web view(staff contact: candy promes) supports communication to freshman parents with quarterly...

Bishop O’Dowd High SchoolDragon Parents Group Elected Officer Descriptions and Responsibilities

Mission Statement

The Dragon Parents Group supports the mission of Bishop O’Dowd High School by fos-tering and encouraging a meaningful sense of community and commitment among the school’s parents. Through our volunteer initiatives, social events, communications, fundraising efforts, and Charism-supporting projects, we encourage parents’ active in-volvement at Bishop O’Dowd, for the ultimate benefit of our students.

Goals of the Dragon Parents• To amplify connectivity between the school administration, staff and programs

and the parents of Bishop O’Dowd High School.• To respond to the needs and requests of the school.• To enhance the experience of parents during their child’s high school years.

Board Members (Highlighted positions are open for nominations)

Executive Roles (elected; 2-year terms)

President Vice-PresidentSecretaryTreasurer

Chairs (elected; report to VP; 2-year terms)Communications ChairDevelopment ChairHospitality Chair/Co-ChairsParent Education ChairVolunteer Coordinator

Non-elected Roles (no term definition)Arts Representative (reports to VP)Freshmen Mentor Program Coordinator (reports to Communications Chair)Grade-level representatives (reports to Development Chair; also coordinates with Communications Chair)Kairos Reception Coordinator (reports to Hospitality Chair)Retail Coordinator (reports to Development Chair)Tech Support Volunteer (works with Communications Chair and Volunteer

Coordinator; reports to VP)

1

Author, 02/06/17,

Author, 06.02.17,


PresidentRole Definition: Serves as general elected chief executive officer of the DPG Board.Term: 2 years; one year as active President, one year as President Advisor.Elected Position

- Convenes and presides over all executive board meetings and monthly board meetings as defined in Article I, Section B and all general membership meetings as set by school administration

- Designates the Vice President to preside over these meetings if the President can-not attend, or appoints a member from the executive board if the Vice President is unavailable

- Along with the school administration, plans DPG events for school year.- Oversees coordination of all DPG events.- Calls special meetings when necessary- Attends committee meetings as deemed necessary by the chairperson of the com-

mittee or by the President- Appoints, with approval of the school administration and the executive board, a

member of the general membership to fill vacancies on the executive board or committee chair positions as necessary

- Attends all fundraising and major events at O’Dowd when possible or designates alternate from executive board.

- Attends all DPG events and meetings - Along with the Vice President, provides a year-end report to the board, school ad-

ministration and general membership - Oversees the management of budget in accordance with by-laws and in conjunc-

tion with the DPG board Treasurer - Maintains the integrity of the organization by adherence to the constitution by-

laws and parliamentary procedure- Coordinates annual meeting with Board of Regents President to align goals- Coordinates bi-annual Executive Board Meeting- In fall of school year, coordinate meeting with school Principal and/or VP for

strategic planning of DPG events and programs for following school year. This will ensure coordination and alignment of these events and programs with the school initiatives and calendar.

Vice President

2

Bishop O’Dowd High SchoolDragon Parents Group Elected Officer Descriptions and ResponsibilitiesRole Definition: Works with the President to carryout leadership responsibili-ties and is in training for the President role. Will also directly oversee all elected positions.Term: 2 years; 1 year as VP then assumes President role for 1-year termElected Position

- Assumes the duties of the president in case President is unable or unavailable. - Maintains the integrity of the organization by adherence to the constitution by-

laws and parliamentary procedure- Oversees all elected chair roles- Assists the President with any activities as deemed necessary- Owns responsibilities for:

o Providing information with the Communications Chair to the webmaster for inclusion on the Parent Portal on the O’Dowd website and DPG Web-page

- Works with President and executive board members on annual strategic planning.

- Oversees quarterly grade-level communications to the parent community with the Communications Chair and grade level coordinators

o Develops consent agendas for all DPG meetings o 2 weeks prior to meeting, develop draft and send to President and Market-

ing Director for final approvalo 1 week prior to meeting, send final draft to board members, Communica-

tions Chair and Secretary for posting and distribution in appropriate chan-nels

- Is present at all required meetings and DPG sponsored events

3


SecretaryRole Definition: The secretary is responsible for documenting and recording all meetings and managing and maintaining all documents related to the board, including but not limited to: meeting minutes, creating and maintain-ing board roster, creating and maintaining event process sheets, and oversee-ing the nominations process. The secretary works closely with the Communi-cations Chair to ensure all appropriate documents are displayed to the gen-eral members. Term: 2 yearsElected Position

- Records minutes at general membership meetings and executive board meetings, and annual planning meeting.,

- Distributes minutes and agenda for approval to President and Director of Market-ing 1 week following all meetings for final approval

- Distributes via email, minutes to all DPG members within in 2 weeks- Distributes approved minutes to Communications Chair no later than 2 weeks fol-

lowing meetings for electronic distribution via the Parent Portal on the O’Dowd - Calls for approval/revisions of minutes at all meetings- Creates, organizes and maintains Secretary Book which includes: permanent book

of minutes of all general and Parent Group executive board meeting minutes, Treasurer’s reports, yearly calendar and event details, revisions and recaps, year-end report, DPG roster and contact information, bi-laws, meeting attendance ros-ter, and event procedures and all other information deemed necessary and helpful to the next year’s board,

