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PTG Board & Committee Positions

Board of Directors
School Support Committees
Fundraising Committees
Communications Committees
Enrichment Committees
Social Committees
Board of Directors
Co-Presidents

Serve as Chief Executive Officers of the Willard PTG. Ensure that the objectives of the organization are carried out according to the By-Laws. Establish times for, sets agendas for, and preside over PTG Board and General Meetings. Foster relationships with other Concord PTGs. Oversee all committee work via Board members. Work with PTG Board to address concerns and needs. Communicate with Willard community via weekly newsletters, PTG meetings, Back to School Packet, Student Handbook, and Back to School Nights. Attend monthly Superintendent/PTG President meetings.
Duties are year round.
Vice President Has option to assume Presidency in following year. Works with and assists President(s) to facilitate smooth operation of PTG. Attends Board and General PTG Meetings. Acts as Board liaison to Enrichment Committees. Oversees work of and reporting of all newly formed committees.
Duties year round.
Secretary

Records and publishes the minutes of all PTG meetings. Maintains a current file of monthly agendas, minutes and yearly committee reports and PTG By-Laws. Handles PTG correspondence, including thank you notes when appropriate. Attends PTG Board and General Meetings. Acts as Board liaison to School Support Committees. Duties are year round.
Treasurer Responsible for accounts payable and accounts receivable for the PTG organization. Keeps accurate records of receipts and expenditures. Disburses funds of the organization in accordance with the annual budget and By-Laws. Prepares annual PTG budget for upcoming year.  Attends PTG Board and General Meetings. Responsible for any IRS- required reporting.
Duties are year round.
Fundraising Chair Work closely with the Treasurer and fundraising event coordinators to ensure that the PTG is conducting appropriate fundraising activities to meet the financial needs of the Willard PTG. Manage the Annual Appeal fundraiser in the fall. Act as Board liaisons to fundraising event coordinators. Support event coordinators as needed. Attend PTG Board and General Meetings. Provide Board with updates of all fundraising activities.
Duties are year round.
Communications Chair Responsible for understanding the communications objectives of the school and PTG. Ensures that all of the PTG’s various communications efforts work in a synchronized and complementary way. Acts as a resource to the Communications Committees. Ensures communication and relationship with Willard neighbors. Attends PTG Board and General Meetings. Acts as resource and editor for the PTG Presidents.
Duties are year round.
Social Chair Establish a calendar for Willard community social events. Coordinate social events including First Day Coffee, Ice Cream Social and Parent Social. Supports Social Event Coordinators and Fundraising Committees where necessary. Attend PTG Board and General Meetings.
Duties are year round with concentration around social events in fall and spring.
Auxilliary Board Member Responsibilities include communicating events and issues of the Willard Community to all households in the Willard district and creating opportunities for residents without children currently at Willard to learn about Willard on an as needed basis. Duties may include creating and sending informational flyers to residents and hosting a Community Open House. Should be available for special projects and to fill in if other Board Members are absent. Attend PTG Board and General Meetings.
Past President Attends PTG Board meetings and serves in an advisory capacity to the Board without voting privileges.

 

School Support Committees
5th Grade Celebration Committee Chair Coordinates, with fifth grade teachers and Principal, events for fifth grade students and families, including class yearbook, all 5th grade picnic and field day, class gift, and graduation events.
Most work concentrated in the Spring.
Directory Editor Responsible for coordinating all material for annual Willard School Directory, including cover design, list of PTG Board and Committee members, class lists, school calendar, floor plan of school School District personnel numbers and web addresses. Directory is copied at district (Ripley) copy center and labeled for distribution.
Most work is done at home during the summer months.
Field Day Coordinator  
Gardening Committee Chair Coordinates maintenance of the Willard gardens and courtyard and oversees grounds improvements. Recruits volunteers to assist with gardening projects.
Work is year-round, as needed.
Library Volunteer Coordinator Recruits library volunteers at Open House (before school starts). Schedules volunteers according to class, distributes schedules, and coordinates an instructional meeting in September. Works closely with Librarian and Library Assistant and acts as a liaison to PTG regarding library needs. Maintains library schedule and is available to answer questions throughout the year. Organizes volunteers for year-end book re-shelving.
Most work concentrated in September. Additional as needed.
New Building Coordinator  
Nurse Assistant Coordinator Recruits and schedules volunteers to support the School Nurse during school-wide lice checks (about 2 hours, 4 times a year). Provides volunteers to Nurse on an as-needed basis, for example, to gather children for eye or hearing exams. No medical experience needed.
Duties are year-round.
Room Parent Coordinator Recruits and trains Room Parents for each classroom. Acts as a liaison between PTG Board and Room Parents.  Maintains communication with Room Parents year-round.
Work concentrated in September. Additional as needed throughout the year.
SPED PAC Coordinator Communicates valuable information regarding Special Ed to PTG Board and parents.
Work is year-round as necessary.
Staff Appreciation Coordinator Coordinates various staff appreciation events throughout the school year. Typically includes, but is not limited to, a Holiday Breakfast and Year End Luncheon. Recruits volunteers to contribute food or other items for events.
Work is year round as events occur.
Student Health (SCACSH/CCPI Rep) Communicates all issues relating to the school health curriculum and health studies to PTG. Member of and attends meetings of Superintendent’s Community Advisory Council on Student Health and Concord Carlisle Parent Initiative Committee. Makes report to PTG at General meetings.
Duties are year-round.

