PARENT ASSOCIATION JOB DESCRIPTIONS EXECUTIVE COMMITTEE

PARENT ASSOCIATION JOB DESCRIPTIONS 2015-16 EXECUTIVE COMMITTEE

President

 Preside over monthly Parents’ Association and Executive Committee meetings, as well as the three annual Board of Directors meetings;

 Prepare agendas for PA Board of Directors and Executive Committee meetings;  Communicate regularly with the Head of School, the Assistant Head of School for

Advancement and External Affairs, the Dean of Students, the Director of Communications, and the PA Executive Committee;

 Work with the Vice President of Meetings to set schedule of General PA meetings, PA Standing Committee meetings and Executive Committee meetings; and to select speakers for monthly PA meetings;

 If requested, work with the PA Nominating Chair to help choose Head Class Reps;  Act as a support to the annual fundraising committee (Branson Bash)

 Attend school events as part of the community building effort that the Parents’ Association strives to maintain;

 Write a Branson PA Annual Report letter;  Address parents on Parents’ Day in September;

 Communicate frequently via email with the various committee chairs to ensure that the Parents’ Association is running smoothly and effectively

 Serve as PA representative to the Branson Board of Trustees Vice President of Meetings

General Responsibilities:

 Assist President, as needed;

 Preside over General PA meeting if President is unable to attend;

 Attend all General PA, Executive Committee, and PA Board of Directors meetings; PA Meetings:

 Organize monthly PA meetings;

 Schedule and reserve locations for PA, Board of Directors, and Executive Board meetings. Meeting rooms at Branson are reserved through Carol Herter, the Branson Registrar;

 Submit notices about the General PA meeting to the Branson Director of Communications for insertion in the Bulletin

 Confirm that Hospitality Chairs submit catering and set up order forms each month to Epicurean and to Santiago Gasca which provides the layout and number of chairs needed for each General PA and PA Board of Directors meeting. The form should also request AV equipment as needed.

 Coordinate with Hospitality Chairs to ensure that there are refreshments provided at the General PA and PA Board of Directors meetings and that costs for these are within the approved budget;

 Submit meeting calendar to Board of Trustees and school;  Write thank you notes to speakers and hosts.

Vice President of Communications and Class Rep Liaison General Responsibilities:

 Attend all PA General, Executive Committee, and PA Board of Director’s Meetings.  Work with the Branson Communications Director to ensure announcements are

communicated to parents in the Bulletin or through other

 Help organize and execute all school mailings on an as needed basis (these have become very rare!). This is done by Carol Herter / Elizabeth Riley

 Assist PA President with Communications project, as needed; Class Reps:

 Organize initial Class Rep meetings in May or June to introduce Class Deans to Class Reps; did not do this and don’t think it is necessary

 Oversee planning of class events for parents and students with Class Deans and Class Reps; ; did not do this and don’t think it is necessary

 Oversee class budgets; Treasurer does this  Oversee Reps as needed during the year;  Assist the Reps, when needed;

 Write thank you notes at year end. Branson Website Parents’ Page:

 Oversee and set up content of information;

 Monitor information to ensure that it is current and accurate

 Oversee and input information onto Parents’ calendar. Monitor the School calendar to ensure appropriate information from that calendar is also on the Parents’ calendar  Solicit and work on suggestions on how to improve site;

 Put periodic announcements in the BULLetin telling people how to volunteer through the website

 Check the volunteer opportunities on the website and communicate names to specific PA Committee Chairs

 Coordinate with the Branson Communications Director. Branson Website Class Pages:

 Oversee and set up content of information including:

o Contact class reps in August. Request each class write a welcome letter and provide a list of upcoming events and details for their page and to include on the PA calendar. Request that the reps contact class deans to see if they would like to include anything on the class pages.

o Request reps provide regular calendar updates for each class to list hikes as well as class meetings and events.

o Request updated class letters in January for the second half of the year. o Monitor information to ensure that it is current and accurate.

