THE HSC
PARENTs’ GUILD
HANDBOOK
HSC Parents’ Guild – 2
1 – HSC Parents’ Guild
Contents 1
Welcome Messages
2
Mission and Guiding Principals
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Committee
4
Roles
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Philanthropy and Volunteering
9
Financial Updates
10 Meeting Dates 10
Contacting the HSC Parents’ Guild HSC Parents’ Guild – 2
Welcome
from the pg Chair On behalf of the Parents’ Guild, it’s my pleasure to welcome you to the 2026-2027 school year, a truly special year as we celebrate 125 years of Hillfield Strathallan College. What a milestone! I’m honoured to serve as PG Chair during this historic anniversary. My name is Vani Balakrishnan. My younger daughter is in Senior School and has been part of the HSC community since Middle School. I’ve had the privilege of volunteering with the PG since she first started at the College. Through monthly meetings and helping at events, I’ve learned so much and built lasting friendships with other HSC parents. It’s truly a rewarding experience. Celebrating 125 Years Together This year gives us an extra reason to come together. As we mark 125 years of excellence, tradition, and community, the Parents’ Guild is excited to help create memorable events that honour our College’s history while building spirit for the future. It’s a wonderful opportunity to reflect on where we’ve come from and celebrate the vibrant HSC community we are today. Our Role The Parents’ Guild exists to build school spirit and raise funds that directly enhance our children’s educational experience. We bring families together through community events like Gently Used Uniform Sales, Monster Mash, Winterfest, and the Staff Appreciation Breakfast. Our goal this year is to nurture that vibrant spirit and ensure everything we do benefits our students, families, and faculty, especially as we celebrate this milestone year. You’re Part of the PG As an HSC family, you are automatically a member of the Parents’ Guild. We have parent volunteers across all four schools who are here to support you, answer questions, or connect you with the right person at the College. The strength of our community comes from parent involvement. Whether you have an hour a month or just want to share ideas, your contribution matters. Join us at meetings, volunteer at events, or simply connect with other families; every bit of participation helps turn good ideas into meaningful impact for our students. For those interested in volunteering or learning more, please reach out at: pg@hsc.on.ca. I’m honoured to serve as your PG Chair during this 125th anniversary year. I look forward to working alongside all HSC parents, new and returning, to make this a celebration to remember. Wishing you and your family a wonderful year ahead. Warmly, Vani Balakrishnan Vani Balakrishnan Parents’ Guild Chair, 2026 - 2027 pg@hsc.on.ca
1 – HSC Parents’ Guild
WELCOME
FROM THE ALUMNI RELATIONS OFFICER AND PG COLLEGE LIAISON Welcome to the 2026 - 2027 school year! I am thrilled to continue supporting the HSC Parents’ Guild as your main point of contact with the College. We are looking forward to a year of exciting community events, celebrations, and of course, plenty of coffee-fueled meetings. I’ll be working right alongside our PG Chair, Vani Balakrishnan, to ensure your experience with the College and wider HSC Community is as fulfilling as possible. This particular year feels even more momentous as we gear up to celebrate the College’s 125th anniversary! It’s not every day you get to blow out 125 candles, and we have some truly special events in the works to honour our history while looking ahead to the next century. Whether you’ve been part of the HSC family for decades or you’re just joining us, it’s a pretty spectacular time to be a part of this community. With a connection to the College that reaches back more than 30 years, my roles have evolved from student and alumna to parent, donor, and employee. It has been a true honour to witness our growth firsthand. While my roots here at HSC are deep, I am always energized by the way the College continues to innovate and stay focused on the future of our students. To keep you in the loop on everything the Parents’ Guild has in store, our PG Resource Board is available through our myHSC portal. It’s your one-stop shop for upcoming social events, volunteer opportunities, and details on our PG Executive team. Essentially everything you need to know to stay involved without having to rely on the “grapevine.” While we are here to support the College, our real mission is to build strong community connections across HSC while having some fun along the way. Alongside our current PG Chair, I am dedicated to making sure your time with the group is a positive one. If you’re ever looking for light bedtime reading, this Parents’ Guild Handbook is an excellent resource that outlines our operations and how we support the school community. If you have questions about the College, HSC philanthropy, or the Parents’ Guild, you can reach me at Bianca.Barton@ hsc.on.ca or 905-389-1367 Ext. 117. Alternatively, my door is always open, so please feel free to drop by my office, located in the Strathallan Building, one floor above the Campus Store. I look forward to a wonderful, vibrant, and historic school year with you and your family! Bianca Barton ’03 Alumni Relations Officer and Parents’ Guild College Liaison
HSC Parents’ Guild – 2
Mission
Guiding Principles
The HSC Parents’ Guild PG proudly supports our vibrant school community and provides opportunities to gather and enjoy time together. We plan and host events that build school spirit while raising funds that directly impact our children’s educational experience.
