Date Originated: 6/2014 Date Modified: 10/14, 7/15, 11/15, 5/16 *SMCWC Directory 2015-2016 CHRISTMAS ORNAMENT SALES COMMITTEE
PURPOSE:
“…shall assist the President in selecting a window for the ornament, request that the Spiritual Advisor complete a write-up on the window, get the original photo of the window from the Church office, work with a company that will prepare the ornaments, coordinate the sales of the ornament, promote the purchase [sale] of the ornament at Church events, keep a spread sheet of sales, deposit in the Club bank account in a timely way money that is collected and send a copy of each deposit slip to the Treasurer. (Article VII, Section 1, Standing Rules*)
Committee Structure: § “The Chairman shall be appointed by the President.” (Article VII, Section 1, Standing Rules*) § The President may request the presence of committee chairmen at any meeting. (Article VIII, Bylaws*) § The President and Committee Chair may appoint committee members.
Term Length: § The term of office shall be for one year with no limit on the number of terms that can be served. (Article VII, Section 1, Standing Rules*)
Job Responsibilities:
§ Meet with the President in June to choose the window or receive from the President in June the name of the window that has been chosen. (Refer to the Windows Chosen in the Past Section below. § Contact Pat Perkins, Director of Administration, (864-679-4109) in late June to get the original photography file and correct name for the windows. It will be e-mailed to you. § Contact Timothy Nielsen, Director of Christian Formation (864-679-4114) in late June and ask him to provide a small amount of text to be included on the certificate about the window chosen. § Select a company to make the ornament. o Desmark Industries, Inc. was used as the maker of ornaments from 2000 through 2010. (www.desmarkindustries.com, 530 Wellington Avenue, Cranston, RI 02910, Toll Free: 800.211.5863, Phone: 401.223.0252 Email: [email protected]) o D’Ore Ornament Designs was used from 2011 - 2015. (Sue Sleboda at [email protected],171 Whipple Road, Smithfield, RI 02917, 401-231-3524). (Sue worked with Desmark prior to starting her own company in 2011. She had been the Club’s contact prior to 2011 when she was with Desmark, so the Club went with her.) The quality of the 2014 and 2015 Ornaments made by D’Ore were very disappointing. The company was not cooperative in correcting the problems. o It is suggested that Desmark be contacted before giving more business to D’Ore. § Review the company’s web page. Contact the company of choice and introduce yourself. Provide a picture of the window and information about it. § Negotiate the price for the ornaments according to the size of the ornament and where the price breaks are in terms of the number ordered, 200, 250 or 300, and packaging (such as 3 ¼” digitial push back in a green box with gold ribbon and certificate). § Three hundred (300) ornaments were ordered in 2013 at a cost of $8.50 each including packaging (25 cents less than last year) plus shipping, totaling $2,550. Three hundred were ordered in 2014 for a total of $2,672.81, a cost of $8.75 each including packaging with $47.81 postage. Three hundred were ordered in Aug. 2015 at the same a cost as the previous year of
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Date Originated: 6/2014 Date Modified: 10/14, 7/15, 11/15, 5/16 *SMCWC Directory 2015-2016 $2,672.81, which included packaging plus shipping. Ornaments were sold for $16.00 each in 2014 and 2015. § Find out if there is an extra charge to have an extra line of embossing put on the ornament with the name of the window. This was done at no charge in 2013-14. § Have the company quote the cost of the ornament, the certificate placed under the ornament in the box, the box, taxes and delivery cost. Decide if certificates will be numbered. Give the estimate to the President. • Get on the agenda of the first Board Meeting; get approval from the Board for the cost. Ornaments will need to be paid for soon after the order is given, usually within 30 days. • Order the Ornaments. Determine to whom the ornaments should be mailed and send the address to the vendor. § Receive the ornaments from Vendor. Confirm the number of ornaments that were received. Give the invoice to the President who will approve the expenditure and forward it to the Treasurer. § Work with the President and Corresponding Secretary to develop a pre-order form. (Refer to the “Example Order Form” section below.) § On the form, list a number of places where the ornaments can be picked up, i.e. the bake sale, KC Breakfasts, outside