 

Fundraising Committees
Book Fair Coordinator Manages all aspects of the annual Book Fair fundraiser, including coordinating with the Book Fair company, working closely with Willard School librarians and the PTG's Author Fest Committee, publicizing event, and recruiting and scheduling volunteers to assist on days ofthe fair. Additional duties include tallying monies received, and overseeing set-up and break-down of Book Fair.
Some summer organization required, but most work concentrated in September and October.
BoxTop$ Coordinator Acts as liaison between Willard and General Mills (BoxTop$ program sponsor). Design programs and incentives to maximize interest, participation and return. Count and submit Box Tops to General Mills.
Work is minimal year-round with burst of activity during incentive programs.
Carnival Committee Chair Coordinates all aspects of the Spring Carnival, which typically includes game booths, amusements, raffle, food, cakewalk, prizes, publicity, corporate sponsorship and spare change jugs to create a fun atmosphere for the children. Solicits volunteers to set up and break down the Carnival, and man all booths during the event. Ensures that all appropriate documentation is completed and in order for all solicitation (donation certificates, thank you letters etc.) Prepares report summarizing event with recommendations for next year.
Preparation begins in January, with most work concentrated March through June.
Family Photo Day Coordinator Plans and coordinates a family photo fundraiser:  books photographer and advertise events.
Typically a fall event, requiring a few weeks of planning once the date is set.
Recycling Coordinator Acts as liaison with Funding Factory to promote the recycling of toner/ink cartridges and cell phones to earn school points. Periodically collects donations from drop box and ship to Funding Factory. Designs publicity for program. Prepares report summarizing program with recommendations for next year.
Duties are year-round as needed.
School Photo Day Coordinator Coordinates annual school pictures fundraiser with Principal, teachers, Fundraising Chair and school photographer. Responsible for contract with photographer. Promotes the event and sends reminder notices. Oversees the process on photo day and retake day. Coordinates (about 10) volunteers to assist on these days. Organizes the sorting and distribution of picture packages. Prepares report summarizing event with recommendations for next year.
Work is mainly limited to days of photo shoots (about 4 hours each day) and about 8-12 hours of adminstrative work.
Willard Wear Coordinator Reviews opportunities to purchase and resell items such as tee shirts, sweatshirts, hats and/or other items with Willard name and/or logo. Works with supplier to select items and determine pricing. Sets up booth to sell items at various school events, especially Orientation Day (day before school). Processes order forms, collects money, sorts and delivers product. Prepares report summarizing event with recommendations for next year.
Work concentrated in late summer (to review and replenish inventory) and start of school year. Continues as needed at events throughout the year.
Shop Willard Editor Maintains Willard’s fundraising website, www.shopwillard.org. Also provides links to purchase Willard logo items provided by School Store Coordinator.
Duties are year-round with a very flexible schedule.

 

Communitcations Committees
Bulletin Board Coordinator Creates displays for the PTG bulletin board near the front lobby of the school (directly across from the nurse's office). Communicates with Communication Chair to coordinate when a school event needs publicity. Creates posters or flyers with relevant information about school activities and events or coordinates with event committess to post such information.
Work done as needed throughout the year, typically a couple of hours per month.
School Committee Liaison Coordinates with one parent from each Thoreau and Alcott to attend School Committee Meetings; reviews and edits their summary notes for clarity, and objectivity; submits those notes to the PTG’s various newsletters and website.
Duties are year-round (The School Committee meets twice monthly - Liaison attends only one in every three meetings).
Willard Weekly Editor Responsible for gathering, editing, and producing short articles and notices for the weekly school newsletter, the Willard Weekly, which is distributed as an HTML email on Thursdays. Coordination of calendars and solicitation of articles is often necessary. Knowledge of HTML and/or web publishing software is essential.
Duties are year-round with a couple of hours work per week.
Willard Web Site Manager Coordinates school website with other school publications. Maintains links with town site. Works with Communications Chair and Willard Weekly Editor to ensure access of information important to the Willard community. Maintains all-school email list and manages distribution of school-wide email announcements. Knowledge of web site publishing programs and/or HTML is essential.
Work done as needed throughout the year.

