Committees

Angel Ball Chair 

Leads all efforts in the Planning and Execution of PCA’s Annual Angel Ball Gala.  This position is a two-year commitment.

• Create Committee Job Descriptions and solicit volunteers to join the AB Planning Committee

• Organize and plan all Angel Ball Planning Meetings with the Committee.  Create agendas to keep the committee on track and focused on meeting deadlines and accomplishing decisions.  Catalog each meeting via “meeting minutes,” reviewing discussion and follow-ups at the start of each meeting, saving all on shared Google Drive.

• Keep track of attendance for Service Points, utilizing sign in sheet and uploading to the Google Drive

• Make suggestions to the HSA Presidents on Venue options (if one has not already been identified) and if needed, provide a compare/contrast document for approval by the PCA Principals on costs.

• Lead efforts to promote the Angel Ball Gala i.e. School Orientation, HSA Meeting, School Socials ect…

• Create Profit/Loss Statement and keep track of budget, expenses and revenue for the event.  Be able to provide and present a final statement of profit after the Angel Ball Gala is complete.

• Become fluent with the school approved event software, be able to pull reports, view statistics and monitor ticket sales and auction items.

• Promote an environment of collaboration between Committee Members, recognizing all are volunteers, accommodating unique schedules

• Work with the Venue providing all information in a timely manner.  Request diagrams, menu options, information on timing for set up and tear down.  Keep the Venue informed of guest counts either increased or decreased to ensure space is accommodating.  This position will be the liaison between the Venue and PCA – PCA Principals will make all decisions regarding budget.  HSA Presidents will support the AB Committee by bringing suggestions and items needed for approval to the PCA Principals.

• Work with the Venue on PCAs budget and understand any costs over and above what is planned:  i.e. Power for Entertainment, Additional Food Enhancements, Upgraded Bar, Internet Charges, extension cords  - all extra charges at most venues.

• Work with the Venue on the menu and provide proposals to the AB Committee and/or HSA Presidents for approval with PCA Principals

• Create Angel Ball Binder with hard copies for future review and/or save all emails, communication, and files to the Shared Google Drive.

• Create a timeline of dates for all actions as it relates to Angel Ball.  Propose target dates for all collateral to be sent out, i.e. Save the Dates, Invitations, Ticket Sales, Auction Site Live, Wine/Gift Card Donations, Website updates, ect…

• Propose Timeline of Event with collaboration from the AB Committee – the show flow of the Angel Ball Gala for the night of the event.

• Day of Set Up – meet with Venue Contact and inspect what you expect for the space, tables as it relates to the diagram and review timelines and service needs.

• Support all Set Up and Tear Down for the Angel Ball Gala, assisting the Committee and Volunteers.  

• Compile notes from each of the Committee Members and your observations on the Set Up, Tear Down and Execution of the Angel Ball Gala.  Create a Post Event Discussion and plan a meeting with the Committee to review and solicit feedback on the event.  

• Work with the HSA Presidents and PCA to request a survey to be filled out from the attendees 

• Work with the Committee to plan a Post Event gathering to wind down and celebrate and thank the team

Communications/ Ticket Sales Chair 

• Attend meetings twice a month with Angel Ball Planning Committee in person or virtually 

• This Chair will work with the HSA Presidents and PCA Team on all items that will be created and sent out for the Angel Ball Gala.  Items to include:  Angel Ball Website, Save the Dates, Invitation, Angel Ball Timeline, Wine/Gift Card Pull and “Social”, Centerpiece Insert, QR code, Banners, Posters and/or any other creative items needed for the event.  

• Manage any Social Media content that would be sent out on Facebook or Instagram to promote the Angel Ball Gala (approval required by PCA).

• Create the content and collaborate with the AB Planning Committee to select each piece of creative.  Once approved by the Principals, liaise with the HSA Presidents and PCA on timing to begin sending out information and updating the website.

Volunteer Chair – Day Of 

• Attend meetings twice a month with the Angel Ball Planning Committee in person or virtually.

• This committee chair will be responsible for managing volunteers on the day of the Angel Ball which, among other things, may be assigned to drink ticket sales, greeter, auction spotters and runners.

• On the night of the event, this Chair will ensure that all volunteers have shown up for their respective locations and are familiar with their responsibilities.

Décor/Entertainment Chair 

• Attend meetings twice a month with the Angel Ball Planning Committee in person or virtually.

• This committee chair will be responsible for the overall décor/theming/entertainment of the Angel Ball Gala.  Along with collaboration from the AB Committee, this chair will suggest and present options for decorating all necessary areas of the event, entertainment options and overall set-up. 

• This chair will be on-site prior to the event to oversee set-up and on-site for breakdown while helping to facilitate logistics regarding items not belonging to the event.