Msgr. Gwynn Room in SHH on Sundays and events of SMCWC. § Sell ornaments anywhere you can: 90% of the sales came from "Event Sales" rather than through the pre-order form in the e-bulletin. § Receive from the former Chair of the Ornament Committee any left-over ornaments from previous years and any visual (s) that could be helpful in advertising the ornament. § Determine a book keeping method: data base, handwritten ledger or other. Always keep a running total of number of ornaments sold and the dollar amounts for reporting to the Board each month. § Receive the ornaments from the vendor the makes the ornament. § Develop a method to keep up with who has paid for an ornament and if it has been picked up. One method is to put each ornament in a baggie, attach the purchaser’s name and address on it; then alphabetize them. This makes seeing who hasn’t picked up an ornament easy. § Promptly give all checks and/or cash to the Treasurer for deposit to the SMCWC Bank account. The Treasurer may ask you on occasion to make a deposit. If so, make a copy/keep a record of all money, cash or check, received with the name of person from whom it was received and return the deposit slip to the Treasurer. § Be available to sell ornaments at events, meetings, school functions – everywhere to anyone! § Set up and man a table during the Knight’s Breakfasts and the Bake Sale for the purpose of selling ornaments. As Chair, you will be responsible for monitoring the table or having a representative monitor the table and direct ornament sales after the Saturday Mass and all English Masses on Sunday. Additionally, you may be asked to display and sell the Christmas Cards from the Office of Ethnic Minorities and Club note cards. § Promote the ornament using the phrase “This is a Charitable Event Fund Raiser by the St. Mary's Women's Club. Profits will be given to deserving beneficiaries." § Provide a summary report to the Board by the end of December on Ornament Sales and an inventory of ornaments and cards not sold . § Keep all ornaments in your possession until the end of the fiscal year, when they will be passed to the next incoming chair.
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Date Originated: 6/2014 Date Modified: 10/14, 7/15, 11/15, 5/16 *SMCWC Directory 2015-2016
Windows Chosen in the Past Series Year Window Name 1 2001 150 Anniversary of St. Mary’s Church 2 2002 The Nativity 3 2003 Blessed Virgin Mary Holding Christ Child 4 2004 Our Lady of Sorrows 5 2005 Our Lady of Lourdes 6 2006 St. Cecilia 7 2007 Our Lady of Guadalupe 8 2008 Our Lady of Prompt Succor 9 2009 The Annunciation 10 2010 The Ascension of Our Lord 11 2011 God Has Given His Angels Charge Over Thee 12 2012 He That Shall Receive One Little Chile in My Name Receiveth Me 13 2013 Our Lady of Fatima 14 2014 Ora et Labora – Prayer and Labor 15 2015 Our Lady of Mercy
What would you like for the Committee to do/to accomplish during your term of service?
Short Term Goals (
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Date Originated: 6/2014 Date Modified: 10/14, 7/15, 11/15, 5/16 *SMCWC Directory 2015-2016
Example Order Form: The PDF file is available from the Corresponding Secretary.
St. Mary’s Catholic Women’s Club Greenville, SC 20__ Ornament Information and Order Form
Window Name: “______” (Engraved on backside of ornament) Window Location: The window on the______after entering the church from Washington St. Ornament Size: 3.25” x 2” Gold Plated Frame (or variation)
Profit from ornament sales will be disbursed to various Catholic charities at the end of the Club’s year in May . . . . . Thank you for your continued support of our Mission to serve the church and our community . . . . . Ornament Picture Ornaments may be picked up at the SMCWC’s Christmas Bake Sale after all English Masses on December 6- 7, 2014, in the Macalka Dining Room, Pazdan Hall...... For SMCWC membership information, contact Pat Webb at
Keep For your Record: Number of Ornaments Ordered@ $15.00 each = ______Date:____Paid by check cash
Cut along dotted line below and submit order form with payment ------2014 ORNAMENT ORDER FORM PLEASE PRINT CLEARLY: Name:______Phone:______E-Mail Address______Number of Ornaments @ $15.00 each: ______Amount Enclosed $______Make check payable to: St. Mary’s Catholic Women’s Club Mail to: Name and address of contact person For More Information Contact …provide e-mail address and phone number ------
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Date Originated: 6/2014 Date Modified: 10/14, 7/15, 11/15, 5/16 *SMCWC Directory 2015-2016
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