PAVE Executive Committee Description

Appendix A

Cologne Academy’s People Are Vital Energy (PAVE) Executive Committee

Description: Communication and effective leadership is critical to meeting our goals. The PAVE Executive Committee members interface regularly with administration and staff, write posts for the PAVE Connect website, send pertinent emails to families regarding fundraising, appreciation events, parent involvement nights, etc., and mentor the teams that coordinate various events and activities during the year.

The PAVE Executive Committee currently comprises the Chairperson, Vice-Chairperson, Treasurer, Secretary, Volunteer Coordinator, Communications Coordinator, and Staff Liaison. Each position asks for a two-year commitment. The team generally meets 1-2 times per month throughout the school year. The minimum time commitment for each role is 2-3 hours per month.

If any of the roles of the PAVE Executive Committee are NOT fulfilled, the responsibilities of the unfilled positions will be distributed amongst the current Executive Committee directors.

Responsibilities:

  1. working together to plan yearly objectives and priorities to meet Cologne

Academy’s community goals and initiatives 2. soliciting volunteers for various activities 3. writing communication about CA PAVE events and activities for the PAVE Connect

website 4. attending parent information nights when possible to be available to answer

questions about PAVE and volunteer opportunities 5. mentoring teams that coordinate various events and activities during the year such

as teacher appreciation activities, fundraising and parent nights 6. seeking candidates in the spring to fill open Executive Committee positions for the

following school year

Appendix A

PAVE Chair Responsibilities

  1. Overview
  • The PAVE Chair is a two-year commitment and is a member of the PAVE Executive Committee. Terms end on even-numbered years.
  • The PAVE Chair serves as the leader and key contact for the group as well as leads the PAVE Executive Committee. This person should be comfortable leading meetings and being a spokesperson for Cologne Academy PAVE as needed. She/he should also have a servant-leader’s heart as she/he encourages, directs, and supports those in leadership roles within the group.
  1. Primary Responsibilities
  • Lead and oversee the PAVE Executive Committee
  • Schedule regular meetings – preferably monthly. Create agenda with input from rest of team
  • Direct meeting, delegate jobs if needed, make decisions as necessary
  • Encourage each member in her/his role
  • Act as PAVE liaison to school administration and school board
  • Oversee all appropriation of PAVE funds
  • Oversee PAVE fundraising selection, planning, and evaluation
  • Oversee any PAVE sub-committees
  • Attend or provide a written report to monthly Cologne Academy School Board meetings

○ Provide input from PAVE’s perspective on items of discussion as appropriate

○ Share information/decisions as appropriate with PAVE Executive Committee.

  • Schedule and preside at all PAVE school-wide meetings
  • Manages and redirects correspondence to and from PAVE as needed, including emails, written correspondence, and voice mail messages.

Appendix A

PAVE Vice-Chair Responsibilities

  1. Overview
  • The PAVE Vice-Chair is a two-year commitment as a member of the PAVE Executive Committee. Terms end on odd-numbered years.
  • The PAVE Vice-Chair acts as an aide to the Chair and should be available to perform the duties of the Chair in the absence or inability of that Director to serve. She/he plays a large role in the day-to-day operations of PAVE, helping to formulate long-range plans, work out issues as they arise, and participate in Executive Committee discussions and decision making.
  1. Primary Responsibilities
  • Participate in Executive Committee meetings and provide input for decisions
  • Assist PAVE Chair
  • Lead PAVE meetings in Chair’s absence
  • Accept delegated responsibility from Chair as appropriate and agreed upon
  • Act as a liaison for new families
  • Oversee Teacher Appreciation efforts

Appendix A

PAVE Secretary Responsibilities

  1. Overview
  • The PAVE Secretary is a two-year commitment and is a member of the PAVE Executive Committee. Terms end on odd-numbered years.
  • The PAVE Secretary provides the administrative support for PAVE, keeping information and files up-to-date and organized.
  1. Primary Responsibilities
  • Participate in Executive Committee meetings and provide input for decisions
  • Maintain all PAVE files, both hard copy and electronic
  • Keep various PAVE office supplies stocked and organized
  • Keep the minutes of PAVE Executive Committee meetings and school-wide meetings-upload these minutes to the designated PAVE Google Drive
  • Keep the calendar of events for PAVE, scheduling building use with main office if needed

