Executive Board: Roles & Responsibilities
PRESIDENT
Presides at all Board and General meetings. Serves as Chair of the elected Board. Regularly communicates/meets with the Principal to discuss school matters. Appoints, with the approval of the Board, all standing and adhoc committees. Member of the Personnel Committee. Calls general and special meetings of the Board. Makes an annual report to the membership at the last general meeting of the year. Writes a regular newsletter column. Requires about 10 hours per week.
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 to VP of Communication for e-posting). In conjunction with school secretary, maintains PFC binder located in school office with copies of approved general membership minutes and printed materials distributed at general membership meetings. 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 in dependent contractor contracts. Files annual taxes unless auditor agrees to do this. Assists President and VP of Fundraising to prepare the next year's annual budget. Requires 2-3 hours per week with increases when cash-related events occur.
MEMBER-AT-LARGE (2)
Two members-at-large serve on the Board to represent and liaison with the general school community. One-year position. Members-at-large should be new to the Board and represent by grade group (one TK through 2nd grade, the other 3rd through 5th grade, and have at least one child in that grade group). Coordinates the Middle School Fair. Members-at-large may help lead special projects or represent the PFC at Montclair Village, OUSD, or other community meetings, reporting back to the Board. Requires 1-2 hours per month.
VICE PRESIDENT OF COMMUNICATIONS
Clarifies and communicates district and school policy information to 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 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 the Dads Club, Hospitality Chair, Site/Safety Chair, Traffic Chair, and Sustainability Chair. Works with the Principal and PFC Board to proactively identify/resolve support issues. Manages and coordinates activities and events related to the Sister School relationship, currently with Prescott Elementary School (e.g., drop-off of lost-and-found clothing items, book drive, etc.). Coordinates with the Vice President of Education Support to maintain and update a list of desired improvements and needs of the PFC. 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.
Presides at all Board and General meetings. Serves as Chair of the elected Board. Regularly communicates/meets with the Principal to discuss school matters. Appoints, with the approval of the Board, all standing and adhoc committees. Member of the Personnel Committee. Calls general and special meetings of the Board. Makes an annual report to the membership at the last general meeting of the year. Writes a regular newsletter column. Requires about 10 hours per week.
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 to VP of Communication for e-posting). In conjunction with school secretary, maintains PFC binder located in school office with copies of approved general membership minutes and printed materials distributed at general membership meetings. 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 in dependent contractor contracts. Files annual taxes unless auditor agrees to do this. Assists President and VP of Fundraising to prepare the next year's annual budget. Requires 2-3 hours per week with increases when cash-related events occur.
MEMBER-AT-LARGE (2)
Two members-at-large serve on the Board to represent and liaison with the general school community. One-year position. Members-at-large should be new to the Board and represent by grade group (one TK through 2nd grade, the other 3rd through 5th grade, and have at least one child in that grade group). Coordinates the Middle School Fair. Members-at-large may help lead special projects or represent the PFC at Montclair Village, OUSD, or other community meetings, reporting back to the Board. Requires 1-2 hours per month.
VICE PRESIDENT OF COMMUNICATIONS
Clarifies and communicates district and school policy information to 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 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 the Dads Club, Hospitality Chair, Site/Safety Chair, Traffic Chair, and Sustainability Chair. Works with the Principal and PFC Board to proactively identify/resolve support issues. Manages and coordinates activities and events related to the Sister School relationship, currently with Prescott Elementary School (e.g., drop-off of lost-and-found clothing items, book drive, etc.). Coordinates with the Vice President of Education Support to maintain and update a list of desired improvements and needs of the PFC. 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.
