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PFC Board Positions

PFC Board Position Descriptions

Ways and Means Committees                                                                                                               

 

Jaguar Fund
Time Commitment:           60 hours
Busiest Times of Year:      Before and after Kick-Off
Prepare communications to incoming Kindergarten families, E-news articles, and other letters.  Develop a school-wide marketing/advertising plan and flyers. Represent Jaguar Fund at Jaguar day.  In coordination with the Treasurer and/or Financial Secretary, collect and process accompanying payments (cash, check, credit cards).  Prepare lists of students who have paid for emergency kits for emergency preparedness chair. Collect Jaguar Fund forms throughout the school year and prepare weekly deposits.  Follow-up and verify corporate matches.


Read-A-Thon

Time Commitment:           60 hours

Busiest Time of Year:        October through December

Develop theme and pick prizes.  Prepare and order envelope packets.  Prepare communication to be sent school wide.  Get volunteers.  Prepare signage and prize boards.  Present to student body at lunch.  Distribute packets.  Hold raffle during RAT.  Collect packets and distribute prizes at end of RAT.  Announce winners. Reconcile contents of packets and prepare deposits for Financial Sec.  Hold end of RAT parties.

 

Walk-A-Thon

Time Commitment:           60 hours

Busiest Time of Year:        January through April 

Develop theme and pick prizes.  Prepare communication to be sent school wide.  Get volunteers.  Prepare signage and prize boards.  Present to student body at lunch.  Run the Walk-A-Thon event. Announce winners and distribute prizes. Reconcile and prepare deposits for Financial Secretary.  


Book Fair 
Time Commitment: 2 hours a week one month before Book Fair opens. 4-6 hours per day while 
Book Fair is on campus. 
Busiest Times of Year:  September - November, assuming Book Fair is in the fall
Work at Jaguar day hosting a table; attend PFC meetings before, during and after Book Fair; Coordinate marketing, administration and volunteers for Book Fair.  Work with Scholastic Book Fair rep to schedule fair; coordinate evening family event during week; schedule teacher and volunteer preview Days with the help of our Scholastic Rep.

Auction:
The Auction is a year-long project.  At the beginning, the commitment includes meeting with the team and attending PFC meetings.  January through Auction day the team meets weekly/daily.  Most meetings can take place during school hours, but some are held during the evenings to accommodate working parents as well.

Auction Lead
The Auction Lead creates forecast of event (Live and/or Online), creates budget and submits to Treasurer, tracks and enters all expenses into budget, collects and deposits all monies up until Auction night, coordinates communications and team meeting calendar, project manages the Auction timeline, troubleshoots, serves as liaison to PFC president, attends and provides updates to PFC meetings, assists coordinators in daily to-do's, inputs all registrations into database, determines and implements pricing methodology, and facilitates team meetings.
 
Donations Chair
Holds regular Donations team meetings to discuss strategies, areas of concerns, etc.  Meets one year prior to event to review items that sold at or above value price.  Determines donations strategy by each category, determines donations cut-off date and communicates to the team and manage team accordingly.  Communicates strategy to each team and solicits donations prior to Q4, of the year prior.  Works with closing team lead to get database ready for new auction year.  As items come in, enters into database to include description of each item.  Leads and trains team on database.  Keeps all items organized until hand-off meeting with Closing Lead.  Interfaces with Communications team to establish donations form, program, donations solicitation letters, etc.  Interfaces with Auction Chair by providing weekly updates on donations values (input into forecast).  Solicits donations where necessary.
 
Party Chair
Meets with own Party team to discuss strategies and implementations.  Responsible for all aspects of event planning and logistics, including:  location, meal selection, invitations, ticket sales, RSVPs, entertainment, auctioneer, raffles, decorations, paddles, seating, registration, audio/visual needs, communications, and slideshow.  Works together with rest of Auction team and pitches in where needed. 
 