Room Parent Liaison

• Attend meetings twice a month with Angel Ball Planning Committee in person or virtually

• Liaise between Procurement and Room Parents regarding school efforts to create auction items for the event including, but not limited to, grade baskets and class projects

Gift Card/Wine Pull Chair

• Attend meetings twice a month with the Angel Ball Planning Committee in person or virtually.

• This committee chair will be responsible for managing the Gift Card/Wine Pull donation for the Angel Ball Gala.  This chair will work with the HSA Presidents in coordinating emails to be sent out to the school community soliciting donations for Wine and Gift Cards.  

• Determine with HSA Presidents and AB Committee, when a social event can be created to solicit donations.  

• Verify the value of each item donated and coordinate storage of donated items.

• Organize display and process of receiving items during the event.

Fall Festival Chairs

• Work with HSA presidents and administration to select date for event

• Coordinate food offerings

• Advertise and collect entries. Work with administration and HSA board on price and number of entries. 

• Assign parking spaces and create parking passes. Distribute to families via youngest child’s folder. 

• Recruit and manage day-of volunteers

• Create promotional materials for event

• Establish prizes for 1st, 2nd, and 3rd place trunk winners, plus a method for selecting winners. 

• Work with HSA presidents and administration to coordinate additional assistance (police support, staff clean-up etc.)

• Attend HSA Meetings in September and November

Room Parent Coordinator

The role of the Room Parent Coordinator is to serve as a liaison between the HSA Executive Board and the Room Parents and may or may not be a grade specific Room Parent. 

• Create a list of potential Carry-Over Room Parents at the end of the school year based on the pool of that years’ room parents to submit to administration for approval

• Obtain list of selected Room Parents from administration in August and contact them via email to inform them of their selection

• Work with HSA President to create and present an in-person training for all Room Parents detailing responsibilities for the year

• Forward to Room Parents all pre-approved emails to be sent to parents

• Work with Teacher Appreciation Committee in May to help celebrate teachers and staff

• Forward any new student enrollment to Hospitality Committee to ensure contact is made through the New Family Mentor

• Attend HSA meetings 

• Assist with SignUp.com management for class parties

Carry-Over Room Parent

The role of the Carry-Over Room Parent is to serve as a liaison between the teachers and the families prior to the selection of yearly Room Parents and ideally was a Room Parent for the previous school year. Will also fulfill the role of Room Parent. 

• Prior to school starting in the fall, email your grade’s teachers and introduce yourself as the Carry-Over Room Parent using a pre-approved template

• Email your grade’s families and introduce yourself as a room parent and solicit volunteers for additional room parents using a pre-approved template

• Be the point of contact for teachers and parents at the beginning of the school year to answer family questions, coordinate classroom wish lists, and work with teachers to determine their expectations for the Room Parents 

• All duties outlined for Room Parents

Room Parent

The role of the Room Parent is to serve as a liaison between the teachers and the families. Room Parents will work together, either as a class or as a grade, to support the teachers and create community between the students and families in each grade.

• Be the main point of contact for the class

• Assist the teacher with emails, field trips, school volunteer opportunities, class parties, school events and activities, and other duties specific to the teacher’s classroom procedures

• Coordinate with the teachers to plan three parties throughout the school year. Prior to determining food, games, crafts, and service projects, Room Parents will seek feedback from teachers on how the teachers would prefer to see the parties implemented.  

• Send Room Parent Coordinator all class party information (date, time location) so the SignUp can be managed  and monitor signups to ensure everyone has an opportunity to assist

• Send Room Parent Coordinator any additional SignUp information that the teachers request assistance with (field trips, classroom volunteers etc).

• Coordinate with the Front Office staff to reserve a location for the party

• Designate a volunteer to check-in approved party volunteers prior to start of party to avoid excess people congregating in the Front Office

• Communicate information from HSA regarding school-wide events, activities and any other pertinent information to families using pre-approved emails

• Assist with school-wide fundraisers as needed by HSA

• Work with the Angel Ball Room Parent Liaison to coordinate the creation of class items to be used for auction purposes

• Work with the Teacher Appreciation Committee in May to help celebrate teachers and staff

• Work with your grades’ New Family Liaisons in welcoming new families and answering questions

Sponsorship Chair

The Sponsorship Chair is responsible for the coordination of committees that directly solicit individuals and businesses for funds. 

