Job Descriptions

• Meet with Officers in late August/early September to set budget goals. Present budget at first PCPA meeting for approval.
• Utilize Excel spreadsheet to maintain budget and actuals for all fundraising and programs supported. Report progress of budget versus actual at monthly PCPA meeting.
• Work with chair people to obtain cash boxes for events. Make deposits after each program. Maintain checkbook and write checks for reimbursements.
• Reconcile monthly bank statements to checkbook register.

• Attend monthly PCPA meetings and record written record of meeting. Personal laptop is helpful but not essential.
• Type up minutes. Send minutes via e-mail to PCPA officers for review. Any changes to minutes will be sent back to the secretary.
• Once minutes have been approved and voted on, they are sent to the web coordinator for posting on the PCPA website.
• Approximate number of hours each month is 2–3.

• This position is responsible for educating the Pond Cove staff about the mini-grant money the PCPA has to offer for non-budgeted items that enhance the curriculum, are needed for a specific project that is being worked on within the school or that involves the students or staff.
• Once a grant request is received, the chairs will review the request and obtain any additional information needed before presenting the application to the PCPA at the monthly meeting. After voting on the request, the mini-grant chair contacts the applicant to announce what decision was made.
• Requires keeping track of the mini-grant budget as well as good contact with the PCPA treasurer.

• Responsible for the weekly newsletter/correspondence to the parents of Pond Cove students
• Work with Co-Presidents to find out what should be included in newsletter and collect content from PCPA volunteers each week.
• Work closely with the Website Coordinator to ensure consistent and up-to-date information across all the PCPA communication channels.
• Layout newsletter and save as PDF, then coordinate with Pond Cove office to include the PCPA document in the weekly school newsletter. (The PCPA is considering changing its newsletter delivery method to Constant Contact which would enable the PCPA to send a separate, easy-to-read email newsletter directly to parents each week.)

• This is a year-round position, but the hours vary depending on the month.
• Work closely with the Co-Chairs, Secretary, Treasurer, Newsletter Coordinator and event chairs to ensure that the site is up-to-date and consistent with other PCPA communication channels.
• Add all new content and images to the website. Must have a working knowledge of HTML, Cascading Styles Sheets and Photoshop.

• September and October time frame – hours vary
• Coordinate a collection of new and lightly-used Halloween costumes to sell.
• Sort and price costumes.
• Hold event in Pond Cove Cafetorium to sell costumes.

• This role is designed for someone who can throw a great cocktail party. The event is for Pond Cove parents and guardians to get to know each other better.
• The goal is for this event to take place in the fall.

• Early September to late October — assembles a committee and runs all aspects of the Scholastic book fair.
• During the two-week span person must have very flexible hours in order to manage set-up, staff, re-stocking, and break-down of the book fair. Some days require many hours of being at the school.
• One co-chair is responsible for acting as book fair treasurer, gathering receipts every day and making deposits; one must do re-orders to Scholastic regularly during the fair to maintain stock.
• Lots of fun, lots of work, great cause!

• November to December time frame – hours unknown because it's a new event this year
• Coordinate a date to hold a holiday movie in the Cafetorium.
• Contact Best Buy (see co-presidents for info) to rent equipment
• Ask for donations to sell "movie food" (e.g. popcorn, drinks, etc.) at the event.
• Promote, promote, promote! This is more of a "friend-raiser" than a fund raiser, so the chair's primary goal is to make it fun for the kids and get a great crowd.

• Obtain between 18—23 raffle item donations. Promote raffle via local news sources and post in town buildings.
• Distribute lists and tickets to teachers via mailboxes on three separate occasions.
• Organize raffle tickets, collect raffles and money.
• Arrange an early drawing of 1-2 items to build interest. Drawing of all remaining items occurs on Bingo Night.
• Send thank you notes to raffle donors.
• Approximate number of hours needed is 20 hours over 2 months in the February/March time frame.

• December to February – varies on hours, March & April – about 10-15+ hours per week
• Assist Chair in coordinating a main act to perform for the entire school
• Assist Chair in recruiting local artists to teach students in a workshop setting about their arts
• Coordinate artists into each classroom

• March & April – 10+ hours per week until event
• Coordinate with room parents to recruit parent volunteers to assist with workshops on Arts Day
• Assist Arts Day chairs on scheduled date

