Executive Committee Positions - Punahou School

PFA Executive CommitteePosition DescriptionsThe following pages provide the descriptions for the following Executive Committeepositions: (individual position descriptions begin on page 2)President-ElectAdministrative Vice PresidentCommunications Vice PresidentDevelopment (Carnival) Vice President-ElectNew Family/Admissions Vice PresidentVolunteer/Membership Vice PresidentRecording SecretaryCorresponding SecretaryTreasurerPlease see other document posted on ePunahou for descriptions of:Grades K-2 ChairGrades 3-5 ChairMiddle School ChairAcademy ChairFaculty Representatives (K-5, Middle School, Academy)All executive positions are dues-paying members of the PFA and are membersof the Executive Committee and Board of Directors, (nominated by theNominating Committee) elected at the Annual Meeting from a slate prepared bythe Nominating Committee.Punahou Parent Faculty Association (PFA)Job DescriptionIn addition to individual responsibilities, each executive position:Prepares mid-year and annual reports containing: List of committee members and contacts used during the year Copies of minutes, correspondence, forms and flyers List of expenditures Updated job description Timeline of activities and decision deadlines Future recommendationsPosted on ePunahou Nov. 09 1

PRESIDENT-ELECTA dues-paying member of the PFA who sits on the Executive Committee and Boardof Directors, nominated by the Nominating Committee and elected at the AnnualMeeting. Presides in the absence of the President. Automatically becomes Presidentat the end of the term as President-elect or upon the resignation or removal of thePresident.ResponsibilitiesAssists the President in executing the duties of that office as requested orrequired by the BylawsObserves the duties and responsibilities of the President in preparation forassuming the position the following yearAppoints committee chairs for the following year in the springOversees transition from current Board of Directors to incoming Board ofDirectors including the organization of a Board orientation in MayDetermines the content of the Board Orientation packet and insures that anydocuments to be included are updated and accurate (e.g., OrganizationalChart; Monthly, Mid-Year and Annual Report forms; Board Roster; MissionStatement Goals and Objectives; Executive Committee, Board of Directorsand PFA Monthly meeting dates; Email Statement; PFA Publicity RequestForm)Supports Currents and Family Resources Standing Committees by attendingmeetings and providing assistance as requestedChairs the Long Range Planning Committee whose responsibilities are asfollows:o Provides recommendations on long-range goals and objectives to theExecutive Committee and Board of Directorso Determines strategies for implementation of specific goals of PFA asset by the Executive Committee and Board of DirectorsAttends the Executive Committee, Board of Directors and PFA monthlymeetingsPrepares and posts a monthly report, incorporating the reports of liaisoncommittees, in advance of the Executive Committee meetingsPosted on ePunahou Nov. 09 2

ADMINISTRATIVE VICE PRESIDENTA dues paying member of the PFA who sits on the Executive Committee and Boardof Directors, nominated by the Nominating Committee and elected at the AnnualMeeting. Presides in the absence of the President and President-elect.ResponsibilitiesResponsible for overall coordination of all PFA documentation including, butnot limited to, By-laws, policies and procedures, reports, job descriptions andis the Parliamentarian for the Executive Committee and Board of DirectorsServes as the Executive Committee liaison for the By-laws and HistoryCommittees.Responsible for maintaining and updating a record of all Executive Committeeand Board action (motions).Responsible for producing, maintaining, updating and distributing a currentProcedures/Policy manual for the Executive Committee and the Board ofDirectors with the consultation and cooperation of a committee of past PFAPresidents, the President, President-elect and PFA Coordinator on an annualbasis.Oversees the work of the History Committee regarding the maintenance ofpermanent file records on the computer and hard copies including, but notlimited to, correspondence, flyers, forms, legal documents, committee midyearand annual reports.Conducts an annual review of and updates the Board of Directors jobdescriptions and provides a copy to the Nominating Committee and theExecutive Committee by the end of January.Oversees, with the By-laws Chair, an annual review of the PFA By-laws andwhen necessary, coordinates with outside counsel to prepare and adopt anyrequired amendments to such document.Responsible for monitoring Executive Committee and Board actions forcompliance with PFA By-laws and Policies and Procedures provisions.Attends Executive Committee, Board of Directors and PFA monthly meetingsPrepares and posts a monthly report incorporating the reports of liaisoncommittees in advance of the Executive Committee meetingsPosted on ePunahou Nov. 09 3