Secretary

 Take minutes at Parents’ Association meetings, Executive Committee meetings, and Standing Committee meetings;

 Submit approved PA General meeting minutes to VP of Communications for display on the Branson Parents’ webpage as well as other communication and correspondence as required by the President.

 Compile all PA Exec Committees’ Accomplishments, Upcoming Plans and Concerns (3 areas addressed at each Exec Committee meeting prior to actual PA meeting), as submitted by each position (Pres, VP Mtgs, VP Communitcaions, Treasurer, Members at Large and Branson Bash Chair), for President 3 days prior to Executive Committee meeting.

 Send minutes regarding Head of School’s remarks to Tess Deddo for approval before posted online

Treasurer

General Responsibilities:

 Assist in developing an annual PA budget

 Prepare monthly reports and income statements  Track revenue and expenses

 Ensure timely payments

 Communicate financial information to the appropriate parties (PA Executive Committee and various Committees)

 Attend all Parents’ Association meetings and Executive Committee meetings

Specific tasks

 Upload data into accounting program (QuickBooks)  Approve payments and issue checks

 Reconcile bank statements

 Research discrepancies and abnormal items

 Work with Branson Business office for accounting detail  Provide general financial support and guidance as needed

PA Members at Large (2 People)

 Attend all Parents’ Association meetings and Executive Committee meetings  Assist the President of the Parents’ Association in all tasks assigned;

 Coordinate Hands United to assist Branson community members in need;

 Acknowledge by gift or card all births, deaths, resignations, and other exceptional life events of the faculty and staff;

 Take responsibility for any special projects as coordinated with the Vice President of Communication and Class Reps.

Parent Education Liaison (1 member at large)

 Oversee the Parent Ed Committee in determining the agenda and budget for speakers for the year;

 Attend Parent Ed meetings as needed;  Report back to Executive Board. Campus Store Liaison (1 member at large)

 Coordinate with the Campus Store managers to assure smooth operations and financial management

 Report back to Executive Board.

Chair of Branson Bash—Financial Aid Fundraiser (1 or more people)

 Recruit and coordinate a committee of parent volunteers to plan and execute a community party that raises $500,000 or more for Branson’s financial aid program.  Work with the Development Department to develop the appropriate theme and

messaging to promote the event and raise funds.

 Seek donations from the parent and business community for underwriting, silent auction items and in-kind items to reduce the expenses of the event.

STANDING COMMITTEES Arts Council (4-7 People, including a Committee Chair)

 The Arts Council committee provides support to all arts disciplines at Branson. This includes theater, instrumental music, vocal music, dance, and visual arts.

 One Council Member should be designated as the lead representative to streamline communications between Council Members, Fine Arts Faculty, and PA Executive Committee members;

 Organize a meeting (luncheon, tea, etc.) for Fine Arts Faculty, Arts Council Members, Committee and Parent Liaisons. This should occur within the first two weeks of the school year;.

 Manage ticket sales for Fall Play, Dance Show, and Spring Musical. Tickets can be reserved or purchased througharts@branson.org or by phone. All ticket orders (whether by phone or email) should receive a confirmation via return phone call or return email;

 Provide publicity for all Fine Arts Shows, including Fall Play, Winter Concert, Dance Show, Jazz Show, Spring Musical, and FAB. (It is recommended that one person on Arts Council be designated as the PR person for all events.) This includes, but is not limited to

o Flyers for Admissions Office o Postcards/Posters

o Newspaper Announcements

o Flyers for Neighbors o Weekly Bulletin

o Arts Council shall be responsible for organizing concession sales for all Fine Arts Events, including Fall Play, Winter Concert, Dance Show, Spring Musical, and FAB;.

 Organize pre-performance talks, (coordinated with Fine Arts Teachers;)  Promote audience development (publicity);

 ·Gather information from Fine Arts Faculty for announcements at PA meetings and arrange promotion of upcoming shows by arranging for students to perform and/or Fine

Arts Teachers to speak at PA meetings. (Contact Vice President of Meetings to make the arrangements for PA meetings).

