Board Members: Roles & Responsibilities
5th GRADE CHAIR
Must be 5th grade parent. Can be two co-chairs. Organizes the annual 5th grade fundraiser, if needed, providing a budget summary to the Treasurer and VP Fundraising as the funds are collected and requests payment to vendor/company. Coordinates 5th grade specific activities including promotion, end-of-year activities, the 5th Grade Gift to the school, and the yearbook. Requires 20-40 hours mostly in the last few months of school. Reports to 3rd-5th Member-at-Large.
ANNUAL FUND CHAIR
Creates communications explaining PFC-supported activities and how to participate in the Annual Fund. Coordinates solicitation and collection of donations. Two parents often share this position. Requires about 5-20 hours per week, consolidated at the start of the school year. Reports to VP Fundraising.
AUCTION CHAIR
Organizes the school's annual Benefit Auction & Dinner with a team of volunteers. Creates the theme for the event and all printed/web materials for promotions, advertising, catalog, etc. Writes (or delegates) weekly auction updates for the newsletter as needed. Meets regularly with co-chairs and team leaders. Manages or oversees the coordination of all auction areas: financial goals, donor solicitations, database entry, facility rental, food and beverage orders, creating or purchasing decorations, setup and take down on the day of the event, and managing checkout. Provides a budget summary after the funds have been collected. Provide or obtain training for operating the Auction software. Planning commences at the start of the school year. Reports to VP Fundraising.
AUDITOR
Performs a biannual audit of all financial transactions, verifying the accuracy and propriety of receipts and disbursements. Prepares and files all tax forms, including the annual exempt-organization tax return unless Treasurer chooses to do so. Provides occasional financial advice and opinion. Requires 1-2 hours per month, more during audits. Reports to Treasurer.
DADS CLUB CHAIR - currently dormant
Organizes the Dads Club and communicates activities with the PFC Board, parents, and school community. Coordinates volunteers for all Dads Club events. Encourages dads' participation in the school, helps sustain school legacies, and serves as an active voice among PFC leadership. Requires 2-8 hours monthly throughout the school year. Reports to VP Community Support.
ENRICHMENT CHAIR -- before BACR, so currently dormant
Manages before-and-after school enrichment programs. Sets enrichment goals and works with the President, Principal, PFC VPs, and teacher representatives to ensure highest quality instruction. Coordinates contract issues, including the hiring of contract workers and final contracts. Coordinates use of school facility by various entities. Coordinates and communicates with the After School Coordinator (PFC-hired staff to oversee the safety and security of the enrichment program classes). Manages the Homeroom registration system relationship. Promotes classes in the newsletter and provides class and schedule information to the webmaster for each term. Coordinates and communicates with instructors and parents on adjustments to schedules based on minimum days, parent-teacher conferences, and holidays. Collects enrollment forms and fees to give to service provider(s), as needed. Evaluates and monitors before-and-after-school enrichment programs. Requires about 20 hours at start of school year, 2-4 hours per week after that. Reports to VP Education Support.
FALL FESTIVAL CHAIR
Organizes and oversees the main Fall school community event, including setting up the booths, coordinating the decorations and prizes, and managing all classes and entities at the festival. Prepares all communications for the Fall Festival, including newsletter articles, posters, etc. Coordinates volunteers for setup and cleanup, booths, prizes, cakewalk, etc. Coordinates food and beverage plan. Requires 20-40 hours through year, with more significant hours surrounding the event. Reports to VP Community Support.
GRANTS & SOLICITATIONS CHAIR
Seeks grants that will benefit the school and prepares the grant applications. Responds to requests from teachers regarding grants. Reminds Board about fundraising sources, such as corporate matching funds and United Way. Keeps abreast of new solicitation opportunities. Requires 2-8 hours per month. Reports to VP Fundraising.
HOSPITALITY CHAIR
Coordinates the Back-to-School Coffee and Teacher Appreciation Day Luncheon. Makes sure that refreshments are provided at the PFC General Meetings for childcare (e.g., pizza). Coordinates and shares supplies with the various school events each year. May assist with refreshments for other school events (e.g., school site improvement days, retirement celebrations, etc.) Makes available plates, serving utensils, and supplies to teachers/staff for the Volunteer Appreciation event. Recruits volunteers to help pick up lost and found items from the school yard and place on the rack and to wash and donate unlabeled clothing to our Sister School (currently Prescott Elementary) or another charitable cause. Places periodic announcements in newsletter, letting parents know that lost and found donations are pending. Requires 6 hours to organize, setup, and cleanup for the main events; plus 2-4 hours per month for other activities. Reports to VP Community Support.