COMMUNICATIONS VICE PRESIDENTA dues-paying member of the PFA who sits on the Executive Committee and Boardof Directors, nominated by the Nominating Committee and elected at the AnnualMeeting. Presides in the absence of the President, President-elect, andAdministrative VP.ResponsibilitiesProvides overall coordination of PFA communications.Serves as the Executive Committee liaison for Newsletter (Currents), KokuaLine (Information & RSVP), Family Resources, Publicity, and WebsiteCommitteesCreates and enhances a positive relationship among all members of thePunahou community by providing timely and appropriate communication toparents about PFA sponsored or supported activities and events.Promotes participation in PFA activities through overseeing the production ofpublications such as newsletters, bulletins, brochures, flyers, announcementson PFA website, email lists/subscriptions, etc.Coordinates with Newsletter Chair to schedule and conduct meetings todiscuss Newsletter contents and publication dates. Works with NewsletterChair to insure there are minutes of these meetingsOversees PFA announcements in “Hale” kiosks and other signageCoordinates and cooperates with the Executive Committee members on theircommunication needs and those of their liaison PFA committeesAttends liaison committee meetings and supports committee eventsSeeks out and opens up as many communication venues as possible for PFAAttends Executive Committee, Board of Directors and PFA monthly meetingsPosted on ePunahou Nov. 09 4

DEVELOPMENT (CARNIVAL) VICE PRESIDENT-ELECTA dues-paying member of the PFA who sits on the Board of Directors, nominated bythe Nominating Committee and elected at the Annual Meeting and whose ExecutiveCommittee liaison is the Development (Carnival) Vice President. Also known as theSophomore Parent Chair, this person must have a child in the Sophomore Classduring the year that s/he is performing these duties. Automatically becomesDevelopment (Carnival) Vice President at the end of the term.ResponsibilitiesObserves the duties and responsibilities of the Development (Carnival) VicePresident in preparation for assuming that position the following yearSelects, guides and advocates for Sophomore Parent Division HeadsServes as the liaison between the Carnival Coordinator and SophomoreParent Division HeadsAttends the Carnival Coordinating Committee, General Carnival Parents,Parent Division Heads, and Student Carnival Committee meetingsAttends the Board of Directors and PFA monthly meetingsPrepares agenda and presides at Sophomore Parent Division Head meetingsPrepares annual report containingList of committee members and contacts used during the yearCopies of minutes, correspondence, forms and flyersList of expendituresUpdated job descriptionTimeline of activities and decision deadlinesFuture recommendationsPosted on ePunahou Nov. 09 5

NEW FAMILY/ADMISSIONS VICE PRESIDENTA dues-paying member of the PFA who sits on the Executive Committee and Boardof Directors, nominated by the Nominating Committee and elected at the AnnualMeeting. Presides in the absence of the President, President-elect, Administrative VPand Volunteer/Membership VP.ResponsibilitiesProvides overall coordination of all PFA new family and admissions supportevents and activities.Serves as Executive Committee liaison for New Family Receptions, CampusTours and Buddy Program Committees.Assists school in providing information of interest to parents of prospectivestudents and assists parents of new studentsResponsible for coordinating meetings with the New Family ReceptionsCommittee and Academy, Middle School, Grades K-2 and Grades 3-5 Chairsand applicable Grade Representatives in spring/early summer to plan the NewParents Welcome receptions in AugustResponsible for coordinating meetings for the Admissions Orientationprograms with the Admission Office, the New Family Receptions Committee,and Academy, Middle School and Grades K-2 and Grades 3-5 School Chairsand applicable Grade Representatives for parents of prospective students heldduring the fall and winterResponsible for coordinating meetings for the requested docent tours and fallcampus tours with the Tours Committee, the Admission Office, and Academy,Middle School, Grades K-2 and 3-5 School Chairs and applicable GradeRepresentatives for families of current and prospective studentsAttends liaison committee meetings and supports committee eventsAttends Executive Committee, Board of Directors and PFA monthly meetingsPrepares and posts monthly reports incorporating reports of liaisoncommittees in advance of Executive Committee meetingsPosted on ePunahou Nov. 09 6