Communications Chair
Updates various forms based on last years usage and current years theme.  Updates and maintains auction pages on website to insure information stays in sync with print and email communications being distributed.   Creates or helps solicit logo design and creation.  Responsible for writing/updating and creating and distribution of all marketing materials including:  flyers, emails, promotional posters, auction banner either using school copy machines, MDUSD print shop and/or outside printing vendors.   Interfaces with Auction Chair on communications timeline and timely communications submittals.  
May assist Party team to create table event night, place cards, table signs, raffle tickets and other event signage.  May assist Donations team in writing/updating donations solicitations letters and forms.  Write catalog descriptions for Live auction items and assist with writing non-donation parts of catalog.  Work with Donations and Lead to prepare catalog to include, formatting, and proofing.
 
Closing Chair
Responsible for all aspects of the closing/back office at the Auction including:  printing and formatting all types of bid sheets.  Recruit, schedule and train all event night volunteers on the software and closing processes.   Manage all back office volunteers and tasks during Auction night.   Generally has an additional person on the team who assists with volunteer coordination and recruitment. Acquire auction night supplies and coordinate acquiring of printers and laptops for use auction night (usually people's personal computers).  Prepare Auction "Item Bins"  & "Bidder Bins" and participate in "Handoff" process of transferring all auction items from Donations Team to Closing Team for event night.  Prepare for post-auction Red Tag Sale and preparation of materials.  Assist with distribution of purchased items post auction.   
 
Activities and Programs Committees                                                                                                    

 

Art Awareness

Time Commitment:             8 hours the first month of school, then 3 hours per month

Busiest Times of Year:      Beginning and end of school year.

Set up overall art schedule for all classes before Jaguar Day. Coordinate and orient Art Awareness parent volunteers. Answer all questions throughout the year. Order and maintain art supplies while managing overall budget.  

Art Show

Time Commitment:            

Busiest Times of Year:        March or April (depending on art show date)

Coordinate Walnut Acres Art Show.  Works with Art Awareness Coordinators, volunteers and teachers to plan and execute the transformation of the Multi Use room into a Museum showcasing artwork from all grades and individuals at Walnut Acres.  This is a one day event with a day for set-up and a follow-up day to take down.   

 
International Festival

Time Commitment:            

Busiest Times of Year:        January - March

Plan, advertise and coordinate this community-building event.  Recruit families to host tables at the festival. Manage the committee and the event budget. 

 

Community Service Drives

Time Commitment:             40 hours total annually

Busiest Times of Year:        December, March, May

Coordinate several community service events throughout the year, including a toy and clothing drive in December,  food drive in March, the Darcie Jones Book Drive in May, and a charity bake sale at the Open House Festival.


Community Service Day - A Community Event Sponsored by the City of Walnut Creek
Two Positions to fill: Project Leader + Assistant
Time Commitment: 15-20 hours total
Busiest Times of Year: September & October to collect supplies and recruit volunteers, and Community Service Day, Sat. in October, 8 am-1 pm.
Jobs include meeting with school staff in the spring to determine 1-3 projects, and who might be involved (like students). In May, once projects are confirmed, file permits with MDUSD. Work with Student Council for financial donation for project supplies. August-Sept.: Recruit Boy Scouts, Girl Scouts, Student Council, and Class Parent Leads from each grade. Advertise for event. The day before, the Project Leader picks up the city provided t-shirts, snacks, and water and sign in lists.Oversee the event itself at Walnut Acres Elementary.


After School Enrichment Programs

Time Commitment:             20 hours per session (2 or 3 sessions per year)

Busiest Times of Year       Before and during registration process for classes

Coordinating after school enrichment classes arranged by the PFC to provide hands-on experiences for the students of the school.  Responsibilities include researching programs, contacting instructors, scheduling classes, building class schedule and obtaining room permits, advertising the classes on Konstella, and ensuring all contracts are signed and contractors meet insurance requirements. After School Enrichment also includes 2-3 CUYT (Curtains Up Youth Theatre) productions per year. 


