Parent Club Elected Roles
PRESIDENT
Skills and time commitment: organizational, communication and decision making skills a must. Makes sure nothing falls through the cracks. Time commitment is approximately 10 hours per month.
- Oversees all functions of the PC
- Oversees fundraising (Redwoods & Music Fest), Library and Teacher Appreciation Tea
- Works with Principal on funding needs and event coordination
- Monitors HVS email account and regular mail account
Skills and time commitment: organizational, communication and decision making skills a must. Makes sure nothing falls through the cracks. Time commitment is approximately 10 hours per month.
VICE PRESIDENT
Skills and time commitment: similar to those of the President. Time commitment is approximately 5 hours per month.
- Oversees Read-A-Thon, Arts Alive, Passive Fundraising and Merchandising
- It is assumed that the person in this position will run for President after 2 years in this role
Skills and time commitment: similar to those of the President. Time commitment is approximately 5 hours per month.
TREASURER
Skills and time commitment: Finance background required. Knowledge of QuickBooks essential. Must be able to prepare tax return or outsource. Database knowledge (DonorSnap) helpful. Must be able to explain financial statements at PC meetings. Time commitment is approximately 5-10 hours per month. Attendance at PC meeting required.
- Oversees all financial information
- Maintains all financial records
- Prepares financial statements for PC meetings
- Manages all Accounts Receivable and Accounts Payable
- Manages DonorSnap software (record donations, tracks pledges, sends donation acknowledgements, updates PC on status of donations & pledges)
- Prepares tax returns and other filings
- Coordinates with Finance Liaison (see below)
Skills and time commitment: Finance background required. Knowledge of QuickBooks essential. Must be able to prepare tax return or outsource. Database knowledge (DonorSnap) helpful. Must be able to explain financial statements at PC meetings. Time commitment is approximately 5-10 hours per month. Attendance at PC meeting required.
SECRETARY
Skills and time commitment: Some computer skills required. All software is web-based. Attention to detail necessary. Most of this work can be done at home, however it is imperative that the Secretary attend all PC meetings. Time requirement is approximately 8 hours at the start of school to update and print the PC handbook and update calendar, and then no more that 4 hours each month to prepare minutes and agendas.
- Prepare and post minutes and agendas on website
- Update, print and distribute PC Handbook at beginning of school year
- Update and maintain Google Calendar
- Oversees Communications Coordinator
- Oversees Room Parent Coordinator
Skills and time commitment: Some computer skills required. All software is web-based. Attention to detail necessary. Most of this work can be done at home, however it is imperative that the Secretary attend all PC meetings. Time requirement is approximately 8 hours at the start of school to update and print the PC handbook and update calendar, and then no more that 4 hours each month to prepare minutes and agendas.
Parent Club Chairperson Roles
FINANCE LIASION
Skills and time commitment: Finance background important. Proficient use of spreadsheets necessary. Organizational skills necessary. Total time commitment: 20 hours per year.
- Manages distribution and collection of Commitment Sheets
- Records pledges into DonorSnap
- Sends out reminders of pledges and periodic updates as to fundraising goals
- Manages any on-site transactions (cash box, card readers)
- Accesses PayPal account to create buttons and download payment activity from website for yearbooks,etc.
Skills and time commitment: Finance background important. Proficient use of spreadsheets necessary. Organizational skills necessary. Total time commitment: 20 hours per year.
COMMUNICATIONS CHAIRPERSON
Skills and time commitment: Some computer skills required. All software is web-based. Attention to detail necessary, and quick turn around is sometimes needed. This work can be done at home. Time requirement is approximately 4 hours at the start of school to ensure that all new emails are input, and then no more that 4 hours each month to prepare any newsletters and perform website updates. Attendance at PC meetings important.
- Constant Contact (email program)
- Update and maintain email addresses
- Prepare and email newsletters and other correspondence
- Maintain website
- Other correspondence: magnetic board, school newsletter, Facebook page
Skills and time commitment: Some computer skills required. All software is web-based. Attention to detail necessary, and quick turn around is sometimes needed. This work can be done at home. Time requirement is approximately 4 hours at the start of school to ensure that all new emails are input, and then no more that 4 hours each month to prepare any newsletters and perform website updates. Attendance at PC meetings important.
ARTS ALIVE CHAIRPERSON
- Find and book artists for Fall and Spring sessions
- Update Google Form with new class information and maintain form submissions
- Place students in classes
- On-site management of teachers and students and pickup
- Organize Arts Alive Open House
REDWOODS DINNER CHAIRPERSON
Skills and time commitment: Organization skills a must. Party planning, catering experience helpful. Communication skills important. Time commitment – planning throughout year approximately 20 hours. Month before event and month of the event approximately 20 hours. Day before and day of event 10 hours. Total 50-60 hours throughout year. Normally 2 volunteers for this role, so 30 hours each per year.