• Coordinate with HSA President and PCA Administration to evaluate the Sponsorship program, benefit, and fees

• Seek out new sponsorship opportunities/firms to solicit potential sponsorships

• Maintain all records of Sponsors, sponsorship levels, fees paid, and benefits provided

• Ensure sponsorship level exposure is being fulfilled

• Prepare and send thank you notes and/or notices of appreciation to Sponsors

• Coordinate with HSA Treasurer and PCA Administration on invoices and collections

• Coordinate with Event Chairs for Title Sponsors

• Review all packages with Event Sponsors post event to ensure client satisfaction

• Attend school/church events and promote sponsorship opportunities

• Prepare committee annual report

• Work with Procurement Team to determine businesses for solicitation of services and products versus businesses for financial contributions

• Work with Procurement Team to determine distribution of donated services and products

• Attend HSA meetings 

Sponsorship Volunteer

• Seek out new sponsorship opportunities/firms

• Attend school/church events and promote sponsorship opportunities

• Coordinate with Sponsorship Chair to avoid overlap on company requests and to forward company interest

• Solicit at minimum 10 businesses for sponsorships

Hospitality Chair 

The Hospitality Chair is responsible for coordinating hospitality at all events that are sponsored by the PCA HSA. This person will directly assist the HSA President and PCA Principals to plan and implement this function at events. 

• Solicit volunteers to join the Hospitality Committee and assist at events

• Coordinate food and beverage service at After-Mass Socials 

• Attend and greet participants at Family Bingo events 

• Assist with New Family Orientation as needed

• Have representation during picture day to assist grades PK-3 with straightening hair and uniforms

• Attend HSA Meetings

• Present list of potential New Family Mentors to administration for approval

• Make initial contact with New Family Mentors to provide new family contact information along with directions and expectations. 

• Send New Family Mentors pre-approved emails to forward to new families advertising school social events

• Check in quarterly with New Family Mentors to encourage social events between mentors and new families outside of school events

New Family Mentor

The role of a New Family Mentor is to make the transition to PCA as smooth as possible for newly enrolled families. New Family Mentors will be chosen in groups per grade to work together with the new families that have children in the same grade. This person will work closely with the Hospitality Chair to determine the amount and type of contact required.  

• Receive new family contact information from Hospitality Chair

• Make initial contact with new families and introduce the New Family Mentor team using pre-approved templates provided from the Hospitality Chair 

• Work with your New Family Mentor team to plan social events throughout the year to encourage social engagement outside of school. 

• Forward pre-approved emails from Hospitality Chair to new families advertising school social events

• Attend school social events to greet and interact with new families

• Be available to answer questions and concerns from new families, especially leading up to the start of school and throughout the first quarter

Teacher Appreciation Grade Level Representative

Will be the liaison between HSA and their entire grade for teacher appreciation efforts during the school year. Will solicit donations and time from their fellow parents In order to execute their Ideas. 

• Responsible for 1 month of celebrating our teachers and staff In the lounge. Month Is pre-determined by HSA. See below.

  • September - 4th Grade

  • October - 6th

  • November - 3rd

  • December - 2nd

  • January - Kindergarten & PreK

  • February - 7th

  • March - 1st

  • April - None (Spring Break)

  • May - 5th

• Keep track of your grade-level teachers and aide's birthdays and favorite things

• Work with HSA President and PCA Administration to determine a schedule and implement events for Teacher Appreciation Week, as well as to solicit volunteers to assist with events

• Attend HSA Meetings

Social Committee Grade Level Representative

Will be the liaison between HSA and their entire grade for social efforts during the school year. Will solicit donations and time from their fellow parents In order to execute their Ideas. 

• Responsible for 1 month of hosting the After Mass social. Mass dates are listed (subject to change) Month Is pre-determined by HSA. See below.

  • September 4th - 4th Grade 

  • October 2nd - 6th

  • November 6th - 3rd

  • December 4th - 2nd

  • January 15th - Kindergarten & PreK

  • February 5th - 7th

  • March 5th- 1st

  • April - None (Spring Break)

  • May 7th- 5th

• Plan 1 Adult-Only social for the entire grade during the school year

• Attend as many HSA events as possible - BINGO Night, Fall Festival & Angel Ball

• Attend HSA Meetings

Family Service Committee

The Family Service Committee is responsible for coordinating with PCA Service Club Sponsors to create opportunities for families with children of all ages to serve our community in a variety of situations while upholding the mission of Palmer Catholic Academy. 

• Coordinate with PCA 4:12 and Mini-Vinnies Club Sponsors to create service opportunities for families

• Plan a quarterly social service event in collaboration with PCA Service Club Sponsors

• Coordinate with HSA President to advertise events to students and parents

• Coordinate with Family Service Volunteers to organize and staff events

• Liaise between PCA Administration, HSA President and Family Outreach Coordinator to determine family situations that need extra support from committee

• Attend HSA Meetings

Traveling Mary Coordinator 

The Traveling Mary Coordinator plays an important role in fostering the Catholic faith in the homes of PCA families by encouraging family prayer using a school provided statue of Mary along with a collection of rosaries and prayers to be used for one week.  This person will work closely with the Family Service Chair to determine if there are any families or situations that would benefit from having Mary.

• Inform PCA families about the Traveling Mary program

• Create and manage a sign-up system to monitor Mary’s travels

• Solicit families to receive Mary into their homes while giving priority to 8th grade families 

• Stay in contact with PCA’s front office staff so they can help coordinate the receiving and forwarding of Mary between families