- Convenes nominations committee and implement nominations and elections process

- With the Communications Chair and O’Dowd communications department:o Posts general meeting agendas (provided by the President) to the website

no later than one week prior to the meeting- Creates, maintains, and distributes DPG Roster- Produces and maintains event procedure check for planning of all events- Is present at all required meetings and DPG sponsored events

4


-

TreasurerRole Definition: In collaboration with the school appointed administrator and DPG President, identifies annual budget, manages finances, allocates funds and reimbursements and ensures adherence to the budget. Term: 2 yearsElected Position

- In conjunction with the President, prepares financial plan and committee allot-ments from annual budget provided by the school administration

- Proposes budget plan for approval by school administration by June.- Confirms budget approval by the executive board and then the general member-

ship at first meetings in September- Manages budget in accordance with by-laws and in conjunction with the DPG

board.- Tracks all expenses and present a monthly expenditures activity report to the ex-

ecutive board and provide an overview of budget status at each monthly general membership meetings. Prepare and maintain spreadsheet of all expenses annually.

- Manages all check requests through O’Dowd Business Office to ensure efficient reimbursement. All reimbursement checks should be processed within 2 weeks of event.

- Prepares year-end budget and expense report for school administration, executive council and general membership review

- Stays in compliance with constitutional by-laws (Article IV)- Is present at all required meetings and DPG sponsored events

5


Communications Chair Role Definition: Serves as the conduit for all DPG related communications and event marketing. Works closely with O’Dowd Marketing Communications de-partment to ensure all DPG events and communications are available to the general membership. Term: 2 year Elected Position

- With the O’Dowd Marketing/Communications department:o Post general meeting agendas (provided by the Vice President) to the web-

site no later than one week prior to the general meetingo Inform the parent community about upcoming meetings and events by

generating copy and forwarding to Director of Marketing, Director of Communications and the webmaster

o Work with Tech Support Volunteer for inclusion on the Parent Portal on the O’Dowd website

- Produce timely notices of DPG events, meetings and activities (original copy to be written by event coordinator; Communications Chair to edit and distribute)

- Support the marketing communication efforts of all Committee Chairs - Revises and maintains DPG Web page- Works with Grade Level Representatives, Freshman Mentor Parent Coordinator

and Vice President to produce quarterly parent letters- Monitors DPG email and reports activity to President- Is present at all required meetings and DPG sponsored events-

Supported by Tech Support Volunteer (website updates)

6


Development Chair Role Definition: Works closely with the O’Dowd Development Department and DPG Executive Board to support school and DPG fundraising goals.Term: 2 yearsElected Position

- In partnership with committee members and Advancement Department, main-tains, markets and monitors Amazon Associates program and Script program

- Supports Crab Feed with recruiting Chair, and committee members- Works with DPG Treasurer and school Chief Development Officer on annual

strategic planning and goals for Development Committee.• Meet with Director of Marketing and Chief Development Officer in August

and May (minimally) to discuss DPG fundraising involvement and goals for following school year.

- Oversees committee members who assist in development projects. Committee members will be recruited by Chair with the help of the Volunteer Chair.

- Oversees Retail Coordinator- Is present at and supports promotion of DPG fundraising activities at parent

events:o DPG events, school fundraising events, Parent Education Nights, Fresh-

men Orientation, etc)o Write all communication regarding fundraising event, to then be sent to

Communication Chair and President for final approval. Communications Chair will distribute.

- - Is present at all required meetings and DPG sponsored events

7


Hospitality Chair/Co-ChairsRole Definition : Coordinates refreshments and volunteers for Dragon Parents and school sponsored events as needed.Term 2 yearsElected PositionEvents: (To be determined and confirmed by annual strategic planning)

o Teacher Appreciation events (currently, 4x a year)o Senior Mass receptions/hospitalityo Hospitality coordination for parent events: currently 3x a year, Kickoff &

Pizza Social, TeacherTalks@O’Dowd reception

- Recruits Hospitality committee members (number to be determined by Hospitality Chairs)

- All events to be identified in spring of prior year and approved by school. Presi-dent to present calendar to school administration.

- Initiates new events ideas to foster community and further the objectives of the Administration, Development Department and Admissions Department

- Coordinates and manages other events as requested by school administration and the executive board as needed

- Works with the Events/Hospitality Committee to calendar and support all events (i.e. quarterly teacher/staff appreciation, Freshman Parent Welcome activities, etc.)