INCLUSION & BELONGING CHAIR
Leads a committee of interested parents to make our school environment welcoming and accepting of all families and differences in our school community. Communicates with parents and PFC Board and uses PFC communication vehicles to promote diversity meetings and events. Facilitates meetings of the Diversity and Unity Committee. Requires 2 hours per month. Reports to VP Community Support.
KONSTELLA CHAIR
Keeps Konstella up-to-date with correct information including the directory, calendar, and files. Coordinates with school secretary and VP of Communications to keep this information current. Reviews the newsletter draft every week to ensure it contains the correct Konstella links. Provides all necessary Konstella training to parents and teachers. Helps the VP of Communications with Konstella blasts throughout the year. Requires 5-10 hours per month and approximately 20 hours at the beginning of the year assigning current parents to their proper classroom and registering new parents in Konstella. Works well with co-chairs. Reports to VP Communications.
MERCHANT PARTNERSHIPS CHAIR
Coordinates the eScrip program as well as several other merchant giveback programs such as Box Tops, Big Pie, Dine Outs, Thornhilll Shutterfly Storefront, etc. Promotes all programs via various communication channels (newsletter, Konstella, flyers,
e-mails, at events, Room Parent Network, contests, etc.). Investigates new merchant giveback or fundraiser programs and decides whether or not to implement them. Works with PFC Treasurer to monitor contributions and provides financial updates. Requires 10-12 hours at start of school year and 2 hours per month thereafter. Reports to VP Fundraising.
NEWSLETTER EDITOR
Responsible for regular layout, publication, and distribution (via email on Smore) of the weekly newsletter based on articles, images, and photos received from the board members, principal, and teachers. Edits articles as necessary and forwards a draft to all people who submitted articles, the Konstella chair for accuracy, and to the VP of Communications for review. Once approved, sends the newsletter via email to distribution list. Position may be shared by two or more parents. Requires 2-4 hours per week. Reports to VP Communications.
PARLIAMENTARIAN
Gives instructions in parliamentary procedure when needed at meetings. May make a record of all standing rules adopted by the Board. May bring a copy of this record and Robert's Rules of Order to all meetings. Ensures the bylaws are followed. Requires an average of 1 hour per month. Reports to Secretary.
READ-A-THON
Organizes the Read-a-thon, usually in late Spring. Coordinates with the vendor. Writes all emails and flyers associated with the event. Organizes Pajama Read-In at Thornhill. Requires 20 hours of work. Reports to VP Fundraising.
RECRUITMENT / MEMBERSHIP
Elected by the President, encourages membership and participation in the PFC. Leads Recruitment Committee for PFC Board members for the following year. Prepares communications for recruitment of PFC Board positions in April-May. Requires 20 hours for recruitment in March, April, and May. Reports to President.
ROOM PARENTS CHAIR
Offers guidance to all head room parents (could be through a meeting to educate room parents or via email containing an overview of room parent responsibilities). Sends out email communication to room parents about school issues or events. Provides information to other chairpersons about who has volunteered for what positions in each class as needed (i.e., class basket chair, carnival chair). Coordinates with the Communications team to maintain regular communications on OUSD volunteer requirements. Assists with recruiting volunteers for school related functions. Requires 2-4 hours per month. Reports to VP Communications.
SITE & SAFETY CHAIR
Coordinates site-improvement days in conjunction with Principal and staff input, including projects such as gardening, bolting of classroom shelves to walls, putting tennis balls on classroom chairs, painting of front-entry railings and picnic tables, removing gravel off yard, painting yard game stripes on asphalt, etc. Helps Principal with emergency preparedness plans, materials, building evacuation drills. Keeps emergency supplies in container current. Maintains decorations in the lobby area. Requires about 4-8 hours per month. Reports to VP Community Support.
SPIRIT WEAR
Decides and designs what Thornhill School items to purchase and sell. Keeps track of inventory of items. Collects money and deposit with treasurer. Requires 1-2 hours a month, with more hours surrounding events when items are for sale. Reports to VP Community Support.