PURPOSE
The purpose of the HSC Parents’ Guild (PG) is to nurture a spirit of friendship and community at HSC and to assist the Advancement Office in raising funds to enhance the HSC learning environment. The PG has been created and exists at the discretion of the Board of Governors, which has delegated the oversight of the management of the PG and its activities to the Head of College and/or their designate, the Director of Advancement.
MEMBERSHIP
All parents and guardians with children enrolled at HSC are members of the Parents’ Guild. Quorum at meetings is defined as all those present. Each member of the Parents’ Guild is entitled to a single vote to be exercised at PG meetings on matters deemed to require a majority decision. Where possible, except in the election of PG Leadership, all efforts will be made to use consensus as a decision making tool.
PARENTS’ GUILD LEADERSHIP
The HSC Parents’ Guild requires leadership to ensure the delivery of their purpose in an effective and efficient manner. Members can self-nominate or nominate a fellow member through the online nominations process. The PG Leadership will work in partnership with the Advancement Office to facilitate their purpose to support a spirit of friendship and community at HSC and to assist in raising funds to enhance the HSC learning environment. This Parents’ Guild Executive will include the following positions: » » »
Chair Past-Chair Vice-Chair
The Executive will work closely with the Advancement Office to facilitate the day to day activities of the Parents’ Guild. The roles and responsibilities for each Executive position are outlined in the position descriptions document. All positions terms are for one year: July 1 to June 30. The Parents’ Guild appoint volunteers, dependent upon interest, each year, as school representatives from each of the Montessori, Junior, Middle and Senior Schools, each of whom shall serve as a School representative. There is also an opportunity to serve as the New Parent Chair, which focuses on integrating new families into our school community.
1 – HSC Parents’ Guild
Parents’ Guild Leadership 2026–2027 school year: Vani Balakrishnan CHAIR Shelly Aguiar Le VICE CHAIR Laurie Gatto PAST CHAIR Sarah Black ’03 Sunny Jiang Xiaoyu Li Shelley Zhang GENTLY USED UNIFORM SALES REPRESENTATIVES Ruby Brar | Senior Valentine Houdet | Middle Monica Bradshaw & Auburn Zizzo ’01 | Junior Heather Ritchie-Dwyer & Kevin Raposo | Montessori NEW PARENT REPRESENTATIVES Jane Donovan Leslie Mikhaiel Rashmi Sarkaria SOCIAL CONNECT REPRESENTATIVES Dina Gill Margaret Welykanycz STAFF APPRECIATION BREAKFAST REPRESENTATIVES Jessica de SA Mara Gomes CELEBRATIONS & DECOR REPRESENTATIVES Bianca Barton ’03 PARENTS’ GUILD COLLEGE LIAISON HSC Parents’ Guild – 4
CHAIR
Parents’ Guild Committee
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VICE CHAIR » » » » »
Roles and Responsibilities
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1 – HSC Parents’ Guild
Acts to build a spirit of community across the four schools. Works closely with the Office of Advancement to ensure the activities of the PG are aligned closely to those of the College. Participates with the Vice Chair and Past Chair in a discussion regarding fund allocation with the Head of College and Director of Advancement. Share in the role of representing the HSC PG at NISPA meetings with the Vice-Chair Calls, sets agendas and presides at all PG meetings. Provides overall leadership and support to all activities of the PG through a broad committee of volunteer parents. Is an advisory member of the Board of Trustees. Is an ex-officio member of all sub-committees of the PG. Leads the PG to assess progress against HSC’s Strategic Plan. Coordinates the impact of the Parents’ Guild friend and fundraising work through goal setting and performance review. Assists the Vice Chair and Past Chair as a leader within the PG to set goals and assess progress and performance. Attends the annual calendar meeting with the Chair to coordinate events for the next year and communicate space requirements to the School. Mentors and supports the Vice Chair, School Representatives, and Coordinators. The Chair takes the position of Past Chair in the following year, unless they are unavailable to serve or unless otherwise determined by the Head of College.