 All Council members are strongly encouraged to attend PA meetings. Bullhorn (1 Person)

 Recruit one parent from each team who will write game summaries for the weekly BULLetin

 Coordinate with the Branson Director of Communications for submission of sports updates to the weekly BULLetin

 Attend monthly PA meetings

Bullpen – The Bullpen Board is appointed by the AD and the Bullpen and works in conjunction with the PA.

The Bullpen Executive Board consists of a President, Vice President, Treasurer and Secretary, the AD and 2-3 standing members. The Bullpen serves as the fundraising booster club for all

Branson athletics. Through money raised from Bullpen memberships and special events like the Poker Tournament, the Bullpen is able to underwrite the All School Sports Athletic Awards each spring, support special training and continuing education for Branson Coaches and supply reusable team gear that is not covered under the school athletic budget.

The members of the Bullpen:

 Coordinate Bullpen Meetings-There are four Bullpen meetings during the school year in alternating months. The first Bullpen meeting should occur in early September,

November, January and April. These meetings are used to plan events and vote on requests for Bullpen funding. All requests are submitted to the AD by the coaches first. The AD will present proposals for a committee vote.

 Solicit Bullpen Memberships from the Branson parent body through representation at Parents Day, solicitation through team parents, at seasonal sports nights and Bulletin announcements. Determine and distribute Branson SWAG to Bullpen members.  Coordinate and Plan Fundraising and Spirit Events including a spirit game tailgate in the

fall and spring, and the Texas Hold’um Poker Tournament.

 Coordinate the Annual Athletic Sports Awards night held in the spring. All Branson athletes and families are invited to this dinner held in the Branson gym. All athletes and teams are celebrated and special awards are given out by the AD.

 Coordinate Branson Home Game Snack Bar-The snack bar sales benefit ALL Branson teams. The Bullpen Coordinator staffs the snack bar at the home basketball

games. Snack bar items are purchased by the Bullpen Coordinator or a designated team parent. Receipts from the purchases are turned in to the PA Treasurer.

Campus Store Management (4 People) Store Management Coordinator (1 person)

 Train all store volunteers

 Receive and re-stock weekly deliveries

 Document all stock received in VEND system / track all vendor invoices

 Keep appropriate amount of inventory available inside the store for daily re-stocking  Format and install all bar codes for scanning system for each new item

 Implement BullBucks monetary system for Department Awards & Gift Certificates  Develop and disperse a comprehensive Bullshack Handbook with Store Buyer for all

volunteers and adequate school staff members to have on hand Purchasing and Inventory Coordinator (1 person)

 Make weekly orders of stock from various vendors for direct delivery to campus  Input all ordering info into VEND system prior to deliveries

 Obtain and package all specialty/bulk items

 Oversee bi-monthly stock/inventory counts (Aug/Oct/Dec/Jan/Mar/June)

 Research new / rotating products to keep inventory feeling fresh and updated overall  Develop and disperse a comprehensive Bullshack Handbook with Store Manager for all

volunteers and appropriate school staff to have on hand

 Galvanize parent/community members to donate baked or packaged goods to the store Volunteer and Billing Coordinator (1 Person)

 Coordinate and confirm weekly/monthly schedule for all store volunteers  Disperse regular weekly reminders of the schedule to all relevant volunteers  Document the best contact info for all volunteers and make available online  Generate monthly billing reports and send them to Danielle B. in bookkeeping  Ensure billing adjustments are correct for all faculty and cash customers  Answer parent queries about student purchases

 Assist Store manager as needed Spirit Coordinator (1 person)

 Act as Community Service Liaison: Recruit interested students for volunteer hours  Develop noteworthy flyers on nutrition oriented information for students

 Build community support for monthly Blackboard wall “competition”  Work with facilities on relevant issues (garbage, recycling, etc.)

