Parent Executive

Lead meetings, keeping them focused and on task.

Attend meetings day or evening; maintain ongoing email communication.

Sign contracts and meet with vendors or the school as needed.

Work with the Principal and Teacher Liaisons to ensure committees collaborate smoothly.

Delegate tasks and hold team members accountable—this is a coordination role, not a “do-it-all” role.

Stay in contact with Safe & Dry Grad Committees.

Manage the grad budget using spreadsheets and basic accounting.

Work with the school funds manager (Martha Shofner: marthashofner@pwpsd.ca).

Maintain and update the grad budget monthly; prepare a proposed budget by November.

Contact the funds manager 4–5 days before each meeting for the current account balance.

Review minutes promptly for accuracy.

Manage the Grad 2026 Facebook Group for parents and students (private and secure).

Work with Teacher Liaisons to request student volunteers for social media, surveys, and announcements.

Maintain the Grad webpage and shared Grad Calendar.

Submit a monthly school newsletter update as a Google Slide to Christina Sheenan by the last Wednesday of each month. 

Lead decorating vision, maintain inventory, and oversee the Sea-Can.

This is a large commitment due to venue size; you may work with an outside event coordinator to help manage logistics and volunteers.

Coordinate volunteer needs with the Volunteer Coordinator.

Be available during school hours and the days leading up to Grad (Wed–Fri) for set-up.

Source materials, shop, and organize decorating workshops.

Can request student volunteers via Teacher Liaisons to assist. 

Serve as primary contact for the Tara Centre, overseeing logistics for all committees.

Schedule and attend site visits; hire and coordinate Security.

Arrange chair transport between PWA and the venue.

Liaise with Decorating and Grand March teams for setup and takedown.

Book and manage contracts for sound, lighting, and video (e.g., Heartbeat Productions).

Oversee music and video for the event.

Can request student volunteers via Teacher Liaisons for playlists, videos, or technical support. 

Plan the Grand March sequence, timing, and flow.

Lead rehearsal day and coordinate parent volunteers.

Work closely with Facilities & AV and Decorating teams.

Coach and support Grand March MC(s).

Collaborate with student volunteers via Teacher Liaisons for music, survey input, and creative ideas. 

Work with the Treasurer to identify financial needs

Solicit donations and organize fundraising events.

Track and confirm deposits through the school account.

Can request student volunteers via Teacher Liaisons for promotion, collection, or event support.

Note: Fundraising needs depend on the year’s priorities and budget.

Attend all meetings.

Take accurate, concise minutes; manage documentation on Google Drive.

Track motions and votes with detailed information (who, what, when, amounts, and companies).

Prepare and distribute agendas and minutes.

Maintain updated contact lists and document templates for future use.

Fully parent-managed; no monthly meeting attendance required.

Communicate with vendors for quotes and designs; coordinate orders.

Gather Graduate input.

Ensure clear timelines for ordering and delivery.

Use a volunteer management app (Signup.com or SignupGenius) to organize volunteers.

Send reminders, maintain updated lists, and print copies for events.

Create QR codes for volunteer sign-up at meetings.

Coordinate closely with Decorating, Facilities & AV, and Grand March teams.

Never cancel filled volunteer slots—backup coverage is essential.