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St. Thomas Aquinas Catholic Parish

602 Everglade Drive
Madison, WI 53717
608 833-2600
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Singles Group

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Guidelines

 Event Chairs   Event Flyers   Bulletin Announcements   Officers   Chair   Vice Chair   Secretary   Treasurer

Committees   Publicist   Membership

Chairs of STA Singles Activities Events

Event Flyers

  • Once a time and date for the event has been determined and the details worked out, the first step is to create a flyer for the event. If you aren't able to create a flyer (if you don't have a computer, etc.), please ask a fellow member for assistance.

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  • Once the flyer has been created, stop by STA, or send via e-mail, and ask Parish Secretary Mary to make some copies of the flyer (ten are usually sufficient) for the singles table.

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  • The singles table is stored in the parish library. Post the original flyer on the board that accompanies the table. Place the flyer copies in the cabinet that is immediately to the left once you enter the library's west entrance (there are other singles materials stored in this cabinet).

  • The singles table is normally put out in the gathering area the first weekend of the month. Please have the flier ready for the first weekend of the month of the event (and the previous month if possible).

  • E-mail an electronic copy of the flyer to Jim for inclusion on the STA Singles Web site. In addition, send Jim a synopsis of the event (in HTML format if possible) for posting on the Web site. Where bulletin announcements need to be brief, include as much detail as possible for the web page.

Bulletin Announcements

  • Announcements for most singles events are placed in the Parish bulletin two weekends before the event takes place. The planning meeting agenda includes the date the bulletin announcement needs to be submitted by (the Monday before the weekend the announcement appears). This bulletin announcement should be e-mailed to Holly at STA and cc: Mary. If you wish, ask Tom to forward the announcement to nearby parishes and to The Catholic Herald.

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  • The singles event appears in the weekly parish calendar in the bulletin the weekend before the event occurs. Please e-mail or call Holly to remind her to include the event in the calendar by the Monday prior to the weekend the event appears in the calendar.

Authored: 07/07/03 FS
Revised: 11/02/03 FS, 01/07/04 JH, 07/05/04 DP
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Saint Thomas Aquinas Singles Group Officers Responsibilities

Chair

  • Create meeting agenda based on last meeting minutes (Word Document obtained from the Secretary).E-mail agenda to group participants at least two days prior to day of meeting. Also send a copy to the Webmaster.Make copies at STA of the agenda for distribution at the planning meeting.Contacts Parish Secretary to reserve meeting room and obtains key prior to day of meeting.Arrive a few minutes prior to meeting start time to open church doors and turn on lights.Facilitate discussion of meeting topics making sure all topics are covered and participants stay on topic.Turn off lights and locks church doors after meeting is completed.Work with Publicist Committee to include “Singles” articles for quarterly parish newsletter “Catch the Spirit.”
  • Work directly with designated STA Staff Member (Holly) to coordinate any singles' issues requiring parish staff's knowledge, involvement, and/or approval.

Vice Chair

  • Back-up the Chair in that position's duties.

Secretary

  • Take notes at the meetings to be used to develop meeting minutes.
  • Type meeting minutes using Microsoft Word.
  • E-mail meeting minutes to group participants, parish staff, and Webmaster within one week after meeting.
  • Keep past meeting minutes on computer disk or CD for reference.

Treasurer

  • Obtain and keep records of expenses for each event.
  • Update group's budget on a monthly basis.
  • Develop group's annual budget and submits it to the Parish Pastor for approval.

07/08/02
Revised: 11/29/03, 07/05/04 DP
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Saint Thomas Aquinas Singles Group Committee Responsibilities

Publicist Committee

  • Updates a Schedule of Events after each monthly meeting to be displayed on the Singles Table, and seek to synchronize the event list with the Web site.
  • Coordinates with Holly to have the Singles' Group Table set-up in the Gathering Area prior to the first 5:00 PM Saturday Mass of the month.
  • Collects photos from the past month's event and makes displays for the Singles' Group Table.
  • Collects photos from past events, and adds to the Web site “On-line Scrapbook.”
  • Places past months photo displays and one copy of each event's flier in a “scrapbook.”
  • Forwards potential new participants contact information forms to Membership Committee.
  • Maintains STA Singles Table and Web site with current information, as appropriate.
  • Author “Singles” article for quarterly parish newsletter “Catch the Spirit.”
  • Promotes the Singles and make known how to acquire information through bulletins, e-mail and the Web site.

Membership Committee

  • Promotes the Singles (Group) and make known how to register via paper forms (and through the Web site).
  • Call potential new members and answer questions about the Singles.
  • Collect personal information about new members (B-Days, address, phone numbers).
  • Be point of contact for potential new members.
  • Develop and maintain a Q&A about the Singles for placement on the Singles Web site.
  • Develop and update membership form for Singles table.
  • Maintain “active members” database.
  • Maintain e-mail list and send list updates to group.

Created: 11/12/03 FS
Revised: 11/29/03, 07/05/04 DP
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