Acts to build a spirit of community across the four schools. Works closely with the Office of Advancement to ensure the activities of the PG are aligned closely to those of the College. Participates with the Chair and Past Chair in a discussion regarding fund allocation with the Head of College and Director of Advancement. Share in the role of representing the HSC PG at NISPA meetings with the Chair Coordinate friend and fundraising work of the PG with the Chair, Past Chair and PG volunteers. Co-Chairs an event and committee with the Past Chair on an annual or bi-annual fall event, i.e.; Winterfest or Monster Mash. Provides budgeting, organizational abilities, and year-end report to PG. Assists the Chair and Past Chair as a leader within the PG to set goals and assess progress and performance. Mentors the School Representatives and Coordinators by listening, sharing and coaching, welcomes new ideas and respects traditions. Assists in the preparation of a year-end report on PG activities. Attends the annual calendar meeting with the Chair to coordinate events for the next year and to communicate space requirements to
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the School. The Vice Chair takes the position of Chair in the following year, unless they are unavailable to serve or unless otherwise determined by the Head of College.
NEW PARENT REPRESENTATIVE »
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PAST CHAIR » » »
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Acts to build a spirit of community across the four schools. Works closely with the Advancement Office to ensure the activities of the PG align closely to those of HSC. Participates with the Chair and Vice Chair in a discussion regarding fund allocation with the Head of College and Director of Advancement. Co-Chairs an event committee with the Vice Chair on an annual or bi-annual fall event, i.e.; Winterfest or Monster Mash. Assists the Chair and Vice Chair as a leader within the PG to set goals and assess progress and performance. Provides continuity and context between the recent work/events of the Parents’ Guild and upcoming plans/ work. Mentors the Chair and Vice Chair. The Past Chair cannot continue in a Leadership Steering Committee role in the following year.
SOCIAL CONNECT REPRESENTATIVE » »
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○Organize, plan, and execute social events for active PG members. ○Supports the PG motto of friendship and community throughout social events, creating welcoming and open community spaces for all HSC families to enjoy. ○Supports PG initiatives through social events in order to welcome new parents, increase membership to the PG, and continue the overall goal of recruitment and retention. ○Offer a range of activities including but not limited to book clubs, hikes, paint nights, community coffee connections, and supporting local community events. ○Works alongside the HSC College Liaison to create and offer events that integrate parents from all four schools, and in particular cases, with faculty and staff. ○Offer events at various times of the day, including some evenings, in order to accommodate multiple family schedules and broaden the PG’s community connections. ○Mentors and assists a new representative in this role at the end of your term.
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○Supports HSC throughout the school year by assisting in the integration of new families into the College community ○The candidate is an active PG member, has knowledge of HSC, and has family experience with at least two schools ○Liaises with both Advancement and Admissions Departments to ensure combined efforts are streamlined and complementary ○Acts to ensure new families feel welcome, informed, and part of the HSC community, including those who join during the academic year ○Supports Admissions at open houses throughout the year to welcome prospective families ○Support Admissions in their welcome initiatives to incoming parents as needed throughout the year ○This position is a one-year term and can be held by the same candidate for two consecutive years ○Mentors and assists a new representative in this role at the end of your term
CELEBRATIONS AND DECOR REPRESENTATIVE »
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Support the PG by keeping the extended group up to date on any new days of significance that should be added to the calendar Organize, plan, and assist with finding volunteers to decorate for holidays and/or celebrations on campus Work alongside the PG leadership team to organize, catalogue, and source decorations for celebrations Works alongside the PG College Liaison and PG Executive to stay within budget for supplies/materials Supports College sustainability initiatives by purchasing reusable decorations where possible to minimize waste Captures photographs and videos of decorations to be shared on myHSC and HSC social media platforms Mentors and assists a new representative in this role toward the end of your term This position is a one-year term and can be held by the same candidate for two consecutive years. Candidates may be able to reapply if no other nominations are made
HSC Parents’ Guild – 5
GENTLY USED UNIFORM SALES REPRESENTATIVE » » »
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Collects, organizes and manages gently used uniforms donated by HSC families. Coordinates a team of PG volunteers to assist as needed for sales and maintenance of collection. Communicates, advertises and organizes sales during the year (HSC New Student Orientation Days prior to the academic year, and possible Spring sale). Works closely with the Campus Store to maintain Used Uniform Sales area, and ensure inventory needs are met throughout the academic year. Used Uniform Campus Store inventory must be created in September and physically removed from the Campus Store in June. Work with the Advancement department to ensure accuracy of revenue and expenses reporting at monthly PG meetings. Mentors and assists a new representative in this role at the end of your term. Actively works and coordinates Senior School volunteers and offer a program to gain volunteer hours. Coordinates with PG volunteers to keep the PG Used Uniform Portable in a clean and tidy condition, with clothing ready for monthly sales events This position is a one-year term and can be held by the same candidate for two consecutive years. Candidates may be able to reapply if no other nominations are made.
