All Board Members will be required to attend the monthly board meetings as well as 3 General Meetings and an Annual Meeting in May. Board Members will receive a PSO Email Address to be used as the only form of communication with the community when dealing with PSO Business.
BOARD MEMBER POSITIONS
President:
The President is the executive officer of the PSO and, in conjunction with the Board, works in partnership with the Headmaster to establish a community atmosphere that supports and protects the academic goals and culture of the school as established by Great Hearts. With this vision informing all of the President’s actions, he or she will guide the PSO, its Committees, and all family volunteers to strive to fulfill the mission to create a culture of service, grounded in charity, to ensure a truly vibrant and welcoming community of families dedicated to providing the highest quality academic and social environment for our children. Books Speakers for General PSO Meeting.
Weekly meetings with Administration + Meetings noted above
Vice President:
The Vice President shall assist the President and shall perform the duties of the President in his or her absence. The Vice President will assume the duties of any other Board Directors who may need to be absent for a monthly board meeting. Oversees Committee Members.
Weekly meetings with Administration + Meetings noted above
Non-event weeks 5-7 hours
Secretary:
The Secretary shall attend and keep the minutes of all board meetings and maintain necessary records and files of the PSO. Minutes will be typed and emailed to the PSO Board Directors in a timely fashion. The Secretary shall maintain a hard copy of all minutes.
Meetings noted above + 2 hours a month
Treasurer:
The Treasurer shall be the custodian of the PSO checkbook and verifiable records of funds of the PSO. It is highly recommended that the Treasurer has accounting experience. The Treasurer shall receive all funds and deposit them into the PSO bank account promptly, approve lunch invoices, submit check requests for event expenses by individuals, submit Configio requests for event ticket and food sales, and create the annual budget with the President and Headmaster. Work with Great Hearts Accounting to ensure the monthly transaction spreadsheet is accurate.
Meetings noted above + 12 hours a month
Community Events:
Oversees, with the help of committee members, the planning of the community activities such as picnics, movie nights, mother/son event and father/daughter event, with the mission to build community and enhance relationships between students, parents and faculty.
Meetings noted above + 10-15 hours a month
Home Room Lead:
Recruit volunteers to serve as room parents for all classrooms. Communicate specific information to volunteers regarding the room parent role. Serve as a liaison between room parents, teachers, and PSO Board. Coordinates and plans Teacher Appreciation Week.
Meetings noted above +
5-10 hours per month; can increase to 10-15 hours to help plan and assist with various PSO events
Lunch Lead:
Oversees entire Archway lunch volunteer team, coordinates volunteer schedule to ensure lunches are staffed, distributes meals to students, receives orders from vendors and checks for accuracy, updates reconciliation worksheets, notifies coordinator of any credits that need to be issued, provides lunch items for students who forget lunch. Constant communication with the rest of the committee on the state of the lunch program. Communicates with vendors any issues that may arise. Sends out weekly email reminders to order lunch, sends counts to lunch lead of the day, emails labels to front office to print, make sure utensils, napkins, snacks are in stock in the lunch room. Answer questions from parents/teachers via email. Train the lunch leads for when the food inspector shows up and how to handle the situation.
Meetings noted above + 1-4 Hours per week
Dad’s Club:
Facilitates recruitment of Dad’s Club members; coordinate and staff community events and assist the PSO with special projects. Plan one gathering with dads per month.
Meetings noted above + 4 Hours per month
Mom’s Club:
Facilitates recruitment of Mom’s Club members; coordinate and staff community events and assist the PSO with special projects. Plan one gathering with moms per month.
Meetings noted above + 4 Hours per month
COMMITTEE POSITIONS
Yearbook/Yearbook team:
Take photographs at all grade level and PSO events throughout the year. Responsible for the assembly of the yearbook to get printed in the Spring. Responsible for distribution of yearbooks. Works closely with the Homeroom Lead and Lifetouch team.
2-3 hours per week
Communications:
Oversees the PSO website, Email account maintenance, School Directory and Carpool Database. Assists with PSO Flyers when needed. Updates Instagram PSO Page. Can work remotely.
2-4 hours per month
Volunteer Coordinator:
Assists with creating Sign-Ups as needed for lunch, reading groups and other needs and notifies the President and PSO when we are short on volunteers for the upcoming week. Can work remotely.
4 hours per month. Preparation for Teacher Appreciation Week could be more.
Boonli Lead:
Oversees the Boonli Lunch website. Updates lunch items on the website when needed. Works as a team with Lead Lunch Board Member. Can work remotely.
4 hours per month. More hours required in July to get the menus from vendors entered.
Dine-a-round Coordinator:
Coordinates monthly school wide dine-a- rounds. This includes emailing or calling to the business community on the details of these events. Oversee revenue generating efforts such as Dine Around, Box Tops, and Community Reward Programs. Can work remotely.
2-4 hours per month
Hospitality:
This Position is responsible for coordinating lunches or breakfast one day a month to teachers in, teachers lounge provided by the PSO.
1 hour per event + 1 hour per week for prep of events
Swag /Spirit Wear:
Managing any inventory and emailing receipts of orders and pickup of items.
Less than 1 hour per week
Used Uniforms:
This position is responsible for having 3-4 used uniform events throughout the year. Managing the lost and found area and the used uniform collection boxes around the school. Laundering the clothing for the sale.
2 hours per event + preparation
Flyers:
This position is responsible for making copies (~500 per flyer) in the office and putting in teacher mailboxes in a timely manner throughout the school year.
Less than 1 hour per week
Room Parent:
Attend (1) monthly room parent meeting. 1 hour per month
Under the guidance of your scholar’s teacher, plan and manage 2-3 class events per school year. This includes finding volunteers, going to the storage unit to get event items, and creating signups for item donations. Also, room parents are responsible for setting up and tearing down the events. 5 – 15 hours per event
Work closely with your grade level room parents to plan teachers’ birthdays and assist in the classroom, per teachers’ request. 1 – 5 hours per month (variable)
Send a monthly newsletter to parents with pertinent school, PSO, and classroom information. Respond to parents’ emails when they have non-academic questions or feedback. 1 hour per month
Reach out to parents when more volunteers are needed for reading groups (K-2) and flash cards (3-5).
Season of Gratitude and Teacher Appreciation Week assistance. 5 -10 hours per event
* Please note this does not guarantee you’ll be a field trip chaperone. Reach out to your scholar’s teacher and let them know if you’re interested.
