Executive Board: Roles & Responsibilities
PRESIDENT
Leads all Board and General meetings and serves as Chair of the elected Board. Acts as the primary liaison between the Parent-Faculty Club (PFC) and the school, meeting regularly with the Principal to discuss school priorities, review the PFC budget, and coordinate key classroom and campus support efforts. With Board approval, appoints all standing and ad hoc committees. Participates as a member of the Personnel Committee. Responsible for calling general and special Board meetings, delivering an annual report to members at the final general meeting of the year, and writing a regular column for the school newsletter.
SECRETARY
Records minutes of each General and Board Meeting and submits a copy to the President for review. Makes copies of the minutes available at the next meeting for approval by the board, respectively (and sends them to VP of Communications for e-posting). Prepare and read the record of any business that may have been transacted at any previous meeting. Responsible for distribution of bylaws to all newly elected board members. Performs an annual review to determine the need, if any, for revisions of the bylaws. Requires 4 hours per month.
TREASURER
Collects all PFC-generated money and pays out expenses by check. Makes weekly or bi-monthly deposits of incoming cash and checks. Keeps an accurate record of all receipts and disbursements. Provides Balance Sheet/Profit & Loss Statements plus any supplemental reports at PFC Board/General Meetings. Provides current financial information to Board Chairs as needed. Makes general liability insurance policy payments to keep policy active. Files all PFC-sponsored independent contractor contracts. Files annual taxes unless the auditor agrees to do this. Assists the President and VP of Fundraising to prepare each school year's annual budget. Requires 2-3 hours per week with increases when cash-related events occur.
MEMBER-AT-LARGE TK-2 / MEMBER-AT-LARGE 3-5
Two members-at-large serve on the Board to represent and liaison with the general school community. Members-at-large should be represented by a grade group (one TK through 2nd grade, the other 3rd through 5th grade, and have at least one child in that grade group). Requires 1-2 hours per month.
VICE PRESIDENT OF COMMUNICATIONS
Clarifies and communicates district and school policy information to the parent community when needed. Oversees maintenance of website, newsletter, school Google calendar, membership directory (Konstella), event flyers, banners, parent communications, information for open enrollment and new families, etc. Edits and approves all website content; works with webmaster to update content regularly. Reviews, edits, and approves posts for newsletter and Konstella. Prepares posts for newsletter and Konstella for topics not coordinated by other Board members (e.g., blurb on parent-teacher conference weeks, etc.) Oversees PFC press outreach. Requires about 10 hours per week early in the school year, plus 3 hours per week thereafter.
VICE PRESIDENT OF PERSONNEL
With help from Oakland Ed Fund, coordinates in the hiring, support and termination of all PFC employees. Member of the Personnel Committee. Handles all employee contracts and is liaison with OUSD on personnel matters, including fingerprinting and background checks. Posts for all job openings and collects resumes on qualified applicants. Puts together interview panels for job applicants. Works with payroll service to ensure that staff get paid promptly and accurately. Requires 4-8 hours per month.
VICE PRESIDENT OF FUNDRAISING
Serves as Assistant Treasurer. Evaluates programs and establishes funding projections. Works with the Board, staff and faculty to ensure good fundraising communication. Offers assistance and guidance as needed to board members who oversee major fundraisers, such as the Back to School Donation Drive, Walkathon, Read-a-thon, and Benefit Auction. Evaluates, organizes and coordinates mini-fundraisers (event tickets, vendor donations, corporate matching funds, etc.) that do not have a fundraising chair. Serves as Treasurer if the Treasurer is absent or unable to undertake responsibilities. Requires about 2-5 hours per week and more preceding a fundraising event.
VICE PRESIDENT OF COMMUNITY SUPPORT
Leads the PFC community support team, including oversight for Inclusion & Belonging, Thunder Dads, Hospitality Chair, Site/Safety Chair, Traffic Chair, and Sustainability Chair. Works with the Principal and PFC Board to proactively identify/resolve support issues. Requires 2-4 hours per month.
PRINCIPAL
Regularly communicates/meets with the PFC to discuss school matters and needs. Writes a regular newsletter column. Requires about 4 hours per month.
TEACHERS (2)
Serves as a representative on behalf of the faculty and staff. Regularly communicates/meets with the PFC to discuss class matters and needs. Requires about 2-4 hours per month.