- Organizes volunteer needs with Volunteer Coordinator- Writes all advertising for events at least 1 month prior to events to be then sent to

Communications Chair for final revision, approval and distribution- At least one committee chair person is to be present at all required meetings and

DPG sponsored events

8


Parent Education ChairRole Definition : Works with O’Dowd Parent Education staff and DPG initiated events to provide parent education.Term: 2 yearsElected Position

- Provides input to O’Dowd Parent Education staff regarding Parent Education night themes; works with staff to determine support needs and recruits committee as needed

- Works with O’Dowd Parent Education staff to develop calendar of parent educa-tional events in spring of previous year

- Coordinates and manages annual TeacherTalks@O’Dowd - Coordinates and manages all other DPG sponsored parent educated events- Is present at all required meetings and DPG sponsored events

9


Volunteer Coordinator Role Definition : Is the main point of contact for all volunteer recruitment needs; manages iVolunteer and recruits volunteers upon submission of needs. Term: 2 yearsElected position

- Using master volunteer list provided by the school (downloaded from registration form), organizes parent volunteer requests as needed

- Sends volunteer opportunity information to appropriate parent volunteer groups via iVolunteer as needed (information to be provided by requesting Chair)

- Reports back to Vice President with volunteer recruitment status- Using iVolunteer, sends reminders and thank you’s to volunteers- Keeps track of all volunteer hours by event and by month to include in President’s

year-end report- Writes all communications to be sent through iVolunteer for recruitment of volun-

teers. Sends to Communications Chair and President for final approval. minimally 2 weeks prior to events.

- Assist Development Chair in obtaining and recruiting Crab Feed volunteers- Is present at all monthly DPG meetings - Supported by Tech Support Volunteer (iVolunteer database support)

10


Non-Elected RolesThese positions are recruited for through announcements to the parent body.

Arts Representative (Staff contact: School administrator)Main role of Chair is to support the arts program needs and work with school administration on creating and implementing art projects. Role should have background or strong interest in the arts, be able to project-manage art devel-opment projects.Non-elected position

- Work with Volunteer Chair for recruitment needs- Write marketing copy for projects as needed- Reports to Vice President and appointed school administrator- Works with school administrator to develop and manage annual identified arts

project - Supports school Arts Department with program needs. Annual program needs will

be identified by the Arts Department- Report progress of arts projects to the DPG board quarterly and as needed

Freshman Mentor Parent Coordinator (Staff contact: Candy Promes)Supports communication to freshman parents with quarterly newsletters.Non-elected position

- Reports to Communications Chair- Recruits mentor parents based on volunteer survey (registration form), word of

mouth and posting in e-news and on Dragon Parents webpage- Obtains freshman parent data from school and creates email lists (name, address

and phone)- Updates pre-existing email templates based on school calendar and what’s coming

up (dates and descriptions); forwards to Candy Promes and Mark Lederer (Parent Education) for review, as well as Communications Chair

- Forwards to 18 mentor parents for dissemination to parents- Issues emails once a month, August-May, 20-25th of the month for the following

month- Respond to questions from freshman parents

Grade level representatives: (Reports to Development Chair and Com-munications Chair)Creates community and builds spirit within each grade level.

11

Bishop O’Dowd High SchoolDragon Parents Group Elected Officer Descriptions and ResponsibilitiesNon-elected positionOne grade level representative per class

- Reports to the Fundraising Chair and Communications Chair- Coordinates grade level communications, including possible newsletters (note:

Freshman communications taken care of by Freshman Mentor Parent Program Coordinator), and other pertinent parent information

- Works with Communications Chair for distribution of communication- All grade level communication must be approved by school staff member and

marketing director- Works with Development Chair to ensure synergy with Development program

initiatives, creates and supports any class specific events such as senior sunrise and sunset

- May recruit for assistance with events- Must report to DPG quarterly and attend meetings quarterly (August, January,

May)

Kairos Reception Coordinator (Staff contact: Greg Moore/Campus Ministry)Coordinates and manages setup of refreshments for three receptions a year for 75-100 people.Non-elected position

- Reports to Hospitality Chair- Recruits parents’ baked good donations - Recruit volunteers for day of event- Works with volunteers to setup, cleanup- May work with Volunteer Chair to recruit through iVolunteer program. - Writes all recruitment material and gives to Volunteer Chair at least 1 month prior

to event- May recruit at DPG Annual Kick Off meeting (September)- Reports to Volunteer Chair- Is not required to attend monthly DPG meetings

Retail Coordinator (Staff contact: Cindy Conley/Dragon Den)Develops and coordinates sale of spirit wear for parents at Bishop O’Dowd events. Events to be determined with school staff contact. Non-elected position

- Reports to Development Chair- In collaboration with Dragon Den staff, will identify sporting events and parent

12


events to sell Dragon Den merchandise. Calendar to be set by September of each school year.

- In collaboration with Dragon Den staff, Retail Coordinator will identify what items to sell at events.

- Retail Coordinator will identify specific “parent” wear to be sold at events and work with Dragon Den staff to produce.

- Retail Coordinator may identify additional committee assistance to assist with sales of items at events.

- Events include but not limited to:Freshman Welcome Event (August)DPG Kick off meeting (September)Homecoming Football GameAt least one, home basketball game

- Attend and report to DPG at least quarterly at DPG meetings

Tech Support Volunteer (Reports to President)Non-elected position

- In coordination with Communications Chair, maintains DPG data base, and web page

- Supports Volunteer Coordinator with use of iVolunteer- Reports to VP - Is not required to attend DPG monthly meetings

13

web view(staff contact: candy promes) supports communication to freshman parents with quarterly...

Documents