SUSTAINABILITY CHAIR
Coordinates PFC sustainability efforts. Establishes team of volunteers to develop and support sustainability activities at the school. Plans activities, events and fundraisers associated with sustainability (e.g., bike/walk to school groups, Trash for Cash programs, recycling/composting, etc.). Works to provide all-natural food products at PFC-sponsored events. Prepares communications for sustainability activities including newsletter articles, posters, etc. Coordinates with the Site/Safety Chair and the Garden Club team to develop and implement sustainable improvements. Requires approximately 2-4 hours per month, more depending on activities. Reports to VP Community Support.
TECHNOLOGY CHAIR
Prepares and manages the technology budget and approves expenditures. Communicates plans, objectives, and accomplishments to Board and school. Assists the Principal and other PFC Board members with technology-related improvements or issues. Manages the school electronic file storage site (currently Dropbox), adjusting access and security each year as needed. Requires 2 hours per week. Reports to VP Education Support.
TK / KINDERGARTEN CHAIR(S)
Organizes school tours for prospective parents in November, December, and January. Organizes playdates at the school for incoming TK/Kindergarten families over the summer. Promotes communication among new TK/Kindergarten parents including posting in the Newbies at Thornhill Konstella committee. Represents TK/Kindergarten families' needs on the Board. Best suited for current TK/Kindergarten parents with an older sibling and is often a shared position. Requires 2-8 hours per month, more during school tours. Reports to VP Education Support.
TRAFFIC SAFETY COORDINATOR
Coordinates Quick Drop traffic flow programs, including volunteers. Communicates traffic safety procedures to the school community. Works with Principal, traffic enforcement officers, and the community to improve traffic flow/safety. Requires 1-2 hours per week, more during the first week of school. Reports to VP Community Support.
WALKATHON CHAIR
Organizes the main spring fundraiser with a team of volunteers, including theme and related artwork. Prepares all communications for the Walkathon including newsletter articles, e-mails, posters, take-home materials, etc. Orders t-shirts, prizes, and awards. Arranges volunteer help for the day of the event, including coordination of food. Oversees the actual Walkathon. Tabulates and collects pledges. Provides a budget summary as the funds are collected. Requires 40-80 hours through year, with more significant hours surrounding the event. Reports to VP Fundraising.
WEBMASTER
Maintains and updates school website (including calendar and posting newsletter). Ensures website content is updated at the beginning and regularly throughout the school year. Requires 10-12 hours a week at beginning of school year, then 1-2 hours per week thereafter, higher during event times. Reports to VP Communications.
Must be 5th grade parent. Can be two co-chairs. Organizes the annual 5th grade fundraiser, if needed, providing a budget summary to the Treasurer and VP Fundraising as the funds are collected and requests payment to vendor/company. Coordinates 5th grade specific activities including promotion, end-of-year activities, the 5th Grade Gift to the school, and the yearbook. Requires 20-40 hours mostly in the last few months of school. Reports to 3rd-5th Member-at-Large.
ANNUAL FUND CHAIR
Creates communications explaining PFC-supported activities and how to participate in the Annual Fund. Coordinates solicitation and collection of donations. Two parents often share this position. Requires about 5-20 hours per week, consolidated at the start of the school year. Reports to VP Fundraising.
AUCTION CHAIR
Organizes the school's annual Benefit Auction & Dinner with a team of volunteers. Creates the theme for the event and all printed/web materials for promotions, advertising, catalog, etc. Writes (or delegates) weekly auction updates for the newsletter as needed. Meets regularly with co-chairs and team leaders. Manages or oversees the coordination of all auction areas: financial goals, donor solicitations, database entry, facility rental, food and beverage orders, creating or purchasing decorations, setup and take down on the day of the event, and managing checkout. Provides a budget summary after the funds have been collected. Provide or obtain training for operating the Auction software. Planning commences at the start of the school year. Reports to VP Fundraising.
AUDITOR
Performs a biannual audit of all financial transactions, verifying the accuracy and propriety of receipts and disbursements. Prepares and files all tax forms, including the annual exempt-organization tax return unless Treasurer chooses to do so. Provides occasional financial advice and opinion. Requires 1-2 hours per month, more during audits. Reports to Treasurer.
DADS CLUB CHAIR - currently dormant
Organizes the Dads Club and communicates activities with the PFC Board, parents, and school community. Coordinates volunteers for all Dads Club events. Encourages dads' participation in the school, helps sustain school legacies, and serves as an active voice among PFC leadership. Requires 2-8 hours monthly throughout the school year. Reports to VP Community Support.