Ice Cream Social

Time Commitment:             10 hours

Busiest Times of Year:        August and September

Coordinate a fun, free community building event for the entire Walnut Acres community early in the fall.  Solicit ice cream topping donations as well as signing up parents to volunteer at the event. Coordinate with the Walnut Acres Children's Center, who donates the ice cream. 
 
Library
Time Commitment:             10 hours 
Busiest Times oYear:        August and September
Coordinate parent volunteers to work in the Walnut Acres library during the year. Train new volunteers with the help of the librarian.  Assign shelving to be maintained by the volunteers. Manage a volunteer calendar on the website, and other useful information.  Manage other projects as needed or determined by librarian.   Liaison between the librarian and the volunteers.
 

Open House Festival

Time Commitment:             10 hours

Busiest Times of Year:        April and May

Coordinate a fun community building event for the entire Walnut Acres community in the spring, before the classrooms open for Open House. Organize a dinner, entertainment, and coordinate with our Community Service chair to host a charity bake sale. 

 

Science Fair

Time Commitment:             30 hours total

Busiest Times of Year:        December - February

Coordinate every aspect of the Walnut Acres Science Fair.  Communicate project and fair details to students, teachers and families, arrange for kick-off visit from Professor Whizbang, accept science fair proposals as well as orders for presentation boards, deliver presentation boards, order award certificates and participant ribbons, recruit volunteers to work in various capacities at the fair, schedule and oversee judging, set up and clean up of fair.  Enter winners in MDUSD fair.


Social: Back to School Coffee & PFC Holiday Party 

Time Commitment:             20 hours total

Busiest Times of Year:        August, December and May

Coordinate the Back to School Coffee on the first day of school, including finding donors to provide the pastries and coffee.  Plan, and find someone to host the PFC Holiday Party.  Arrange for volunteers to bring food and beverages.  Send out invitations to the parties.

 

Sustainability Coordinator
Time Commitment: 1-2 hours a week
Busiest Time of Year: September-October
Coordinate with PFC event committees to reduce trash waste at all WA events. Coordinate with room parents and faculty to reduce trash waste in classroom events and field trips. Prepare communication to be sent school wide. Work with WA Recycle Club coordinator and student members to educate faculty, parents and student body on improving WA sustainability.

Drive Thru

Time Commitment:             1-2 hours per month

Busiest Times of Year:       September, then on-going

Recruit for drive thru volunteers by grade level each monthEstablish a volunteer schedule in Konstella. Advertise for volunteers in Enews. Send Drive Thru safety reminders as necessary. 

 

Emergency Preparedness

Time Commitment:             1-2 hours per month

Busiest Times of Year:        August and September

Coordinate selling and assembling of PFC Emergency Food Kits for students, and coordinate delivery to classrooms.  Communicate emergency preparedness information via e mail. Work with the school principal to update emergency site documents / plan and emergency response procedures, work with other PFC chairs to switch out and restock water supply in classrooms.  Maintain Disaster Shed, teacher backpacks, Nurse’s Office and MUR emergency storage cans as needed. 

 

Teacher Appreciation

Time Commitment:             10 hours at beginning of year, then 2 hours per month

Busiest Times of Year       August and May

Coordinate Teacher Appreciation Week events via the room parents, Plan and arrange for several teacher luncheons throughout the year, decorate staff tables on teacher appreciation luncheon days, send e mail reminders to parents who have volunteered to bring food for luncheons and clean up staff room after luncheons.  Work with PFC president, VP of Activities and Social Chair for any special events when bakers may be needed. 

  

Spirit Wear

Time Commitment:             30+ hours

Busiest Times of Year:        May and June for design and ordering, August and September for Jaguar Day and back orders.

Be creative in designing our school spirit wear, analyze previous years’ orders to determine how much apparel to order.  Together with the PFC President and the VP of Activities, decide on design logo for the school with the help of an artist provided by the vendor.  Sell spirit wear at Walnut Acres Ice Cream Social and a few other Walnut Acres spirit events. 

