Overview of Parent Booster Club (PBC) Roles:  Piedmont Hills High School is a wonderful community, because of its extensive parental support and the volunteer contributions of people just like you! To get you started, here are the answers to a few commonly asked questions:

1.  What Board & Officer positions are available?  PBC Board & Officer positions are open to any Piedmont Hills High School parent and do not require previous experience. If you are interested please contact the current President or any Officer prior to the May Election meeting.  The official term of all board and officers shall be from September to September.
Example:
     Nomination & Election Day - October 13, 2020
     Official term:  September 2020 to September 2021

 

 

 

 

2.  How do positions get filled? Any paid member can run for a board and officer position.  Any member interested in holding an office for the coming term shall be nominated and voted upon at the October Election meeting (3rd Tuesday).  The current officers will also help in soliciting nominees for each position available. 

The current officers then seek out nominees for each board and officer position and will present a slate of candidates to the membership at the May PARENT BOOSTER CLUB meeting. Board and officers elections are conducted at the May PARENT BOOSTER CLUB meeting.

 

3.       How do PARENT BOOSTER CLUB committee chair positions get filled?

 

Once a PARENT BOOSTER CLUB board and officer are elected, the PARENT BOOSTER CLUB president for the following school year will begin seeking individuals to fill committee chair roles. If you are interested in a PARENT BOOSTER CLUB committee chair position for the following school year, you should look for announcements in the PARENT BOOSTER CLUB website or talk to the President-Elect in May.

 

4.       What are the basic and shared job responsibilities of board and officers and chairs?

 

-          Help to recruit and train your successor

-          Keep binders up-to-date; maintain good files

-          Attend PARENT BOOSTER CLUB meetings whenever possible

 

5.       What are the basic job responsibilities of board and officers?

 

All of the above, plus:

 

­   Attend board meetings scheduled as needed throughout the school year

­   Act as liaison between President and board and those Chairs who fall in to your subject area (e.g. VP needs to serve as liaison between PARENT BOOSTER CLUB Board / President and chairs of all events).

 

6.       What kind of files should I keep?

 

­   It is a great help if you create and/or audit a binder for your position and to have a short orientation when you hand it over to your successor. An ideal binder contains a summary of the position, a calendar or timeline for your job or event, your budget, vendors used, ideas you tried and liked or didn’t like, fliers you created, feedback you received, and anything else you think would help your successor to get a good start.

 

Board and Officers Role Descriptions


President

Busiest Times of Year: Busiest at the beginning of the year but flattens out quite soon; additional special projects as desired.

 

­   Preside at all meetings

­   Serve as Chairperson of the Board

­   Supervise Committee chair or volunteer to manage the PARENT BOOSTER CLUB website:  http://www.phpiratesbooster.com/

­   REview with board all overall objectives and strategies of the PARENT BOOSTER CLUB

­   Act as liaison between parents and principal/staff; inform officers and members of all intended functions for the school year

­   Discuss planned events during the term with board and booster members

­   Recuit or solicit PARENT BOOSTER CLUB Committee Chairs

­   Create agenda for secretary preparation and preside over monthly PARENT BOOSTER CLUB meetings (2^nd Tuesday of every month)

­   Facilitate PARENT BOOSTER CLUB board planning meetings. (1xyear)

­   Provide information for news updates to PARENT BOOSTER CLUB News bulletin for the PHHS Campus Grid and School Loop

­   Create a mailing document for all Piedmont Hills HS parents in August, in cooperation with school mailing.

­   Oversee the board activities in regards to school calendar and annual budget

­   Represent or direct representative to speak at the Freshmen Night, Back to School Night and other events to promote the PARENT BOOSTER CLUB and solicit membership

­    Signs all checks in conjunction with treasuer.

 

Vice-President

Busiest Times of Year: Around all school dances fund raisers.

 

­   Assist the President in all functions, coordinate committee meetings, oversea merchandising and concessions.

­   Preside at all meetings and events in the absence of the President

­   Assist the President in the recruit and support of all committee chairs for key fund-raising events.

­   Continue to monitor success of fund-raisers and to recommend changes to fund raising objectives and strategies at Piedmont Hills HS.

­   Coordinate committee chairpersons attending meetings as needed and communicate with the President

 

Secretary – Recording and Communicating

Busiest Times of Year: Following each PARENT BOOSTER CLUB meeting

 

­   Assist the President in the administration and management of the PARENT BOOSTER CLUB website:  http://www.phpiratesbooster.com/

­   Publicize all PARENT BOOSTER CLUB events

­   Works closely with the President in updating web information and beautifying the site

­   Works closely with the school administrators in ensuring that all the PARENT BOOSTER CLUB events are posted in the PHHS campus grid, School Loop, and electronic board

­   Work closely with the President in creating the agenda for monthly PARENT BOOSTER CLUB meetings

­   Take minutes at PARENT BOOSTER CLUB meetings. Forward to president for review, and then submit minutes for inclusion on website and on bulletin boards. Make copies of the minutes for the next PARENT BOOSTER CLUB meeting so they can be approved by the membership.  Keep all records of the minutes of meetings

­   Read correspondence at meetings

­   Updates Membership list and address book on the website

­   Keep records of programs and events at Piedmont Hills HS.

­   Take photos of all events when possible.  Tracks volunteer hours.

­   Assist the President in creating fliers when possible.

 

Treasurer

Busiest Times of Year: Beginning of the year due to learning curve; some summer work getting budget ready for Fall

 

­   Collect all membership dues and donations from parents and faculty.

­   With the president and the school principal, generate the PARENT BOOSTER CLUB budget.

­   Prepare the annual tax return.

­   Inform committees of budgeted funds.

­   Prepare checks to pay bills and reimbursements as required.  The President or the Vice-President sign checks.

­   Oversee ongoing PARENT BOOSTER CLUB finances, ensure adherence to approved PARENT BOOSTER CLUB budget.

­   Prepare and present budget report for each PARENT BOOSTER CLUB meeting.

­   Record deposits that come in to the PARENT BOOSTER CLUB. Send donor acknowledgement letters as necessary.

Data entry and management of Quickbooks system, with third party reconcilliation

Sign as two party signature in conjunction with President

 

 

Frequently Asked Questions about Volunteering

1.        How much money may I spend (Budget)?

 

Almost all PARENT BOOSTER CLUB Board Members or Chairs have a budgeted amount of PARENT BOOSTER CLUB funds.  The treasurer gives the Committee chairs their budget at the beginning of the school year. If you plan to spend more than your budgeted amount, you need to get prior clearance from the Treasurer or President.  The President will put this on the table for approval.

 

2.       Reimbursement - In order to be reimbursed for expenses from your budgeted committee expenses, the reimbursement process is as follows:

 

If your purchase has not yet been made, send an email request to the Treasurer.  The Treasurer will prepare the check, the President or Vice-President signs and sends the payment directly to the vendor for you.

 

If your purchase has already been made, fill out the reimbursement form and send to the Treasurer together with all the receipts.  A check will be prepared, signed, and mailed to your home.

 
The PARENT BOOSTER CLUB is now in the process of incorporating as a non-profit organization.  Many Piedmont Hills HS volunteers very generously donate from their pockets as well as of their time. If you do want to be reimbursed for your expenses, we will let you know the next steps after our incorporation process.