ENRICHMENT CHAIR -- before BACR, so currently dormant
Manages before-and-after school enrichment programs. Sets enrichment goals and works with the President, Principal, PFC VPs, and teacher representatives to ensure highest quality instruction. Coordinates contract issues, including the hiring of contract workers and final contracts. Coordinates use of school facility by various entities. Coordinates and communicates with the After School Coordinator (PFC-hired staff to oversee the safety and security of the enrichment program classes). Manages the Homeroom registration system relationship. Promotes classes in the newsletter and provides class and schedule information to the webmaster for each term. Coordinates and communicates with instructors and parents on adjustments to schedules based on minimum days, parent-teacher conferences, and holidays. Collects enrollment forms and fees to give to service provider(s), as needed. Evaluates and monitors before-and-after-school enrichment programs. Requires about 20 hours at start of school year, 2-4 hours per week after that. Reports to VP Education Support.
FALL FESTIVAL CHAIR
Organizes and oversees the main Fall school community event, including setting up the booths, coordinating the decorations and prizes, and managing all classes and entities at the festival. Prepares all communications for the Fall Festival, including newsletter articles, posters, etc. Coordinates volunteers for setup and cleanup, booths, prizes, cakewalk, etc. Coordinates food and beverage plan. Requires 20-40 hours through year, with more significant hours surrounding the event. Reports to VP Community Support.
GRANTS & SOLICITATIONS CHAIR
Seeks grants that will benefit the school and prepares the grant applications. Responds to requests from teachers regarding grants. Reminds Board about fundraising sources, such as corporate matching funds and United Way. Keeps abreast of new solicitation opportunities. Requires 2-8 hours per month. Reports to VP Fundraising.
HOSPITALITY CHAIR
Coordinates the Back-to-School Coffee and Teacher Appreciation Day Luncheon. Makes sure that refreshments are provided at the PFC General Meetings for childcare (e.g., pizza). Coordinates and shares supplies with the various school events each year. May assist with refreshments for other school events (e.g., school site improvement days, retirement celebrations, etc.) Makes available plates, serving utensils, and supplies to teachers/staff for the Volunteer Appreciation event. Recruits volunteers to help pick up lost and found items from the school yard and place on the rack and to wash and donate unlabeled clothing to our Sister School (currently Prescott Elementary) or another charitable cause. Places periodic announcements in newsletter, letting parents know that lost and found donations are pending. Requires 6 hours to organize, setup, and cleanup for the main events; plus 2-4 hours per month for other activities. Reports to VP Community Support.
INCLUSION & BELONGING CHAIR
Leads a committee of interested parents to make our school environment welcoming and accepting of all families and differences in our school community. Communicates with parents and PFC Board and uses PFC communication vehicles to promote diversity meetings and events. Facilitates meetings of the Diversity and Unity Committee. Requires 2 hours per month. Reports to VP Community Support.
KONSTELLA CHAIR
Keeps Konstella up-to-date with correct information including the directory, calendar, and files. Coordinates with school secretary and VP of Communications to keep this information current. Reviews the newsletter draft every week to ensure it contains the correct Konstella links. Provides all necessary Konstella training to parents and teachers. Helps the VP of Communications with Konstella blasts throughout the year. Requires 5-10 hours per month and approximately 20 hours at the beginning of the year assigning current parents to their proper classroom and registering new parents in Konstella. Works well with co-chairs. Reports to VP Communications.
MERCHANT PARTNERSHIPS CHAIR
Coordinates the eScrip program as well as several other merchant giveback programs such as Box Tops, Big Pie, Dine Outs, Thornhilll Shutterfly Storefront, etc. Promotes all programs via various communication channels (newsletter, Konstella, flyers,
e-mails, at events, Room Parent Network, contests, etc.). Investigates new merchant giveback or fundraiser programs and decides whether or not to implement them. Works with PFC Treasurer to monitor contributions and provides financial updates. Requires 10-12 hours at start of school year and 2 hours per month thereafter. Reports to VP Fundraising.
NEWSLETTER EDITOR
Responsible for regular layout, publication, and distribution (via email on Smore) of the weekly newsletter based on articles, images, and photos received from the board members, principal, and teachers. Edits articles as necessary and forwards a draft to all people who submitted articles, the Konstella chair for accuracy, and to the VP of Communications for review. Once approved, sends the newsletter via email to distribution list. Position may be shared by two or more parents. Requires 2-4 hours per week. Reports to VP Communications.
PARLIAMENTARIAN
Gives instructions in parliamentary procedure when needed at meetings. May make a record of all standing rules adopted by the Board. May bring a copy of this record and Robert's Rules of Order to all meetings. Ensures the bylaws are followed. Requires an average of 1 hour per month. Reports to Secretary.