 

Yearbook

Time Commitment:             3 hours a month

Busiest Times of Year:        On-going

Design format of yearbook, including a cover, attend and/or delegate volunteers to various school events to take pictures, proof yearbook pages, submit final proofs to yearbook company, solicit sales, review orders and distribute yearbooks at end of year.
 

Communications Committees                                                                                                                

 

 Webmaster

Time Commitment:             Varies – average 1 hour per month

Busiest Times of Year       On-going

Maintain Walnut Acres web presence by updating web information and improving the website functionality as needed. Provide technical support for website users. Oversee annual payment of domain name.

 

Konstella 

Time Commitment:           2-3 hours per month

Busiest Times of Year:      Summer- archive and upload for new year

Host a table at Jaguar Day to help parents sign up for Konstella and enter their own information. Help with Jaguar donations on Jaguar Day. Help Room Parents and Teachers learn how to invite or enter any missing students/parents into Konstella. Assist the Room Parent Chair in presenting how to use Konstella to the Room Parents at their orientation in August. Send out various email communications to school and room parents regarding directory. Help with questions that come up around Konstella throughout the year as needed. 


 Enews

 Time Commitment:            3-4 hours per edition

 Busiest Times of Year:       Release dates - Every two weeks

Manage article submission process; liaise with PFC President, Vice President of Activities and Principal; collect Enews submissions; edit articles for grammar, punctuation and conformity; build Enews announcement including text and graphics; preview and check that dates are accurate and links function properly, update PFC website with current editions and archives. Include community announcements as appropriate. 

 

 
District Liaison / Parent Advisory Council (PAC) 

Time Commitment:             6-8 hours per month (includes meeting times)

Busiest Times of Year:       On-going

Post monthly PAC meeting agenda on PFC website, attend monthly PAC meetings, led by the MDUSD Superintendent, type minutes and submit on the PFC website as well as verbally report back information from the meetings to the PFC at its monthly meetings. 

 

Marquee Master

Time Commitment:             About 2-3 hours per month

Busiest Times of Year:        August, initial event calendar upload, 2-3 hours

Update the electronic Marquee with PFC, school events, and birthday fundraiser announcements. 


New Family Orientation

Time Commitment:          20-30 hours spread over summer and the spring

Busiest Times of Year:       Start of school year

Coordinate a TK/K Park Play date and an on-campus brown bag lunch for new incoming TK-5th grade students before the first day of school. Coordinate a new parent orientation for TK-K in the spring, and a new parent orientation for TK-5th grade in August before school begins. 

 

Room Parent Coordinator(s)

Time Commitment:    6-8 hours prior to school year, Jaguar Day, and 4-6 hours at the start of school year.  Thereafter, approximately 1 hour/month.

Busiest Times of Year:        End of summer and start of school year

Recruit Room Parent volunteers at a Jaguar Day table and answer questions. Orient Room Parents in a group meeting before school starts.  Assist room parents throughout the school year with general questions and procedures. Manage the Room Parent committee on Konstella, including adding new Room Parents to the group at the beginning of each school year. Act as liaison between PFC board and room parents for disseminating email communication. Update Room Parent documents on PFC website as needed.  

 

Executive Committee                                                                                                                           

 

President

Time Commitment:           8-10 hours/week

Busiest Time of Year:        Throughout

Manage overall objectives and strategies of the PFC to make sure they stay in line with the PFC Mission.  Act as liaison between parents and principal and staff.  Oversee “Ways and Means” Committee Chairs.  Create agenda and facilitate monthly PFC meetings and Executive Committee meetings.  Serve on Strategic Planning Committee. Communicate with school and/or PFC Board as necessary.  Create PFC calendar with the VP of Activities, and the PFC budget with the Executive Committee.  Speak at Kindergarten Orientation.  Work at Jaguar Day. Lead PFC Board Chair and Executive Nominating process February through April. Present progress to PFC at March and April meetings.  Vote on new members at May PFC meeting. Review monthly bank statements and sign checks. Write PFC Board thank you notes for your committees. 