 

Enrichment Committees
Assemblies Committee Chair Identifies and arranges special cultural or curriculum-related school programs, including Authors' fest, school-wide assemblies, and grade-specific assemblies. Coordinates schedule of programs with educational calendar. Previews assemblies for age suitability and educational content. Leads committee of volunteers to escort and view performers during school programs.  Attends regional cultural commitee meetings to gather information about future programs. Prepares assemblies budget for the Treasurer by end of May for PTG Board presentation.
Year-round commitment (50-100 hours).
Chess Club Coordinator Coordinates all aspects of the Willard before-school chess program.
Once a week, year-round commitment.
Destination Imagination  
EarthCare Club Coordinator  
Family Game Night Coordinator

Family Game Night Coordinators organize this annual community event for families in the late fall. Coordinators may choose to contract with GameWright to host one of their game nights or choose to do something else like Bingo. Coordinators set the date in coordination with the PTG, promote the event through the Willard Weekly and backpack flyers, organize the games, solicit volunteers, select prizes for and carry out a free raffle, and arrange refreshments as needed. In addition, if contracting with GameWright, coordinators inventory games, sell games the night of the event, take and deliver additional orders, and create a teacher wish list.
Work concentrated during the month prior to the event.s

Family Math Night Coordinator Works with representatives at Alcott and Thoreau Schools to create material for annual Family Math Night event. Recruits volunteers to help design content and staff event.
Work concentrated during the two months prior to the event, which is traditional schedule for March.
Geography Quest Coordinator Works with representatives at Alcott and Thoreau Schools to create the annual Geography Quest. Distribute, collect and correct the Geography Quest. Distribute participation awards. Coordinate volunteers to help with correction.
Work concentrated in winter, with most time spent on the correction of student work.
Green Committee Chair  
Math Masters Coordinates all aspects of before school math enrichment program, including curriculum, for grades 2-5.
Responsibilities are once a week, year round.
Science Fair Coordinator Coordinates all aspects of a school-wide science fair in the spring, including equipment rentals, space allocation, refreshments, arranging for a guest speaker and encouraging student participation.
Although arranging for a guest speaker should done as early in the school year as pssoble, most work is concentrated during the two months prior to the event.
Spelling Bee Coordinator

Works with parents and staff to coordinate an upper grade Spelling Bee (grades 3-5). Coordinates all aspects of the event including: establishing the date and venue, questions, and refreshments.
Work concentrated during the month prior to the event.
Talent Show Committee Chairs Coordinate all aspects of the Willard Talent Show including: establishing the date and venue, recruiting student acts, running Preview Day, organizing the production (including choreography, lighting and acoustics), creating programs, publicizing event, managing ticket sales and recruiting volunteers. This job is usually divided between a Producer and Artistic Director.
Work concentrated during January–March.
UNICEF Coordinator Promote school-wide participation in the national Trick-or-Treat for UNICEF campaign. Order materials and coordinate their distribution. Oversee collection of individual donations and send single donation on behalf of Willard School to UNICEF. Write progress updates for the Willard Weekly.
Work concentrated in October and November.

 

Social Committees
METCO Family Friends Coordinator Finds Concord Family Friends for each new incoming METCO student at Willard and oversees previous matchings. Helps to foster strong Family Friends relationships between Boston and Concord families by communicating upcoming events, promoting monthly playdates on the late bus days, organizing buddy lunches, and coordinating a winter event for all the elementary school Family Friends. Serves as liaisons to the elementary school METCO Family Friends Council, works with the district and elementary METCO Coordinators and the Willard Social Worker. Rides the late bus to and from Boston three times a year.
Work year round as appropriate.
New Families Coordinator Facilitate the orientation of new families entering Willard, at the beginning and throughout the school year.  Organize New Family Welcome Event and other events through out the year. Recruit host families for all new families entering Willard. Prepare bulletin board with new families, including children names and photos.
Work concentrated at the end of August/early September and as needed throughout the year.
Parent At Lunch (PAL) Coordinator Works with Willard staff to schedule monthly Parent-at-Lunch dates, handles RSVPs and cross checks CORI approval, organizes volunteers for parent sign-in during PALs.
Several hours of work each month that a PAL is scheduled.

 

 
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