• Form a committee of 8-10 energetic, creative, hands-on individuals in January to prepare for the week-long annual May Teacher Appreciation Week. Determine which individual(s) will work on:
  • Themed menu selection
  • Invitations for the luncheon
  • Decorations related to the chosen theme
  • Recruiting parent volunteers to cook the items on the menu and/or make donations for the luncheon i.e. water, coffee, etc.
  • Week long schedule of events, including a raffle, showing teachers appreciation on behalf of the PCPA, parents and students.
  • Securing sites, (classroom, playground and cafeteria)
  • Volunteer coverage for two shifts of teachers and staff attending luncheon, luncheon staffing (cooks, servers and clean-up crews)
• Lead monthly committee meetings and coordinate committee communications to plan, promote, execute and host daily activities, events, opportunities or acknowledgments beginning with morning coffee kick-off and ending with themed luncheon for Teachers' Appreciation Week in May.
• Regular communications with Pond Cove to promote and build attendance/participation at events.

• Create, test and write a menu and recipes for approximately 100 lunch guests.
• Supervise and assist kitchen volunteers on the day of the lunch to prepare and serve lunch.
• Volunteers should possess strong cooking and food safety skills/knowledge.
• Total time commitment is approximately 20 to 25 hours (5 hours on the day of the lunch).
• This role could also encompass coordinating the Coffee & Breakfast that takes place earlier in Teacher Appreciation Week, as the skill set is comparable.

• March-June time frame (hours vary)
• Chairs coordinate date & time with 4th grade team for a June celebration including all 4th graders, their parents, the Pond Cove principal, and Middle School principal.
• Collect baby/current photos of each 4th grader and create a memory (yearbook). During the ceremony you do a slide show and give a memory book to each student.

• This is a spring volunteer opportunity. The ice cream social coincides with the 4th grade celebration in June.
• The chair is responsible for getting ice cream, toppings and paper goods for approximately 500 families, decorating the cafe and usually getting a high school band to perform outdoors.
• The chair also coordinates volunteers to help set up, serve and break down the event.

• Contact Principal Eismeier two weeks before the start of school to determine what time 1st graders will be having lunch and how many days he would like volunteers helping in the lunchroom.
• Send out a mass e-mail to parents to recruit volunteers to help in the lunchroom during 1st grade lunch period. Volunteers will help student move through the lunch line, find where the milk is located, purchase lunch, find their seats, etc.
• Total time needed is approximately 30 minutes per day. Job duration lasts from a couple weeks prior to the start of school through the 1st week of school.

• Set a goal for the year — a bit higher than the amount raised in the previous year.
• Have at least three volunteers collect and count Boxtops to have ready for submission times. Main collection runs from September to February each school year.
• Track Boxtops on a spreadsheet to help monitor progress and dollar amounts being raised. Send counted and labeled Boxtops to company twice a year (end of October and end of February) for cash.
• Track which grade has collected the most Boxtops and will receive a prize at the end of the year. Run various contests throughout the year to boost overall numbers. Send out summer collection sheets in June to keep collections going during the off months.

• Line up volunteers from grades K—4 to display student artwork on a grade-specific bulletin board located in the lobby on a monthly basis.
• The teacher team leader for each grade will provide you with the name of the teacher that will display artwork for the month.
• Determine which bulletin board belongs to which grade. Designate location of supplies for each grade.
• Put new artwork up the first week of each month and return old artwork to appropriate teacher once removed.

• This fundraiser occurs in the springtime and the time commitment is for approx. one month.
• The chair collaborates with established clothing company and is responsible for selecting clothing items and colors to sell.
• Advertise items for sale, collect orders and money and finally distribute the clothing.

• Meet the first Friday of each month at 7:30 a.m. with the principal, teacher leader, guidance, teaching staff reps from each grade, support staff reps, the volunteer coordinator, and a school board member to consider the general atmosphere of interactions in the school.
• Identify areas for improvement in the community climate and well-being of students and staff.
• Coordinate school-wide efforts to enhance community citizenship and reinforce positive character development.
• Implement school-wide programming that helps sustain the proper atmosphere for learning and respect for all persons in the school community; and develop opportunities to bolster positive attitudes among staff and students.

• Maintain and improve the gardens of Pond Cove Elementary School.
• Organize a clean-up for weeding and mulching in the fall and late spring.
• Participate in meetings and email correspondence to advance decided maintenance and projects for the gardens of Pond Cove Elementary.
• Facilitate systems needed involving Town of Cape Elizabeth which support gardening efforts (leaf bag pick up, mulch delivery, etc.).