VOLUNTEER/MEMBERSHIP VICE PRESIDENTA dues-paying member of the PFA who sits on the Executive Committee and Boardof Directors, nominated by the Nominating Committee and elected at the AnnualMeeting. Presides in the absence of the President, President-elect, AdministrativeVP, and Communications VP.ResponsibilitiesProvides overall coordination of all PFA volunteer and membership activitiesand events.Serves as the Executive Committee liaison for Membership, VolunteerCoordinating, Volunteer Placement, Volunteer Service Records and Hospitality/Recognition CommitteesWorks with and facilitates the goals and tasks of the Membership CommitteePromotes membership and participation in the PFA. Assists with themembership drive and thank you mailings. Helps to publicize drive throughPFA website, meeting announcements and CurrentsPromotes PFA at school functions with parents and potential parentsWorks in cooperation with the Membership Committee to oversee themaintenance of volunteer records within the PFA databaseWorks in cooperation with Volunteer President to prepare and updates PFAVolunteer Opportunities form and other mediaAttends liaison committee meetings and supports committee eventsCreates a welcoming environment for all members of the PFAAttends Executive Committee and Board of Directors and PFA monthlymeetingsOversees the decorations/centerpieces for the last Board of Directors (BoardAppreciation Luncheon) meetingPrepares and posts a monthly report incorporating the reports of the liaisoncommittees in advance of the Executive Committee meetingsPosted on ePunahou Nov. 09 7

RECORDING SECRETARYA dues-paying member of the PFA who sits on the Executive Committee and Boardof Directors, nominated by the Nominating Committee and elected at the AnnualMeeting.ResponsibilitiesServes as the Executive Committee liaison for Lost and FoundTake minutes at the meetings of the Executive Committee, Board of Directorsand Annual Membership (May PFA monthly meeting) meetingsPrepares, posts on ePunahou and files minutes of Executive Committee andBoard of Directors and Annual Membership meetings on a timely basisAssumes the duties and responsibilities of the Corresponding Secretary duringhis/her absenceAttends the meetings of the Executive Committee, Board of Directors andmonthly meetingsPrepares and posts on ePunahou a monthly report in advance of theExecutive Committee meeting which incorporates reports from any liaisoncommitteesCORRESPONDING SECRETARYA dues-paying member of the PFA who sits on the Executive Committee and Boardof Directors, nominated by the Nominating Committee and elected at the AnnualMeetingResponsibilitiesServes as the Executive Committee liaison for the Performing Arts CommitteeProvides advance notice of Executive Committee, Board of Directors andAnnual Membership meetingsKeeps attendance record of members and guests at Executive Committee,Board of Directors and Annual Membership meetingsAssists President with correspondence and preparation of meeting agendasincluding review of Executive Committee monthly reports for possible agendaitemsPosted on ePunahou Nov. 09 8

Assumes responsibilities of Recording Secretary in the absence of that officerCompiles, updates and posts in the PFA group files on ePunahou the monthlyPFA Calendar of Events and notifies Website and Publicity Committee Chairsof the postingPrepares and posts monthly reports incorporating report of liaison committeein advance of Executive Committee meetingsTREASURERA dues-paying member of the PFA who sits on the Executive Committee and Boardof Directors, nominated by the Nominating Committee and elected at the AnnualMeeting (recommend a two-year commitment)ResponsibilitiesReconciles receipts and expenditures of the PFA with the records in thePunahou School Treasurer’s officeMonitors PFA’s expenses to determine that they are in accordance with theapproved annual budgetPrepares and presents an annual budget for approval by the ExecutiveCommittee and Board of Directors in the early fallPrepares and presents a financial report for each meeting of the ExecutiveCommittee, Board of Directors and Annual Membership Meetings and morefrequently (e.g., at each PFA monthly meeting) when requestedPrepares annual financial report for the fiscal year ending June 30 thAssists with the preparation of and filing of required governmental reportsincluding the annual Corporate Exhibit and tax returnsMaintains adequate documentation for receipts and expenditures to supporttax return informationServes as Executive Committee liaison for the Kirsch Art Gallery CommitteePrepares and posts monthly reports incorporating the report of the liaisoncommittee in advance of the Executive Committee meetingsAttends Executive Committee, Board of Directors and PFA monthly meetingsPosted on ePunahou Nov. 09 9