 Orchestrate 5-6 basic items for each year to keep in stock of Spirit Wear Items {such as annual t-shirt, basic sweatshirt, pajama bottoms, cap, bottle, tote bags}

 Assist Purchasing & Inventory manager as needed All 4 store coordinators should attend monthly PA meetings Community Service (2-3 People)

 Serve as liaisons between PA Board, the Branson Community Service Director, and the Branson parent body;

 Coordinate the annual Branson holiday toiletry drive in November. Please check closet in Crossways entryway throughout the year to ensure toiletries are being distributed;

 Coordinate a series of community service opportunities throughout the Bay Area for participation by Branson families. The goal of these activities is to offer meaningful, interactive experiences for parents and students to work together side-by-side. Each event should have at least one chair attending;

Update Community Service information on Parents’ Page of school website;  Advertise volunteer opportunities in weekly Bulletin;

 Attend monthly PA meetings Decorations (2-4 People)

 Decorate various public areas of the School throughout the year for holidays and special events, including putting up, taking down, and storing decorations;

 Provide flower arrangements for Admissions Office from October-January;  Decorate Campus for Halloween;

 Provide support to Development Office for Spirit of Branson reception;  Decorate Campus for Winter Holidays;

 Attend monthly PA meetings eScrip (1-2 People)

 Encourage enrollment and participation in the eScrip or other programs (e.g., Amazon Smile, United Markets, other stores) to generate funds to benefit Community Service and the PA;

 Prepare a flyer and include copies in the summer eblast (contact Elizabeth Riley for details);

 Re-enroll families with Safeway Club cards in the fall (this can be done on the eScrip website);

 Order new cards from United Markets, to be distributed to families in San Rafael and San Anselmo;

 Notify families who are not participating and follow-up to make sure they understand program;

 Post reminders to parents in weekly Bulletin;

 Contact school administration, faculty and staff to determine if they are participating as well;

 Work with Branson Business Office to get monthly contribution reports;

 Report participation/revenue/income throughout the school year to the PA Treasurer;  Attend monthly PA meetings

Faculty/Staff Appreciation (5-6 People)

 Coordinate, deliver, set up, and clean up monthly treats for the administration, faculty, and staff;

 Solicit tickets, vacation homes, and services for use by the faculty during the year (if possible);

 Organize the cookies for December Caroling in the Quad  Plan year-end Faculty/Staff Appreciation Luncheon;

 Purchase and wrap approximately 93 year-end faculty gifts (subject to funding);  Attend monthly PA meetings

Graduation Decorations Coordinator (2 People)

 Plan and coordinate decorations for Senior Farewell, Graduation Ceremony, and Reception. Potential venues include, but are not limited to, school gate, theater, Student Commons, and ceremony grounds;

 Solicit, organize, and lead a committee of 8 volunteers;

 Choose and develop working relationships with vendors and suppliers while managing a defined budget;

 Collaborate with internal Branson staff and administration such as Senior Dean, School Caterer, Grounds Keeper, Business Office, PA Executive staff, etc. to accomplish the goal of a beautiful graduation experience for graduates, their families, and the Branson community.

 Coordinate the purchase of a gift for each senior with the Alumni Association which also purchases a gift

 Attend monthly PA meetings Hospitality (2 people)

 Recommend new process for managing hospitality needs - within annual budget - now that in-house catering services have become more costly

 Coordinate refreshments for monthly Parents’ Association meetings and Board of Directors meetings (3 per year);

 Organize the Welcome PA meeting “spread” at the beginning of school;

 Work with the Faculty Appreciation committee to plan the Faculty Appreciation Lunch hosted in June;

 Attend monthly PA meetings Parent Education Chairs (2-3 People) Overall responsibilities:

 Collaborate with the Branson Counseling Office to plan parent education programs that promote the intellectual, emotional and/or physical health of Branson students; and  Collaborate with the Administration to support speakers at Branson

 Coordinate the designate Member at Large from the PA Executive Committee Plan the following events and activities:

 One speaker in the fall (assist in developing a one-page handout for parents);  One speaker in the spring (assist in developing a one-page handout for parents);  One faculty member in the winter;

 With the Counseling Office, the ACODA program “Sharing Viewpoints,” usually held in February; and

 Monthly Parent Education Committee meetings to plan events and obtain feedback after events.

