monthly communications for the board members to send to their assigned families. This position requires preparation work early in the year and monthly emails.
Slide Show Coordinator (1) will put together a slide show of senior mothers and sons, which will be shown at the fashion show, the mother/son communion breakfast and the senior moms’ dinner. Pictures are collected from September to late February, with bulk of work on slide show creation in March/April.