- Responsible for all aspects of dinner: location, date, food
- Manage needs based on location: tables, dishes, centerpieces, lighting
- Manage food: menu, caterers, beverages
- Coordinate advertising
Skills and time commitment: Organization skills a must. Party planning, catering experience helpful. Communication skills important. Time commitment – planning throughout year approximately 20 hours. Month before event and month of the event approximately 20 hours. Day before and day of event 10 hours. Total 50-60 hours throughout year. Normally 2 volunteers for this role, so 30 hours each per year.
REDWOODS AUCTION CHAIRPERSON
Skills and time commitment: some software experience necessary. 50-60 hours throughout year. Normally at least 3 volunteers for this role, so 20 hours each per year.
- Manage Auction Maestro software
- Solicit auction items
- Prepare auction pamphlet, bid sheets, bid numbers through Auction Maestro
- Auction check-out at Redwoods
- Thank you letters
Skills and time commitment: some software experience necessary. 50-60 hours throughout year. Normally at least 3 volunteers for this role, so 20 hours each per year.
READ-A-THON CHAIRPERSON
Skills and time commitment: no special skills necessary! Time commitment 10 hours per year.
- Set-up online read-a-thon
- Set-up guest readers
- Rally classroom support (posters,etc)
- Distribute pre-printed materials
- Manage read-a-thon website (sending reminders, etc.)
- Send progress updates and distribute prizes
Skills and time commitment: no special skills necessary! Time commitment 10 hours per year.
ROOM PARENT COORDINATOR
Skills and time commitment: good with email! Preferably someone who is on campus more. Attendance at PC meetings required. Time commitment 15 hours per year.
- Interface with all room parents on PC initiatives
- Encouraging room parents to attend PC meetings
- Working with room parents to get needed volunteers
- Relaying and supporting all PC events to room parents
Skills and time commitment: good with email! Preferably someone who is on campus more. Attendance at PC meetings required. Time commitment 15 hours per year.
MUSIC FEST CHAIRPERSON - NEW!
Skills and time commitment: Organization skills necessary. Approximate time commitment 40 hours per year.
- Organize bands to perform
- Organize food and drink
- Ticket sales
- Organize booths
- Organize day-of event
Skills and time commitment: Organization skills necessary. Approximate time commitment 40 hours per year.
Other Roles
PASSIVE FUNDRAISING
Time commitment: 10 hours per year.
- Organize community dinners
- Manage Box Tops, Amazon Smile, ThredUP and E-Scrip
Time commitment: 10 hours per year.
MERCHANDISING
Now that we have a new Happy Valley logo we need more swag! Help determine the goodies we want to sell, and well, sell them! We have hats but could use so much more! Time commitment: 10 hours per year.
Now that we have a new Happy Valley logo we need more swag! Help determine the goodies we want to sell, and well, sell them! We have hats but could use so much more! Time commitment: 10 hours per year.
ROOM PARENT
In addition to helping the teachers with class parties and field trips, you are a cheerleader for Parent Club fundraising activities. Example: have the class make a poster for the Read-A-Thon. Promote fundraisers via email and good ol' fashioned verbal communication. Responsible for coordinating with teacher on classroom art project or basket for auction.
Time commitment is approximately 10 hours per year.
In addition to helping the teachers with class parties and field trips, you are a cheerleader for Parent Club fundraising activities. Example: have the class make a poster for the Read-A-Thon. Promote fundraisers via email and good ol' fashioned verbal communication. Responsible for coordinating with teacher on classroom art project or basket for auction.
Time commitment is approximately 10 hours per year.
TEACHER APPRECIATION TEA
Set-up, serve and clean-up a teacher luncheon on the Friday afternoon of Teacher Appreciation week - usually in early May. Can be prepared by parents or catered.
Time commitment is approximately 10 hours per year.
Set-up, serve and clean-up a teacher luncheon on the Friday afternoon of Teacher Appreciation week - usually in early May. Can be prepared by parents or catered.
Time commitment is approximately 10 hours per year.
LIBRARY COORDINATOR AND FRIDAY LIBRARY VOLUNTEERS
The Library Coordinator organizes and schedules library volunteers; manages library cards; maintains library software and issues overdue notices; purchases new books and supplies for the library. Coordinates volunteers for 2 library work days. Organizes Used Book Sale.
40 hours of time (some during the summer) for everything except the Friday library days. In addition, need volunteers for the 2.5 hours slots on Fridays for the students' library time.
The Library Coordinator organizes and schedules library volunteers; manages library cards; maintains library software and issues overdue notices; purchases new books and supplies for the library. Coordinates volunteers for 2 library work days. Organizes Used Book Sale.
40 hours of time (some during the summer) for everything except the Friday library days. In addition, need volunteers for the 2.5 hours slots on Fridays for the students' library time.
CSA COORDINATOR
Manage the CSA distribution at the school and be the main contact with High Ground Organics. Time commitment 5 hours per year.
Manage the CSA distribution at the school and be the main contact with High Ground Organics. Time commitment 5 hours per year.