Appendix A

PAVE Treasurer Responsibilities

  1. Overview
  • The PAVE Treasurer is a two-year commitment and is a member of the PAVE Executive Committee. Terms end on odd-numbered years.
  • As the financial caretaker of the PAVE Fund, the Treasurer is responsible for the recording of PAVE’s income and expenses. This person should have some natural ability with or basic understanding of accounting and feel comfortable working with or learning to use an expense and budgeting software.
  1. Primary Responsibilities
  • Participate in Executive Committee meetings and provide input for decisions.
  • Prepare deposits and check requests as necessary to PAVE fund using appropriate forms available in the PAVE cupboard in the Main Office or in the Treasury folder in the Google Drive.
  • Record income and expenses to the PAVE fund using the Financial Report (Google Sheet) in the Treasury folder.
  • Obtain monthly statements from KleinBank and reconcile PAVE account monthly. Address any inconsistencies with the PAVE Chair at that time.
  • Print out monthly fund reports for Executive Committee review.
  • Provide further detailed fund reports if needed, assist with budget review and planning.
  • Be available during busier key fundraising events to help with accounting needs and make necessary deposits. Timing is flexible; however, deposits can only be made during normal school hours.
  • Maintain hard copy files for PAVE Fund; including but not limited to: reports, deposits, checks, receipts.
  • Make sure all the necessary information is gathered to complete to file income taxes every year.
  • Chair the Finance and Fundraising Committee.

Appendix A

PAVE Communications Coordinator

  1. Overview
  • The PAVE Communications Coordinator is a two-year commitment and is a member of the PAVE Executive Committee. Terms end on even-numbered years.
  • The PAVE Communications Coordinator manages and oversees the PAVE Connect website, Facebook page and other Social Media platforms utilized by PAVE.
  1. Primary Responsibilities
  • Participate in Executive Team meetings and provide input for decisions.
  • Coordinate and submit PAVE Roll Up 2-3 times per month on the 1st, 3rd, and 5th Mondays of the month.

Appendix A

PAVE Volunteer Coordinator

  1. Overview
  • The PAVE Volunteer Coordinator is a two-year commitment and is a member of the PAVE Executive Committee. Terms end on odd-numbered years.
  • The PAVE Volunteer Coordinator manages the PAVE volunteer list and provides appropriate listed parent contact information to PAVE and other committees in relation to current volunteer needs and the matching interests of the parents. She/he also works with the PAVE Executive Committee to help determine current and future volunteer needs and how best to meet them.
  1. Primary Responsibilities
  • Participate in Executive Committee meetings and provide input for decisions.
  • Create a Volunteer Interest Form for parents to complete online at the beginning of the school year using Google Forms.
  • Forward appropriate parent contact information to PAVE and various other committees depending on the indicated interests of the parents.
  • In spring, help to determine volunteer needs for all PAVE planned events and activities for the following academic year. Contact the current year’s event team leaders to determine who will be returning for those activities the following year.
  • Communicate open current and future volunteer needs via PAVE Connect
  • Beginning in May/June, recruit parent volunteers to fill all homeroom parent rep roles for following school year.
  • When needed, contact parents directly via phone or email to ask for their involvement in a PAVE event or activity based on their indicated interest on their Volunteer Interest Form.
  • Maintain current list of volunteers for each PAVE event listing their contact information. Provide this list to the PAVE Executive Committee as requested.
  • Provide ideas and input in how to continue to improve volunteer recruitment procedures.

Appendix A

PAVE Staff Liaison

  1. Overview
  • The PAVE Staff Liaison is a one-year commitment and is a member of the PAVE Executive Committee.
  • The PAVE Staff Liaison will help provide a communication bridge between Cologne Academy staff and the PAVE Executive Committee. He/she will share PAVE news during staff meetings and will take feedback from staff to the PAVE Executive Committee.
  • The PAVE Staff Liaison should be a current staff member of Cologne Academy.
  1. Primary Responsibilities
  • Participate in Executive Committee meetings and provide input for decisions.
  • During these meetings let the PAVE Executive Committee know of any concerns the staff have regarding procedures or programs that PAVE is sponsoring.
  • Give advice to PAVE about issues or ideas that PAVE may want to work on in the school.
  • Encourage your staff to host/attend a PAVE meeting once a year.
  • Encourage a partnership between the teachers and the parents by supporting PAVE’s activities after school hours and in the community.
  • Be a strong advocate of PAVE.