READ-A-THON
Organizes the Read-a-thon, usually in late Spring. Coordinates with the vendor. Writes all emails and flyers associated with the event. Organizes Pajama Read-In at Thornhill. Requires 20 hours of work. Reports to VP Fundraising.
RECRUITMENT / MEMBERSHIP
Elected by the President, encourages membership and participation in the PFC. Leads Recruitment Committee for PFC Board members for the following year. Prepares communications for recruitment of PFC Board positions in April-May. Requires 20 hours for recruitment in March, April, and May. Reports to President.
ROOM PARENTS CHAIR
Offers guidance to all head room parents (could be through a meeting to educate room parents or via email containing an overview of room parent responsibilities). Sends out email communication to room parents about school issues or events. Provides information to other chairpersons about who has volunteered for what positions in each class as needed (i.e., class basket chair, carnival chair). Coordinates with the Communications team to maintain regular communications on OUSD volunteer requirements. Assists with recruiting volunteers for school related functions. Requires 2-4 hours per month. Reports to VP Communications.
SITE & SAFETY CHAIR
Coordinates site-improvement days in conjunction with Principal and staff input, including projects such as gardening, bolting of classroom shelves to walls, putting tennis balls on classroom chairs, painting of front-entry railings and picnic tables, removing gravel off yard, painting yard game stripes on asphalt, etc. Helps Principal with emergency preparedness plans, materials, building evacuation drills. Keeps emergency supplies in container current. Maintains decorations in the lobby area. Requires about 4-8 hours per month. Reports to VP Community Support.
SPIRIT WEAR
Decides and designs what Thornhill School items to purchase and sell. Keeps track of inventory of items. Collects money and deposit with treasurer. Requires 1-2 hours a month, with more hours surrounding events when items are for sale. Reports to VP Community Support.
SUSTAINABILITY CHAIR
Coordinates PFC sustainability efforts. Establishes team of volunteers to develop and support sustainability activities at the school. Plans activities, events and fundraisers associated with sustainability (e.g., bike/walk to school groups, Trash for Cash programs, recycling/composting, etc.). Works to provide all-natural food products at PFC-sponsored events. Prepares communications for sustainability activities including newsletter articles, posters, etc. Coordinates with the Site/Safety Chair and the Garden Club team to develop and implement sustainable improvements. Requires approximately 2-4 hours per month, more depending on activities. Reports to VP Community Support.
TECHNOLOGY CHAIR
Prepares and manages the technology budget and approves expenditures. Communicates plans, objectives, and accomplishments to Board and school. Assists the Principal and other PFC Board members with technology-related improvements or issues. Manages the school electronic file storage site (currently Dropbox), adjusting access and security each year as needed. Requires 2 hours per week. Reports to VP Education Support.
TK / KINDERGARTEN CHAIR(S)
Organizes school tours for prospective parents in November, December, and January. Organizes playdates at the school for incoming TK/Kindergarten families over the summer. Promotes communication among new TK/Kindergarten parents including posting in the Newbies at Thornhill Konstella committee. Represents TK/Kindergarten families' needs on the Board. Best suited for current TK/Kindergarten parents with an older sibling and is often a shared position. Requires 2-8 hours per month, more during school tours. Reports to VP Education Support.
TRAFFIC SAFETY COORDINATOR
Coordinates Quick Drop traffic flow programs, including volunteers. Communicates traffic safety procedures to the school community. Works with Principal, traffic enforcement officers, and the community to improve traffic flow/safety. Requires 1-2 hours per week, more during the first week of school. Reports to VP Community Support.
WALKATHON CHAIR
Organizes the main spring fundraiser with a team of volunteers, including theme and related artwork. Prepares all communications for the Walkathon including newsletter articles, e-mails, posters, take-home materials, etc. Orders t-shirts, prizes, and awards. Arranges volunteer help for the day of the event, including coordination of food. Oversees the actual Walkathon. Tabulates and collects pledges. Provides a budget summary as the funds are collected. Requires 40-80 hours through year, with more significant hours surrounding the event. Reports to VP Fundraising.
WEBMASTER
Maintains and updates school website (including calendar and posting newsletter). Ensures website content is updated at the beginning and regularly throughout the school year. Requires 10-12 hours a week at beginning of school year, then 1-2 hours per week thereafter, higher during event times. Reports to VP Communications.