Vice President - Activities

Time Commitment: 2 - 4 hours per week, more in the months leading up to Jaguar Day

Busiest Time of Year: April - June, August to plan for Jaguar Day

Work with Jaguar Day committee chair to plan, organize and manage all aspects of Jaguar Day. Project manage at Jaguar Day.  Oversee school picture days and gather volunteers for various site based activities. Oversee Activities and Programs Committee Chairs, following up with them both pre- and post event. Serve on the PFC Nominating Committee. Maintain and update Walnut Acres PFC calendar.  Attend monthly PFC meetings and Executive Committee meetings. Write PFC Board thank you notes for your committees. 

 

Vice President - Communications

Time Commitment:           Typically 2-4 hours per week

Busiest Time of Year:         On-Going

Oversee Communications Committees (Room Parents, Enews, Konstella, Webmaster, Marquee, New Families). Manage PFC website content and users. Gather and Distribute Enews on a bi-weekly basis. Create, analyze and distribute PFC surveys when necessary. Attend monthly Executive Committee and PFC meetings, serve on Nominating Committee and work at Jaguar Day. Manage PFC Board Nominating communications, including PFC Board confirmations through Google Forms. Keep PFC Board Directory up to date. Create PFC Event records in Konstella. Update PFC email forwarding in Google Admin. Keep Committee Chair Guidelines up to date on the website. Write PFC Board thank you notes for your committees. 


Vice President - Community Relations

Time Commitment:           Typically 2-4 hours per week

Busiest Time of Year:         On-Going

Act as Walnut Acres PFC liasion with outside companies and organizations. Coordinate with chairs of all fundraisers on donations and company sponsorships. Manage Shop N Earn page on the PFC website. 

Come up with promotions, as needed, to generate more support. Manage E-news submissions. Attend monthly Executive Committee and PFC meetings, serve on Nominating Committee and work at Jaguar Day. 


Treasurer Team

Time Commitment:           Averages 2-4 hours per week

Busiest Times of Year:      Late August - September, March – April

This job is currently separated into two positions:


Treasurer

Present and report on up-to-date financial reports (Profit & Loss Statement and Balance Sheet) to the board at monthly PFC meetings. Attend monthly executive board meetings and PFC meetings. Work with various board members and Walnut Acres Principal to develop an annual budget.  Attend strategic planning meetings and provide financial information as needed.  Provide assistance to fundraising chairs when reconciling the financial outcome of their event. Processes disbursement requests and prepare checks. Work at Jaguar Day. 

 

Auditor

Maintain, record, and account for all financial transactions (receipts and disbursements) of the PFC.  Prepare the monthly financial reports. Reconcile bank accounts on a monthly basis and complete required year-end tax forms.  Work with Certified Public Accountants to file required forms to the IRS and maintain the Income Tax Exempt status of the PFC.  Attend monthly executive board meetings and PFC meetings. Work at Jaguar Day.   


Financial Secretary

Time Commitment:           16 hours per month

Busiest Times of Year:      Consistent work throughout the year

Process deposits: coordinate hand-off of cash deposits, count cash, reconcile and endorse checks, prepare deposit slip, update deposit spreadsheet, go to bank.  Forward deposit journal entries to Treasurer for recording in accounting system.  Annually assist in the budgeting process.  Assist with check-out at Auction. Update PFC website with fundraising pie charts (sources and uses of cash).  Attend monthly Executive and PFC meetings.  Attend Strategic Planning and fundraising meetings. Work at Jaguar Day.

 

Secretary
Time Commitment:           5 hours per month
Busiest Times of Year:      Before and after PFC meetings
Attend and take minutes at PFC meetings. Forward minutes to president and principal for review. Send out monthly reminders for PFC meetings and compile final Agenda for meeting. Post meeting agendas and  minutes on website and send to PFC board members, along with monthly agenda. Compile attendance and handouts from PFC meeting into annual binder. Attend monthly Executive Committee meetings, and take meeting notes. Keep non-profit status up to date. Work at Jaguar Day. Renew liability, property, and crime insurance. Manage annual PFC Board thank you notes. Assume other correspondence of the organization when requested by the president.