Parent Executive

• Be able to Chair a meeting, keeping it focused and on task

• Be available day or evenings to attend all meetings, be adept at using email continuously and have access continuously 

• You will sign contracts …  so be prepared to have day time meetings at the school or with vendors

• Work with the Principal and teacher liaisons.  Keep the peace ensure that committees are working well with each other. 

• Be able to delegate… you should not be the one to do the tasks, but instead delegate and then track and hold people accountable for deliverables

• Stay in contact with the Safe & Dry Grad Committees

• Review minutes as soon as they are published for accuracy 

• Be able to use spreadsheet application, understand basic accounting principles

• Work with school funds manager (Renee Martin : reneemartin@pwpsd.ca) 

• Maintain on ongoing basis, grad budget and expenditures spreadsheet and present monthly to executive and parents. Have a PROPOSED BUDGET ready to go by November based on the numbers of last year’s Grad Class and the priorities of this year’s Grads.

• Contact Renee Martin 4-5 days prior to Grad Committee Meeting to obtain current account balance. (via email)

• Set up & maintain Facebook Group for Parents and Students of Grad 2023.  

  • Be sure this is a secure group that is not public

  • Have 1-2 security questions, one should include “Who is your PWA Graduate” to ensure we have a secure group. 

  • Update Grad Webpage with announcements and events

Prepare monthly school newsletter contribution (emailed to Martha Schofner by last Wednesday of each month) as a GOOGLE SLIDE 

• Creative, need to be well connected in the school

• Ideally, your Grad/student is working with you and can rally friends who are willing to do work bees, to work on decorating projects with you

• Need time during the school day to do workshops and be able to take the days off before grad IE: Wed- Fri

• Time to shop… shop… looking for bargains, looking for ideas

• Access to internet and adept at searching for ideas

• Maintain Grad Inventory of decorations and maintain Sea-Can (start Fall 2022)

• Provide a list of jobs for volunteer coordinator to fill (set-up & take-down by March 2023)

• Primary contact and communication conduit for al committees with Tara Center

• Need to be available during the days of Grad

• You are the primary contact for Security during the Grad day (Security must be hired for the Grande March portion of event)

• Arrange for site visits at the Tara Center

• Arrange for chairs from PWA & Whispering Ridge---loading/transport back and forth (Thursday prior to Grad event & Saturday/Sunday after Grad event)

• Be present and assist in set-up and take-down of event as liaison between decorating and facility 

• Create march sequence and design based on Grad Students’ desired

• Attempt innovative and fun ideas would be up to the Grand March Parent to research /delegate and /or implement at their discretion.

• This sets the timing and the flow of the whole evening events

• Arrange and coach parent volunteers, and Grand March Emcees

• Available to be there during the Grand March right to the last minute. 

• This role is very active the rehearsal day and the day of the event.  This parent needs to get a team together to RUN the Grand March Rehearsal 

• Work closely with Light and Sound and decorating committee

• Work with Student Grand March coordinator to nominate/ enlist an MC for the event. Work closely with and coach MC of the evening event. 

• Communicate with the Treasurer/Co-chair regarding budgetary needs and wants.  

• Good communication with students

• Drop off donation letters, follow-up, collect funds

• Organize any events, with a committee of volunteers

• Follow up with accounting to ensure that the funds have been allocated from the school account

• This role may or may not be required depending on the amount of fundraising the grad committee wants to do / Be careful not to stress about the funds required – the Executive should have clear idea of where monies are going to be used / needed

• Attend all meetings 

• Accurate concise minute taking at each meeting (ability to use and access Google Drive required)

• Track motions and votes for reference throughout the year.  Need to clearly state who, what, when, $$ amounts, fully company names

• Setup and maintain Parent and Executive Grad contact list

• Maintain templates for various documents that will be reused in the future

• Prepares agenda, and minutes for each meeting

• Work directly with the Company contacts

• Book the company/ companies for Sound and Lighting and Video 

• Available to the company as the primary contact of the grad committee. Note PWA Grad has used Heartbeat Productions for all of sound/media/lighting and the Grad Video Last year

• Arrange for Music and Video contracts if those are part of grad

• Work with students and Grande March committee for student videos, music etc.

Download a Volunteer App (eg. Signup.com or sign up Genius ) and organize event volunteers, send out emails and reminders etc, print off the lists for the events.  Create a QR code for teachers for Parent meetings.  My recommendation would be to ask them to advise you of the volunteers required well in advance and post the link on Facebook to allow people to complete their own personal information and fill their own spots. Communicating with decorating on a regular basis.   NEVER cancel Volunteer already booked because things are always changing and people do not show up. 

ASK decorating committee for a detailed list of jobs needed for set-up & take-down.