May 19, 2011

Dear St. Thomas More Community,

The Auction Steering Committee has been hard at work planning for next years auction and we

wanted to bring you abreast of the enhancements you’ll see beginning NOW! It was decided

that we will implement a Grade Based Volunteer schedule, each grade will be responsible for a

particular section of the auction and from those grades we’ll gather volunteers. For the

upcoming school year starting in August 2011, the 7th Grade (the current 6th Grade class) will

be responsible for Auction Chairs & Logistics. The upcoming 6th Grade (the current 5th Grade

class) will be responsible for Acquisitions...and so on. Please take some time and review the

changes and if you want to volunteer, please contact Patrick Haake at (816) 942-3572 or

patrickhaake@kc.rr.com.

Grade 8 - Clean Up This grade will be responsible for the cleanup of the auction the day after

the event. This will include providing sufficient manpower to clean and put the school back in a

presentable order for classes the next day.

Grade 7 – Auction Chairs & Logistics– This grade will be responsible for the overall auction. The

Auction Chairs will work closely with the Auction Steering Committee to develop theme, budget,

and major decisions. The Auction Chairs will schedule all meetings and be accountable for the

event.

Grade 6- Acquisitions- It will be the responsibility of this grade to solicit, collect, catalogue,

organize and setup the items donated for the auction. This grade will also be responsible for the

printing of the book. Solicitations, data entry, packaging, item pickup, item setup, sending out

tax letters. All of the above items fall under the Acquisition chair responsibility in addition to the

collection for lives auction items.

Grade 5 - Car Raffle - It will be the responsibility of this grade to work with the Auction Chairs

and Steering Committee to select and acquire the car. They are responsible to sell raffle tickets

for the drawing. This will include the selling of tickets at events and church as well as finding

parents from this grade to facilitate the above.

Sales coordinator, data entry coordinating with School for rewards/spirit days.

Grade 4 - Gathering Party’s – This grade will be responsible for the scheduling of all gathering

parties and well as recruiting of parents to host these parties.

Grade 3 - Food & Beverage - This grade will be responsible for the food and beverage

selection for the evening, to include coordinating with vendors maintaining a budget.

Grade 2- Auction Set Up / Checkout – It will be responsible for providing manpower and

personnel for the actual auction set up. This class will also be responsible for the manning of the

checkout station.

Grade 1- Invitations/ Reservations /Table closing – This grade is responsible for the design,

printing, and mailing, of the auction invitations as well as the reservations for the event.

Preschool/Kindergarten- Decorations- This grade will be responsible for the decorating of the

auction event.

Advertising and Underwriting - Advertising & Underwriting to enhance overall success of the

auction with direct underwriting and advertising of businesses and personals.

Treasurer- This individual will work with the Auction Chairs to maintain the books for the auction,

make sure all vendors are paid, and to provide real time information to the Auction Chairs

throughout the process and at completion.

VIP Coordinator- This is a new position that is evolved from our previous VIP Coordinator to

include the Parishioner of the Year, the School Parent(s) of the Year, but also work with the

Parish office to invite VIP guests at the Parish office’s discretion.

Volunteer List for 2011 Auction

8th Grade - Clean Up - NEED CHAIR PERSON

Logistics Chair - NEED CHAIR PERSON

6th Grade - Acquisitions - NEED CHAIR PERSON

NEED SECTION LEADS

5th Grade - Car Raffle - NEED CHAIR PERSON

NEED MASS VOLUNTEERS

NEED OFF SITE EVENT VOLUNTEERS

NEED VOLUNTEERS TO ASSIST CHAIRS

NEED VOLUNTEERS TO ASSIST CHAIRS

2nd Grade - Auction Setup/Clean Up - NEED CHAIR PERSON

NEED VOLUNTEERS TO ASSIST CHAIRS

1st Grade - Invitations/Reservations/Table Closing - NEED CHAIR PERSON

NEED VOLUNTEERS TO ASSIST CHAIRS

Preschool/Kindergarten - Decorations - NEED CHAIR PERSON

NEED VOLUNTEERS TO ASSIST CHAIRS

VIP Coordinator - TBD

If you want to volunteer for your particular grade(s) please contact Patrick Haake