PFC Board Positions
PFC Board Position Descriptions
Executive Committee
President
Time Commitment: 2-4 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. Communicate with school and/or PFC Board members as necessary. Create PFC calendar with the VP of Activities, and the PFC budget with the Treasurer Team. Speak at Kindergarten Orientation. Lead PFC Board Chair and Executive Nominating process February through April. Present progress to PFC at February, 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. Attend monthly Executive and PFC meetings. Work at Jaguar Day.
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
Oversee Activities and Programs Committee Chairs, following up with them both pre- and post event. Act as PFC meeting Parliamentarian, and shall act in the absence of the President, and in the event of such absence shall assume the duties and responsibilities of the President. 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. Serve on the PFC Nominating Committee. Maintain and update Walnut Acres PFC event calendar. Write PFC Board thank you notes for your committees. Attend monthly Executive and PFC meetings. Work at Jaguar Day.
Vice President - Communications
Time Commitment: Typically 2-4 hours per week
Busiest Time of Year: On-Going
Oversee all PFC Communications. Oversee Communications Committees (Room Parents, Enews, Konstella, Webmaster, Marquee, New Families). Manage PFC website content and users. Gather and Distribute Enews submissions on a bi-weekly basis. Create, analyze and distribute PFC surveys when necessary. Serve on the Nominating Committee. 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 "Get Involved" section of the website up to date. Write PFC Board thank you notes for your committees. Attend monthly Executive and PFC meetings. Work at Jaguar Day.
Secretary
Time Commitment: 4 hours per month
Busiest Times of Year: Before and after PFC meetings
Attend and keep an accurate record of the proceedings of each meeting. Forward meeting minutes to president and principal for review. Post meeting agendas and minutes on the PFC website. 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. Renew liability, property, and crime insurance. Manage annual PFC Board thank you notes. Assume other correspondence of the organization when requested by the President. Attend monthly Executive and PFC meetings. Work at Jaguar Day.
Treasurer Team
Treasurer
Time Commitment: Averages 2-4 hours per week
Busiest Times of Year: Late August - September, March – April
Present and report on up-to-date financial reports (Profit & Loss Statement and Balance Sheet) to the board at monthly PFC meetings. Work with various board members and Walnut Acres Principal to develop an annual budget. Provide assistance to fundraising chairs when reconciling the financial outcome of their event. Processes disbursement requests and prepare checks. Attend monthly executive board meetings and PFC meetings. Work at Jaguar Day.
Financial Auditor
Time Commitment: Averages 6 hours per month
Busiest Times of Year: Late August - September, March – April
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: 4 hours per month
Busiest Times of Year: August and March
The Financial Secretary shall process deposits: coordinate hand-off of cash deposits, count cash, reconcile and endorse checks, prepare deposit slip, update deposit spreadsheet, go to bank. Catalog online deposits from various sites as well as physical deposits in journal entries to Treasurer for recording in accounting system. Annually assist in the budgeting process. Attend monthly Executive and PFC meetings. Work at Jaguar Day.
Ways and Means Committee
Jaguar Fund
Time Commitment: 60 hours
Busiest Times of Year: Jaguar Day in August, year-round
Prepare communications to incoming Kindergarten families, E-news articles, and other communications. 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). 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 Secretary. 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.
Shop And Earn
Time Commitment: 2 hours a month, year round
Manage our affiliates, including Amazon and Sports Basement. Coordinate a monthly dine and donate event for Walnut Acres Wednesdays.
Auction Team
Our Annual Gala 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 Planning Lead
The Auction Planning 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 Committee
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: 20 hours
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: 60 hours
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, Saturday 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: 20 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: 30 hours
Busiest Times of Year: 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.
Jaguar Day
Time Commitment: 40 hours
Busiest Times of Year: July and August
Plan, advertise and coordinate this community-building start of year kickoff. Recruit local vendors and PFC board members to host tables at the event. Manage the committee and the event budget. Coordinate with school administration on shared family experience.
Open House Festival
Time Commitment: 20 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.
STEM & Science Fair
Time Commitment: 60 hours total
Busiest Times of Year: December - February
Coordinate every aspect of the Walnut Acres STEM & 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 Committee: Back to School Coffee & PFC Holiday Party
Time Commitment: 40 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.
Baseball Field Coordinator (*New Role)
Time Commitment: 1-2 hours per month
Busiest Times of Year: Before School starts and Spring
Recruit baseball field volunteers at a Jaguar Day table and answer questions. Coordinate a field clean up day before school begins. Create a schedule for weekly/bi-weekly/monthly clean up (as needed depending on time of year / weather). Assist volunteers throughout the school year with general questions, and ensure those who have signed up for the clean up time, are committed and show up.
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 month. Establish 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.
Assembly Lead (*New Role)
Time Commitment: 1-3 hours per month
Busiest Times of Year: Consistent throughout the year.
Work with the Principal and PFC Exec Board (as needed) to plan quarterly assemblies for Walnut Acres.
Teacher Appreciation
Time Commitment: 5 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 sale setup, August and September for Jaguar Day and order distribution.
Be creative in designing our school spirit wear, analyze previous years’ orders to determine what items to offer to meet fundraising goals. 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 online and 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 Committee
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 Administrators (PFC President & VP of Communications)
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.
Parent Advisory Council (PAC) Representative
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 the year
Busiest Times of Year: August
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. Set up social groups in Konstella for incoming TK/K families and incoming 1st-5th grade families. Coordinate and present 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.