 Promote Parent Education events at Parent Association meetings, in the Bulletin, on the Branson website, and via parent emails from Committee members;

 Distribute information on the Branson website about Parent Education;

 Develop educational materials that support the parent community, and post these resources on the website;

 By June 1 of each year, schedule dates for the next year and agreed upon by the Parent Association President, and calendar these with the Branson Administration;

 Conduct a brief on-line survey of the Branson parents about Parent Education events conducted in the spring, and review results with the Committee each year;

 Recruit new members to join the Parent Education Committee at the beginning of each year;

 Keep informed about other speakers in Marin, and as appropriate, promote these within the Branson community;

 Keep informed about Bay Area Coalition speakers, and as appropriate, promote these within the Branson community;

 Explore partnering with other Marin high schools to share speakers; and

 Plan a thank you luncheon for the Parent Education Committee, faculty and staff members in late spring.

 Attend monthly PA meetings

Regional Reps (1-2 People per Region)

Contact families new to Branson (in designated region);

 Assist families in organizing carpools and transportation to and from Branson;  Communicate to all families contact number for CYO bus company (650) 757-2110;  Before school starts, organize social gathering for parents, which may also include

faculty and staff living in area;

 Check-in with families periodically by email;

 Establish email distribution list on personal computer;

 Work with Parents’ Association Community Service committee to promote service events in regions (i.e., SF Homeless Sandwiches);

 Encourage discussions on disaster preparedness (where to stay in Marin in case of flooding, earthquakes, etc.);

 Attend monthly PA meetings Safe Grad Night Celebration (1-2 People)

 Plan Safe Grad Night the evening of graduation, normally held from 9:00 pm – 2:00 am.  Establish a committee to assist with planning and execution of party. Funding is

provided by ticket sales to students and the Parents’ Association.  Reserve the location, entertainment, and food,

 Plan decorations,

 Send invitations, permission slips, and waivers,  Track RSVP’s

 Attend monthly PA meetings Spirit Wear Coordinator (1-2 People)

 Spirit Wear Coordinators are responsible for promoting and selling Branson Spirit Wear.  Submit announcements, as needed, to the BULLetin to promote sales. Provide Branson

Admissions with a Spirit Wear flyer that can be included in the admit letters that go out in March each year.

 Create a plan for selling physical inventory in the campus store and at various school functions. Suggested functions are: Orientation Week events for freshman/sophomores in August; Parents’ Day in September; and New Student Orientation/FAB in April/May.  Recruit parents or students (who receive community service hours) to help sell Spirit

Wear at various school functions

 Inventory items in Campus Store at the end of the school year. Store remaining inventory in in the closet in the Old Dining Hall;

 Submit sales/inventory updates to PA Treasurer on Dec. 1st, March 1st and June 1st;  Attend monthly PA meetings

Summer Resources (1-3 People)

 Research potential summer opportunities for Branson students, including local, state, U.S., and worldwide activities in community service, internships, local job opportunities, academic-, art-, and music-related opportunities, adventure activities, cultural and language-immersion trips, a drivers education programs, lifeguard/camp options;  Update website to provide information on summer programs to students and parents;  Work with Branson’s Director of Communication to ensure that Summer Resource

updates appear in the weekly Bulletin and announcements are made at student assemblies;

 Facilitate Branson parents and alumni who may want to offer summer internships or summer employment to students;

 Attend monthly PA meetings

CLASS REPS Freshman Class Rep (4-5 People)

Freshman Parent Class Reps act as the liaison between the Class Dean and the parent body of the freshman class. Parent Reps convey information, concerns and issues from the parents to the Class Dean and vice-versa. In addition, Parent Reps assist the Class Dean with organizing functions specific to the grade level. One Freshman Parent Class Rep will be designated by the

PA President and Nominating Committee as the Head Freshman Parent Class Rep, who will be responsible for all communication with the Class Dean.