Leads all Board and General meetings and serves as Chair of the elected Board. Acts as the primary liaison between the Parent-Faculty Club (PFC) and the school, meeting regularly with the Principal to discuss school priorities, review the PFC budget, and coordinate key classroom and campus support efforts. With Board approval, appoints all standing and ad hoc committees. Participates as a member of the Personnel Committee. Responsible for calling general and special Board meetings, delivering an annual report to members at the final general meeting of the year, and writing a regular column for the school newsletter.
SECRETARY
Records minutes of each General and Board Meeting and submits a copy to the President for review. Makes copies of the minutes available at the next meeting for approval by the board, respectively (and sends them to VP of Communications for e-posting). Prepare and read the record of any business that may have been transacted at any previous meeting. Responsible for distribution of bylaws to all newly elected board members. Performs an annual review to determine the need, if any, for revisions of the bylaws. Requires 4 hours per month.
TREASURER
Collects all PFC-generated money and pays out expenses by check. Makes weekly or bi-monthly deposits of incoming cash and checks. Keeps an accurate record of all receipts and disbursements. Provides Balance Sheet/Profit & Loss Statements plus any supplemental reports at PFC Board/General Meetings. Provides current financial information to Board Chairs as needed. Makes general liability insurance policy payments to keep policy active. Files all PFC-sponsored independent contractor contracts. Files annual taxes unless the auditor agrees to do this. Assists the President and VP of Fundraising to prepare each school year's annual budget. Requires 2-3 hours per week with increases when cash-related events occur.
MEMBER-AT-LARGE TK-2 / MEMBER-AT-LARGE 3-5
Two members-at-large serve on the Board to represent and liaison with the general school community. Members-at-large should be represented by a grade group (one TK through 2nd grade, the other 3rd through 5th grade, and have at least one child in that grade group). Requires 1-2 hours per month.
VICE PRESIDENT OF COMMUNICATIONS
Clarifies and communicates district and school policy information to the parent community when needed. Oversees maintenance of website, newsletter, school Google calendar, membership directory (Konstella), event flyers, banners, parent communications, information for open enrollment and new families, etc. Edits and approves all website content; works with webmaster to update content regularly. Reviews, edits, and approves posts for newsletter and Konstella. Prepares posts for newsletter and Konstella for topics not coordinated by other Board members (e.g., blurb on parent-teacher conference weeks, etc.) Oversees PFC press outreach. Requires about 10 hours per week early in the school year, plus 3 hours per week thereafter.
VICE PRESIDENT OF PERSONNEL
With help from Oakland Ed Fund, coordinates in the hiring, support and termination of all PFC employees. Member of the Personnel Committee. Handles all employee contracts and is liaison with OUSD on personnel matters, including fingerprinting and background checks. Posts for all job openings and collects resumes on qualified applicants. Puts together interview panels for job applicants. Works with payroll service to ensure that staff get paid promptly and accurately. Requires 4-8 hours per month.
VICE PRESIDENT OF FUNDRAISING
Serves as Assistant Treasurer. Evaluates programs and establishes funding projections. Works with the Board, staff and faculty to ensure good fundraising communication. Offers assistance and guidance as needed to board members who oversee major fundraisers, such as the Back to School Donation Drive, Walkathon, Read-a-thon, and Benefit Auction. Evaluates, organizes and coordinates mini-fundraisers (event tickets, vendor donations, corporate matching funds, etc.) that do not have a fundraising chair. Serves as Treasurer if the Treasurer is absent or unable to undertake responsibilities. Requires about 2-5 hours per week and more preceding a fundraising event.
VICE PRESIDENT OF COMMUNITY SUPPORT
Leads the PFC community support team, including oversight for Inclusion & Belonging, Thunder Dads, Hospitality Chair, Site/Safety Chair, Traffic Chair, and Sustainability Chair. Works with the Principal and PFC Board to proactively identify/resolve support issues. Requires 2-4 hours per month.
PRINCIPAL
Regularly communicates/meets with the PFC to discuss school matters and needs. Writes a regular newsletter column. Requires about 4 hours per month.
TEACHERS (2)
Serves as a representative on behalf of the faculty and staff. Regularly communicates/meets with the PFC to discuss class matters and needs. Requires about 2-4 hours per month.
