Parents Club hosts the Sunday Coffee Hour on the second Sunday of each month during the school year. They are responsible for both the 8:30am and 10:30am masses. Each grade will be scheduled for hosting this event, which includes purchasing refreshments for Coffee Hour, setting up the Fitzgerald Room with those refreshments and also any clean up associated with this event.
You will need at least three volunteers per Mass to help with Coffee Hour. Volunteers for the 8:30am mass should start preparing coffee and setting up room at 8:30. Volunteers for the 10:30am mass should arrive by 10:30 to set up and start preparing fresh coffee.
A designated volunteer is responsible for purchasing the refreshments for Coffee Hour and all expenses will be reimbursed. The list for refreshments includes the following:
The volunteer purchasing refreshments is asked to stay within $100 for items purchased. All expenses will be reimbursed by Parents Club Treasurer the following Tuesday. Please keep all receipts for purchases as Treasurer needs that for reimbursement records.
Preparation
1) Organize and solidify volunteers from your class for Coffee Hour a few weeks in advance.
2) Pick up key from Parish Office for Fitzgerald Room by Friday before Coffee Hour. THIS IS VERY IMPORTANT TO GET THIS BEFORE YOU LEAVE FOR THE WEEKEND AS FITZ ROOM IS LOCKED OVER THE WEEKEND.
3) Pick up cabinet keys from the Parent's Club President by Friday. This is also very important as it has all the coffee needed for brewing Sunday.
4) Send out final reminder to your volunteers about Sunday.
5) Food & drink items can be purchased in advance from the grocery store. Doughnuts will need to be bought the morning of Coffee Hour. Please remember to keep all receipts for reimbursement.
6) On Sunday (morning of Coffee Hour), purchase 4 dozen doughnuts and arrive at Fitzgerald Room by 8:30 for setup.
1) Tables and chairs need to be set up upon arrival. If not visible, tables are usually kept in the storage closet on the southeast side of the room.
2) Start coffee by 8:30am and make as many pots as possible before the 8:30am mass is over. Be sure to brew both decaf and regular coffee and fill as many thermoses as you can. Thermoses can be found in the upper kitchen cabinets to the right of the sink.
3) Set out coffee cups, saucers, plates & juice/milk cups for Parishioners. All cups and glassware can be found in the large brown cabinets on the southwest side of the room.
4) Prepare food trays. Cut all doughnuts and any large muffins in half and place on serving trays. Keep in mind to leave some for 10:30 mass. Serving trays can be found in the lower cabinets to the right of the sink.
5) Put creamer in glass pours and set serving tables. Set out sugar and napkins as well. Sugar & napkins can be found in Parents Club Cabinet (in storage room, southeast side of Fitz Room).
6) Set out donation box at the start of the serving tables. This can be found in the Parents Club Cabinet in the back of the Fitzgerald Storage Room (southeast side of Fitz Room).
7) Once 8:30 Coffee Hour is over, please clean plates, cups, saucers for 10:30 Mass as we re-use this for the 10:30AM Coffee Hour. Glassware can be put in the dishwasher for cleaning. Follow instructions on front of dishwasher. The rest needs to be washed by hand and set up again in the Fitz Room for 10:30 Mass Coffee Hour.
8) Make sure the kitchen and Fitz Room are clean and ready for the Parishioners coming through after 10:30 Mass. Someone needs to stay on premise until the keys can be given to the crew coming in to cover the 10:30am Mass.
9) Make sure Repeat steps 2, 4 5, & 7 for setup for 10:30 Mass Coffee Hour.
1) After coffee hour has finished, clear all plates and garbage from tables. All plates, serving trays, silverware, cups & saucers need to be washed and put away. Wipe all tables and counters clean. Put coffee & donation basket in Parents Club Cabinet and lock up. Leave the Fitzgerald's Room in an orderly fashion. The tables remain out because the Spanish community has a coffee hour every Sunday after their services at 12:30pm.
2) Place all donations, receipts and coffee supply cabinet key in an envelope marked "Parent's Club Treasurer" and give it to Jan Johnsen in the school office on Monday.
3) Lock up Fitz Room & return the key to the Parish Office before leaving Church Sunday. The drop box for the Parish office is to the right of the Parish front door.