Job Descriptions

PCPA Treasurer

  • 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.


PCPA Secretary

  • 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.


Co-Chair of Grants

  • 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.


Newsletter Editor

  • Responsible for the weekly newsletter sent via email to the parents of Pond Cove students
  • Work with Co-Presidents to determine what should be included in newsletter each week
  • Collect content from PCPA volunteer chairs for particular events or programs
  • Layout newsletter in Constant Contact platform
  • Send test newsletter to PCPA Board on Monday for edits
  • Send final newsletter to subscribers Tuesday morning
  • Work closely with the Website Coordinator and Facebook Editor to ensure consistent and up-to-date information across all the PCPA communication channels


Scholastic Book Fair Co-Chair

  • 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!


Movie Night Chair — 1 POSITION OPEN

  • November to December time frame and again in the spring
  • 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.


Bingo Night Chair — 1 POSITION OPEN

  • Confirm the date with community services to reserve the cafetorium and stage area and microphone.
  • Two months prior, place add in school news letter for parents to drop off old/new toys that they want to give away as bingo prizes. Collect up until the date of bingo night from box outside of office.
  • One month prior, confirm with the school volunteer bakers to bake goods for a bake sale on bingo night. Also, ask volunteer list contacts via email who will sell cards, and work the bingo bake sale table and help set up and clean up. Kids all can help with this.
  • The week prior, put up signs to remind people of the event.
  • On bingo night: Acquire game pieces and change for cards and bake sale from PCPA. Locate a large white board to write called numbers. Set out all the prizes on a prize table and baked goods for bake sale. Call out BINGO for 1.5 hours during the event. Have fun!!


Bingo Raffle Chair — 2 POSITIONS OPEN

  • 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.


Arts Day Co-Chair

  • 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


Arts Day Volunteer Coordinator

  • 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


Staff Appreciation Co-Chair

  • 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.


Staff Appreciation Meal Coordinator — OPEN

  • 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.


Pond Cove Challenge Co-Chairs & Committee

  • Securing race sponsorships & donations
  • Public relations/marketing of Race
  • Runner registration
  • Coordination with FIT program regarding start times, course, volunteers, etc.
  • Working with the Town and outside vendors on race day set-up/logistics – this is conducted specifically by the Chairs
  • Recruiting and overseeing volunteers to assist in the above-listed areas

Recruiting for the committee can start any time during the school year. The 1st activity to kick in is securing sponsorships which should start in January. The Committee should consist of approximately 8 people. Click here for more details on each of the areas of responsibility and how the committee can be pided most effectively.


4th Grade Celebration Chair/Co-Chair — 3 POSITIONS OPEN

  • 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.


1st Grade Lunch Support

  • 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.


Boxtops Chair

  • 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.


Bulletin Board Coordinator

  • Line up volunteers from grades Kâ??4 to change the student artwork displayed on the grade-specific bulletin boards located in the lobby (except for the 2 kindergarten boards which are in the kindergarten wing) on a monthly basis.
  • Let volunteers know location of all supplies via a letter emailed in September.
  • Acquire list of teachers assigned to provide artwork each month for each grade from the teacher leaders and supply the list to the volunteers.
  • Touch base with volunteers via email every couple of months to check in.


Bulletin Board Volunteer

  • This is a fun, creative volunteer opportunity for one parent at each grade level. It requires approximately 1 hour per month throughout the school year.
  • Each volunteer is responsible for the bulletin board for a specific grade and will be supplied a list of teachers from whom to get the artwork for each month.
  • Contact the appropriate teacher the last week of the month to arrange artwork pick-up.
  • Place new background paper (if needed), border and artwork up the first week of new month and return old artwork to appropriate teacher.


Climate Committee Parent Representative

  • Meet once a month 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.


Garden Club Chair — 1 POSITION OPEN

  • 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.).


Hannaford Helps Schools Program Chair

  • 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.


Kids’ Courier Chairs — Please contact or if you are interested in joining the Kids’ Courier team.

  • Co-Chair: This parent is the project manager. He or she decides how many issues are produced; determines all deadlines; instigates meetings; rallies and informs the team; and manages any correspondence with the PCPA, Pond Cove or parent community.
  • Meeting Leader: This parent runs the kids meetings, which are held roughly six weeks before each issue. The kids meetings are held to generate enthusiasm and inform the students about what constitutes “news” and what’s appropriate content, etc. The meeting leader will advertise the event in both the PCPA newsletter and the Pond Cove newsletter. He or she will gather 4-5 adults for support at the meeting itself.
  • Content Coordinator: This person coordinates with the scanner and typist to collect, organize and make a list of all content produced by the kids for each issue. He or she must also check contributors’ names/grades with the School Directory to be sure byline/credit lines are correct. He or she then burns a CD of all the content for the graphic designer.
  • Graphic Designer: This parent must have some proficiency in InDesign or another design program so that he or she can create and layout the actual pages of the newspaper.
  • Scanners: This parent scans the artwork and photos submitted.
  • Typist: This parent types any handwritten submissions that need to be translated to digital format for the graphic designer.
  • Proofreaders: Always welcome!
  • Distributor: This parent receives the finished newspapers from the printer and puts them into teacher mailboxes (teachers distribute to kids), Town Hall, The Local Buzz, the Thomas Memorial Library and anywhere else in town they may be welcome. (We’re very lucky to have Cape resident Jeff Hewett, who works for The Times Record in Brunswick, deliver the papers on his way home from work. He doesn’t even have kids in school, just a nice guy!)


Lost & Found Chair

  • 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.



  • 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 inpiduals where they would like equipment placed.
  • Follow up with teachers to ensure the equipment was received and is appropriately labeled.


Publicity Chair — OPEN

  • 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 â?? website, newsletter, facebook.


PureArt Cards Chair

  • 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.


Room Parent Coordinator

  • Locate parents interested in volunteering as a Room Parent at the start of the school year for each classroom using Newsletter, Website and other media sources through the PCPA and Pond Cove.
  • Maintain a contact list of all Room Parents by classroom.
  • Lead a Room Parents’ Orientation where Room Parents will obtain their “Welcome Package” which includes: Room Parent Job Description, class list contact information, sample contact call sheet, sample welcome letter to parents, school wide directory and other supportive information.
  • Support Room Parents as questions arise and provide event reminders involving the classroom through the school year, such as the end of year teacher gift and PCPA events.


Room Parent (One per Classroom)

Being a room parent can be accomplished entirely through use of email and a few phone calls. A Room Parent helps coordinate classroom support for his or her child’s classroom â?? such as collecting lists of volunteers for field trips, organizing a teacher gift, and sending notices to parents about school events. If interested, please email . Please include your name, child’s name, and teacher.

Click here for a complete description of Room Parent Responsibilities.


School Directory Co-Chair

  • 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.