 Call all new families prior to first day of school to welcome them;

 Help Class Dean organize the fall Freshman Parent Conversation and Coffee evening;  Organize one or two social events for Freshman Parents and consider organizing

monthly hikes for Freshman Parents;

 Organize activities like lemonade/pizza parties before sporting and arts events for students;

 Organize and facilitate carpooling and chaperoning to fall and spring social events for students, such as movie, bowling, billiards, skating, etc.;

 It is highly recommended that the Head Rep maintain an email distribution list for the class on his/her personal computer;

 Attend monthly PA meetings. Sophomore Class Rep (4 People)

Sophomore Parent Class Reps act as the liaison between the Class Dean and the parent body of the sophomore class. Parent Reps convey information, concerns and issues from the parents to the Class Dean and vice-versa. In addition, Parent Reps assist the Class Dean with organizing functions specific to the grade level. One Sophomore Parent Class Rep will be designated by the PA President and Nominating Committee as the Head Sophomore Parent Class Rep, who will be responsible for all communication with the Class Dean.

 Assist the Class Dean in organizing the Sophomore Parent Conversation and Coffee evening. This event usually occurs in the first trimester of school;

 Organize Trivia Night. (Held in February – following Cabaret Show);  Organize parent social events. Two evening events are suggested;

 Organize monthly parent hikes, if there is interest among parents of Sophomore students;

 Organize social events for students, and facilitate carpooling and chaperoning at such events;

 Organize other activities as requested by Class Dean;

 It is highly recommended to have one Class Rep maintain an email distribution list for the class on his/her personal computer;

 Attend monthly Parents’ Association Meetings Junior Class Reps (4 People)

Junior Parent Class Reps act as the liaison between the Class Dean and the parent body of the junior class. Parent Reps convey information, concerns and issues from the parents to the Class Dean and vice-versa. In addition, Parent Reps assist the Class Dean with organizing functions specific to the grade level. One Junior Parent Class Rep will be designated by the PA President and Nominating Committee as the Head Junior Parent Class Rep, who will be responsible for all communication with the Class Dean.

 Assist Class Dean with Prom related organizational issues such as set-up and

decoration. Prom planning is coordinated by the elected student officers with oversight by the Jr. Class Dean, the Activities Dean, and Prom assistant;

 Organize social events for parents of Junior students;

 Organize or assist in organizing other activities, including social events for students, as requested by Class Dean;

 Provide support to Safe Grad Night Coordinator/Committee, as needed;

 It is highly recommended to have one class rep maintain an email distribution list for the class on his/her personal computer;

 Attend Monthly Parents’ Association Meetings Senior Class Rep (4 People)

Senior Parent Class Reps act as the liaison between the Class Dean and the parent body of the senior class. Parent Reps convey information, concerns and issues from the parents to the Class Dean and vice-versa. In addition, Parent Reps assist the Class Dean with organizing functions specific to the grade level. One Senior Parent Class Rep will be designated by the PA President and Nominating Committee as the Head Senior Parent Class Rep, who will be responsible for all communication with the Class Dean.

 Assist Class Dean with planning of Senior Retreat in August;

 Organize volunteers to assist photographer with Senior Portraits taken on campus;  Conduct fundraising events, if desired, to defray costs for Safe Grad Night, such as the

Greens and See’s Candy sales;

 One Senior Rep should be designated to serve on Safe Grad Night planning committee;  Assist with Winter Formal set-up and decoration if requested by Class Dean;

 Organize reception for Senior Farewell;

 Organize social gatherings for parents of senior students;

 Organize or assist in organizing other activities, including social events for students, as requested by Class Dean;

 It is highly recommended to have one class rep maintain an email distribution list for the class on his/her personal computer;

 Attend monthly Parents’ Association Meetings Branson PA Sustainability Committee (2 people)

The purpose of the Branson PA Sustainability Committe is to ensure all Branson PA activities function in full alignment with the Branson Green Mission Statement (this document can be found on the Branson website.) Because this is a new committee, they can create a strategy for appropriate activities and communications.