STAFF APPRECIATION BREAKFAST REPRESENTATIVE » » » »
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Support an event to express parent community gratitude for HSC Faculty and Staff. Chairs a sub-committee of PG volunteers Calls, sets agendas, and presides at all subcommittee meetings Plans and delivers event working in partnership with the HSC Advancement Office and the PG College Liaison and other involved involved departments. Provides budget, organizational abilities, and event-end report to PG.
6 – HSC Parents’ Guild
Philanthropy Hillfield Strathallan College is a “not-for-profit”. As a registered charity, our school can create tax receipts for our donors. Donations to Hillfield Strathallan College help create an enriched learning environment. Every gift to HSC is an investment in the potential of our exceptional students, and we are grateful for the financial support of our donors, parents, alumni and friends. Together we are providing students at Hillfield Strathallan College with the tools and opportunities to build their futures. We invite you to learn more about making a difference at Hillfield Strathallan College. For more information, please contact Bianca Barton ’03, Alumni Relations Officer and PG College Liaison at 905-389-1367 x:117 or email: bianca.barton@hsc.on.ca.
PARENTS’ GUILD FINANCIAL SUPPORT OF HSC Over the years that Parents’ Guild as a community has had a significant impact on the college with both time and treasure. As a not-for-profit, Hillfield Strathallan College is grateful to our generous donors and our community. The Parents’ Guild has great impact year over year on making a difference for our students and the community they live in every day during the school year.
VOLUNTEERING Volunteering at HSC is a long time tradition and a wonderful way to get connected with fellow parents and your child’s school community. Hillfield Strathallan College and the Parents’ Guild have many opportunities for volunteering throughout the school year. These events benefit the students and the school. Your time is treasure at HSC and can be as little as a few hours for one event, or a longer time commitment over a period of time such as a committee member.
OPPORTUNITIES: Ongoing................................................................................................... Event and school related administrative tasks Monthly.................................................................................................... Gently Used Uniform Sales October.................................................................................................... HSC’s 125th Birthday Celebration Ongoing................................................................................................... HSC Admissions Open Houses May.......................................................................................................... Spring Fair HSC Parents’ Guild – 2
Last two fiscal years presented by the PG FY 24/25 Revenue (Net Income)
$96,012
Monster Mash Gently Used Uniform Sales PG Linen Rentals
$62,987 $32,205 $820
Dispersals
$72,194
Middle School Capital Campaign (5y Pledge) Middle School Capital Campaign (1y Pledge) Middle & Senior School Portable Art Displays
$5,000 $50,109 $17,085
FY 25/26 Revenue (Net Income)
$79,167
Winterfest Gently Used Uniform Sales PG Linen Rentals
$38,272 $38,405 $1,490
Dispersals
$57,608
Senior School Affinity Groups (6 student groups, $500 each) $3,000 Middle School Capital Campaign (5y Pledge, final installment) $5,000 Middle School Capital Campaign (1y Pledge) $49,608
7 – HSC Parents’ Guild
Parents’ Guild Meeting Dates Parents’ Guild Meetings 2026-2027 | PG Room | Strathallan Building Tuesday, September 15, 2026 | 9:00 a.m. Wednesday, October 14, 2026 | 9:00 a.m. Thursday, November 12, 2026 | 9:00 a.m. Tuesday, January 12, 2027 | 9:00 a.m. Wednesday, February 10, 2027 | 9:00 a.m. Thursday, April 8, 2027 | 9:00 a.m. Wednesday, May 5, 2027 | 9:00 a.m. Meetings are held at 9:00 a.m. in the PG Room on the 3rd floor of the Strathallan Building, above the Campus Store.
Contacting the HSC Parents’ Guild Email: pg@hsc.on.ca COLLEGE LIAISON: Alumni Relations Officer and PG College Liason Bianca Barton ’03 E: bianca.barton@hsc.on.ca T: 905-389-1367 Ext. 117 ADMINISTRATION T: (905) 389-1367 hsc.on.ca Hillfield Strathallan College 299 Fennell Avenue West Hamilton, ON L9C 1G3
HSC Parents’ Guild – 7