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Committee Chair Guidelines

                                                  GENERAL

BASIC JOB RESPONSIBILITIES

·         Plan and execute your event according to budget guidelines and generating targeted income amount.

·         Communicate your activities to the PFC and attend PFC meetings whenever possible.

·         Create/Update a document that includes: A summary of the position, calendar or timeline for your job or event, your budget, vendors used, ideas for improvement, collateral created, and any other information that might help your successor.

·         Help to recruit and train your successor. This usually takes place after the May PFC Meeting and before the summer. 

 

PFC BOARD DIRECTORY               

Please check the PFC Board Directory that was e-mailed to you to make sure your contact information is correct.  Please utilize the Directory on the PFC Website to contact other board members.  To make changes to the directory, contact the PFC Secretary.  You can also refer people to the on-line Board Directory.  To get/update your committee e-mail address contact the PFC VP of Communications.

 

COMMITTEE CHAIR CONFIRMATION

If you have not filled out a “Committee Chair Confirmation” click above to get the form and e-mail it to the PFC Secretary.

 

JOB DESCRIPTIONS                         

Click above for Committee Chair job descriptions. Job descriptions, as well as keeping detailed records of how you did your job, are vital to the success of the next person to take on your position.  Update your job description on-line anytime.

  

FINANCIALS

Ensure before any planning is done that you understand your budget.  Questions about your budget should be directed to the PFC Treasurer.  

 

If you require reimbursement for expenses, you must submit your forms within 30 days or you may not be reimbursed. There are limited exceptions to this rule. 

Please note, all payments for services to vendors (e.g. a D.J.) over $600.00 should be paid for by the PFC, so you would submit for a check to pay them. Links to reimbursement and deposit forms are below, and are also kept in the  “Treasurer” folder in the PFC file box in the Office Copy Room.

REIMBURSEMENTS                        

DEPOSITS                                           

 

If you require funds in cash before an event contact the PFC Treasurer for a check.

 

CONTRACTS

Any contracts must be reviewed by the PFC President and Treasurer prior to signing.

 

COPIES

When making copies for PFC sponsored events conserve paper by advertising in Enews through Konstella or directing people to your page on the PFC website.  If paper is necessary and it is a large order, please use the District Print Shop for a substantial savings.  Forms are in the Office and can be given to Denise or Amanda.  Copies take about 10 days to be made and need to be picked up at the District Office. For smaller orders you may use the paper in the Copy Room marked “PFC” and use the smaller 2 copiers.  Please ask Denise or Amanda if colored paper is needed. Please be frugal.

 

USE PERMITS                                    

If your committee plans to use school premises in the evening or on the weekend, you will need a Use Permit.  Click here for the Use Permit Guidelines

 

FINGERPRINTING/TB TESTS

All school volunteers must be fingerprinted and TB tested.  You only need to be fingerprinted once, and you must get TB tested every four years.  Click above for instructions.

 

VOLUNTEERING ON CAMPUS

Any volunteer who plans to be on the WA campus must sign in at the Office and put on a volunteer sticker or wear a previously issued lanyard. 

 

SOLICITING                                        

So as not to exhaust our community resources, soliciting for donations should only be done by the following committees:  Auction, Teacher Appreciation, Social, Walk-A-Thon and Open House Festival.  It is the responsibility of those committees to coordinate their efforts. There is a Google Document on Konstella listing all of our donors and the committees who have been in contact.  Any other committee wanting to solicit must get the approval of PFC President.  Committees wanting access to the baking list compiled by the Teacher Appreciation committee must contact those Chairs.  Click here for the PFC letterhead and envelope.

 

COMMUNICATION


COMMITTEE FOLDERS                                                                   

Please check your committee folders in the Office Copy Room regularly.  You may need to add a folder for your committee or update the tab.  It is especially important that you check your folders regularly if you are expecting to receive paperwork from individual classrooms  (i.e. volunteer sign-ups coming from “Back to School Night”).

 

E-MAIL COMMUNICATION         

All communication with our families happens through our online Directory, Konstella. We have a bi-weekly newsletter, E-news, that you can submit articles too. See Konstella for more details on how to update families. 


ROOM PARENT COMMUNICATION        

Any communication going to Room Parents to be distributed to parents or solely to Room Parents must first be sent by the Committee Chair requesting the communication to the Principal AND Vice President of Communications for their approval.  Once approved by both the Principal and the Vice President, the communication can then be sent by the Committee Chair to the Room Parent Chairs to be distributed.  When sending the communication, please make it clear if it is to be sent to the Room Parents or to the entire class.  Room Parent Leads will send via Konstella, rather than our old system of sending emails that needed to be blind copied.  

 

DRIVE-THRU FLYER DISTRIBUTION

Due to safety concerns, flyers may not be distributed in the Drive-thru area.  Posters may be held in the Kindergarten class area.  Please contact the Drive-Thru Chair if you would like to hold up posters.

 

CAMPUS-WIDE FLYER DISTRIBUTION

To physically post flyers around campus including the display cases, please contact Denise Calbeck, Office Manager, for approval.  All flyers must be posted using blue painter’s tape, which is in the Office.

 

PFC MEETINGS                                                                                                 

Meetings are held on the third Tuesday of each month, September through May, at 8:15AM or 7 PM in the Walnut Acres Library (unless otherwise noted).  PFC Board Meetings, Agendas and Minutes are available on our website.  The PFC Secretary will email the agenda to the Board one week before each monthly meeting. If you are on the agenda and cannot attend, it is your responsibility to e-mail the Secretary what you would like for them to say on your behalf.   Out of respect for everyone’s time, please keep what you need to say to three minutes or less.

 

ENEWS                                                                                                                

Enews is sent every other Monday.  The due date for an article to be included is the Monday before the release date.  A reminder to submit Enews articles is sent the Friday before the article is due.  Articles should be sent to the Enews Editors.   It is your responsibility to stay on top of due dates and release dates in order to make them work for your event.  Please submit articles in Microsoft Word format and keep them to 150 words or less.  Include links to the PFC website for more details.  Any graphics should be submitted in a .JPG or .GIF format.  All articles may be slightly altered, and are subject to the approval of the Principal and the Vice President of Communications.  Only articles directly related to Walnut Acres will be considered for inclusion.  Click above for details. 

 

PFC WEBSITE                                                                                                    

All committees should use the website as a primary source of information.  Drive users to the site from Enews by using your “page” to inform families and the community of your event.  Include attachments that can be printed at home on your committee's page. It is your responsibility to keep your page up to date. It is suggested that you review your website on a weekly basis to determine if updates are needed. If you need assistance accessing or altering your page, want to be featured on the home page, or have feedback on the website, contact the PFC VP of Communications or the Webmaster.  It is also the responsibility of all Chairs to use the website whenever possible to inform themselves and others of PFC policies and procedures.

 

COMMUNITY ANNOUNCEMENTS                                                           

The PFC supports our WA community and the city of Walnut Creek by highlighting current child-centered or parent education-centered events and activities through the “Community Announcements” section of the PFC website.  Announcements should not include any solicitation, personal, or "for profit" business.  Submissions should be sent with the exact verbiage as should appear on the website, for posting within seven days.  Attachments can be included.  All announcements may be slightly altered, and are subject to the approval of the Community Announcements Chair, Principal and the PFC VP of Communications. Click above to submit and for all instructions.  

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May 24, 2016, 10:26 AM