• Organize the collection of receipts from Hannaford Dollars, collect them, count them and submit them to Hannaford on the scheduled date on behalf of Pond Cove Elementary School.
• Obtain the box from the Hannaford front office which contains flyers for distribution (esp. to kindergarten and first graders), posters and a letter of information regarding the program and where and when to submit the receipts.
• Place an envelope in the Box Tops box at Pond Cove, so that Box Tops volunteers can put Hannaford receipts in the envelope.
• Collect receipts from the Box Tops box about every three weeks, more frequently toward the end of the program (around the second week of December).
• On the due date, count and submit receipts to Hannaford at Mill Creek in the envelope provided.

• Meeting Leader: This parent runs the meetings that kids attend, to get revved up for each issue, start planning out "assignments," and to generate enthusiasm. This person should be able to informally teach kids the basics of what constitutes "news" and what's appropriate content, etc. These meetings happen about 7-8 times a year at most.
• Meeting Helpers: Parents to just circulate around and help answer kid questions/offer guidance, etc.
• Content Coordinator: This person collects, organizes and makes a list of all content produced by kids for each issue. Also checks contributors' names/grades with School Directory to be sure byline/credit lines are correct, then burns a CD of all for the Graphic Designer. Four times a year, and this person coordinates with Scanner(s), too.
• Graphic Designer: This parent must have some proficiency in using InDesign or another design program so that he/she can put all of the content together and create the pages. We have someone willing to design two issues, but we'd like to put out four issues by June. Twice a year (or more, if desired!)
• Scanners: People who can scan artwork, photos, etc. Four times a year, and these volunteers work with the Content Coordinator.
• Proofreaders: Always welcome!
• Distributor: Someone willing to have copies of the finished newspapers dropped off at his/her house and to then take papers to school and put into teacher mailboxes (teachers distribute to kids). Four times/school year. (We're very lucky to have Cape resident Jeff Hewett, who works for The Times Record in Brunswick (printer), deliver the papers on his way home from work. He doesn't even have kids in school ... just a nice guy!)

• This is a school-year-long commitment, but the hours are limited.
• Review items in lost & found buckets.
• If the items are labeled, call families to let them know there is something they need to retrieve.
• At the end of every school quarter, take remaining items to a shelter.

• This volunteer position is low-visibility and not a substantial time commitment, but means a great deal to the teachers and staff. It involves bringing baked goods (and healthy snacks) to the front desk on each early release day throughout the school year.
• Time commitment is throughout the school year – approx. one hour prior to each early release day committing baking volunteers to bring food and one hour on early release day bringing the food into the school.
• As chair you will receive a list of volunteers at the beginning of the year from Gail Schmaeder or the PCPA co-presidents of people who are willing to bake for this purpose throughout the year.

• Purchase equipment for all classrooms, Cindy Perkins and other supportive areas that may need supplies for the playground. Purchases to be made in the fall and as needed in the spring.
• Purchase the equipment and deliver the equipment to appropriate teachers. Arrange with individuals where they would like equipment placed.
• Follow up with teachers to ensure the equipment was received and is appropriately labeled.

• Time commitment is throughout the year. Hours vary depending on the frequency of PCPA events.
• Work with event chairs to market all PCPA events.
• Take pictures at all PCPA functions and write up the news of the event for publication.
• Share photos with various PCPA (and community) communication channels – website, newsletter, facebook.

• Heighten awareness of Pure Art Card fundraiser and dates by use of Bulletin Board, Pond Cove Newsletter and all available PCPA news sources.
• Establish dates with Pure Art Cards, Pond Cove Art Teacher and Kindergarten Team Leader necessary to meet distribution goal.
• Confirm orders to be offered on order form with Pure Art Cards.
• Coordinate receiving art work from Pond Cove, assemble with parent instruction form and order form. Bundle by classroom, include teacher notice and distribute in teacher mailboxes.
• Collect returned orders, provide order checks and obtain deposit check to be delivered with artwork from PCPA Treasurer.
• Arrange final payment to be available for Pure Art Cards upon delivery of orders.

• Timeframe is last week in August thru October when the Directory goes to print. Sept. involves presales via newsletters, backpack mail, morning announcements, parent's night and open houses.
• Gather information from all the schools' front offices, Super's Office & Community Services for Directory. One person works on the updating names, addresses and phone numbers (including emails this year). Second person works on the supporting pages/staff pages. Third person works on cover design and getting the Directory to print.
• Deliver the Directories to each school when they are completed. Presales are distributed via backpack mail. The schools' front offices sell whatever remains.

• Coordinate artists for the Visiting Artist Program with Pond Cove Teacher Leaders.
• Work with each grade to secure dates of contract, facilitate payment schedule, volunteers, and supplies needed.
• In general, the program will have the same artists returning each year. In some cases, new artists will need to be researched and used.

Building Community, one family at a time