Executive Board Officer Descriptions

**All descriptions subject to change, as we are in the process of updating our bylaws. Changes will be primarily in wording—duties will remain the same.**

The President is responsible for keeping open communication between PAC members, Joint PAC presidents, and community members as needed. She/he plans and runs the PAC meetings, facilitates communication between PAC board and Hawks View staff, coordinates the calendar planning process, and provides overall leadership to all PAC board positions and committee chairs. She/he works with the Treasurer to set the budget and serves as the second name on the PAC bank account.

The Vice President assists the President in representing Hawks View Elementary PAC. She/he supports the president in his/her duties, provides oversight and support to the Executive Board and Committee Chairpersons, and acts as the liaison between Committee Chairs and the Executive board as needed.

The Treasurer maintains bookkeeping of PAC funds and annual budget. She/he tracks income and expenses, reports monthly status of funds in PAC banking account(s), makes weekly deposits of PAC funds into PAC bank account(s), pays expenses, and reports on the execution of the annual budget. She/he works with PAC’s accountant to fill out and file the PAC’s tax forms. She/he serves as the Finance/Budget Committee Chair, if such a committee is formed, and maintains at least four (4) years of tax records easily accessible to all PAC members to view.

The Secretary attends the PAC meetings, takes minutes, and drafts and provides them to the PAC President within one week of meeting to review. She/he is then responsible to distribute meeting minutes to all Hawks View staff and PAC members present at meeting within two weeks. She/he maintains an archive of meeting agendas, minutes, newsletters, and related PAC correspondence. She/he oversees the bulletin board program, including bulletin board master schedule (editorial calendar) and volunteer scheduling for regular bulletin board display refresh and maintenance.

The Director of Hospitality is responsible for welcoming activities for new students. She/he supplies refreshments and arranges childcare as needed at PAC meetings and some PAC events. She/he is responsible for Staff Appreciation, including organizing potluck dinners for staff during conferences and for some holidays, coordinating Staff Appreciation Week, and arranging catering for the last day staff luncheon. She/he is also responsible for sending out thank you notes to guest speakers and volunteers.

The Director of Fundraising oversees all PAC fundraising events and activities. She/he recruits and appoints Coordinators and/or Committee Chairs to manage strategy and tactics start-to-finish of fundraising events and activities. She/he provides strategic counsel to ensure that fundraising events and activities are well planned, well executed, and that communications flow openly amongst the PAC board, Hawks View staff, and all involved volunteers.

The Director of Volunteers oversees the recruitment, management, and cultivation of all volunteers of the school. She/he pools volunteers into the various areas of interest, collects and organizes volunteer form information, and verifies with school staff that volunteers have submitted an application for a criminal background check and have received approval to work within the school. She/he keeps a database with the volunteer information organized so that when volunteers are needed they can be contacted in a timely fashion. She/he is responsible to evaluate the PAC volunteer program with statistics analysis, and to implement ongoing volunteer recognition.

The Director of Events oversees all non-fundraising PAC planned events, as determined in the calendar planning and budget planning process. She/he recruits and appoints Coordinators and/or Committee Chairs to manage event strategy and tactics start-to-finish. She/he provides strategic counsel to ensure that events are well planned, well executed, and that communications flow openly amongst the PAC board, Hawks View staff, and all involved volunteers.

The Director of Communications is responsible for promoting school and PAC sponsored programs and events through local press, social media, and the PAC website. This may include writing articles for local print media, updating the PAC website, and posting communication about events on our social media networks. She/he is also responsible for communicating with Hawks View staff and families regarding PAC sponsored programs and events, as well as volunteer needs. She/he will work closely with the President to ensure communications are consistent.

The Director of Programs oversees the ongoing PAC programs that supplement and enhance the school community and learning environment within the school. He/she is responsible for non-event, non-fundraising activities, as determined in the calendar planning and budget planning process. She/he recruits and appoints Program Coordinators to manage program strategy and tactics ongoing throughout the school year. She/he provides strategic counsel to ensure that programs are well planned, well executed, and that communications flow openly amongst the PAC board, Hopkins staff, and all involved volunteers.