Board Descriptions

Bobcat Club Board Duties

President Duties:

• Preside over all meetings

• Developing the agenda for each Board and General Meeting

• Attend all Board Meetings on 2nd Tuesday of each month

• Attend all general meetings on the 2nd Tuesday of each month

• Chair any committee that may not have a Chair

• Email/communicate with principal and other board members via email, text or email throughout the remainder of the month when topics need to be discussed

• Call special sessions: sign all letters, reports and other documents as necessary. 

• In cooperation with the Treasurer, shall see that all the necessary paperwork is filed to maintain the Bobcat Club's 501 c3 nonprofit status.

• Be present at Bobcat Club table for back to school night, first day of school (coffee with principal), & kinder round-up, and Open House.

• Present at the majority of fundraising events held on/off campus.  Must show their support and make an effort to volunteer or attend fundraising events that benefit the Bobcat Club directly.

• Oversee all chair members and check in with all committees to make sure everyone is on track with their fundraisers

• Create the master calendar at beginning of year for all upcoming events

• Create welcome packets for the entire school at beginning of the year with assistance from VP

• Check the Bobcat Club boxes (in the front office) weekly for any incoming mail

• Send out emails via mailchimp to remind community of meetings and events

Vice President Duties:

• Vice-President shall include substituting for the President during his/her absence, representing the President in any duties assigned to him/her by the President

• Aiding the president in administering the standing committees and acting as the official timekeeper for the meeting.

• Attend all Board Meetings on the 2nd Tuesday of each month

• Attend all general meetings on th 2nd Tuesday of each month

• Attend majority of fundraising events held on/off campus.

• Email/communicate with principal and other board members via email, text or email throughout the remainder of the month when topics need to be discussed

• Duties as assigned by the President

• Being present at Bobcat Club table for back to school night, first day of school (coffee with principal), & kinder round-up.

• Present at majority of fundraising events held on/off campus.  Co-Presidents must show their support and make an effort to volunteer or attend fundraising events that benefit the Bobcat Club directly.

Secretary Duties

• Attend all Board Meetings on the 2nd Tuesday of each month

• Attend all general meetings on th 2nd Tuesday of each month

• Attend majority of fundraising events held on/off campus.

• Record the minutes and attendance at all board of directors meetings

• Record the minutes and attendance general member meetings and special sessions

• Submit true and correct copies of the board of directors meetings and general membership meetings to the board within two weeks (before the next monthly meeting)

• Be custodian of the Bobcat Club records and assure that a duplicate of these records, minutes and any pertinent correspondence is kept on file in the school office and/or online.

Co-Treasurer Duties

• Attend all Board Meetings on the 2nd Tuesday of each month

• Attend all general meetings on th 2nd Tuesday of each month

• Attend majority of fundraising events held on/off campus.

Money Handling Duties

• Check the red and green folders in the office for expenses and checks

• Read principal’s weekly newsletters and ask Bobcat president about upcoming events that need petty cash

• Get petty cash for events from bank and deliver to school - bring the cash to the event or leave with office (Adrienne) for pickup

• Take cash and checks from event and deposit at bank after filling out a deposit report, etc.

• Attend general meetings

• Oversee 5th grade science camp treasurer and making sure they’re staying organized.

Deposits

• Assign deposit reference number, write deposit report and file picture of deposit report in google drive

• Deposit check in bank

Expenses

• Fill out expense report (or require this be done for you)

• Verify expense is approved (signed, budgeted, etc.)

• Assign expense reference number

• Take picture of report and receipts and file in google drive

• Write check

• Send check or put it into green folder for pickup

Bookkeeper Specific Duties

Annual

• Reconcile paypal account

• Make year end adjustments (depreciation, gifts-in-kind, inventory, etc.)

• Close books

• Negotiate agreement with Tax Accountant

• Ensure taxes filed by Nov 15th - 990, 199, RRF

• File 1099s by Jan 31st - keep track of who needs 1099s, tax-ids, etc.

• File SOIs when needed

• Generate annual report

• Pay quickbooks annual license through techsoup

• Manage corporate donation portals

• Renew insurance - liability + D+O

• Annual budget creation (August)

• Review taxes

• Update annual science camp plan ensure school is engaged (August/Sept)

Monthly

• Create deposit reports for paypal, square and other EFT deposits

• Enter all deposit, expense and adjustment reports into quickbooks

• Move excess paypal funds to bank if desired

• Reconcile primary bank account

• Write treasurer’s report for board meeting

• Attend board and general meeting

• Maintain working budget

• Monitor club communications (common email account)

Chair Duties

Co-Yearbook Coordinator:

• Assisting with the yearbook throughout the year

• Coordinating with Co-yearbook chair member

• Assisting in 2 yearbook meetings for our yearbook team (September meeting & January meeting if needed).

• Making sure all classes have a parent volunteer for the yearbook

• Taking on additional pages, if we cannot find volunteers to cover those pages

• Overseeing the 5th grade baby dedication pages (unless a 5th grade parent takes it over)

• Running our yearbook table with co-yearbook chair member for back to school night and overseeing yearbook sales (when present on campus)

• Overseeing all incoming yearbook orders

• Following the yearbook timeline & making sure we’re staying on track throughout the year.

• Communicating with parents, teachers, staff for any questions they may have

• Emailing teachers, yearbook team, parents with any important details that need to go out.

• Communicating with the yearbook sales company throughout the year & signing off on the contracts for the following year.

• Responsible for making sure the yearbook company has received their payments throughout the year.

• Checking in with volunteers throughout the year and to see how their progress is going and if they need assistance.

• Being available on campus to take photos for events, or in the classroom.

• May need to help take pictures in the classroom for some volunteers who can’t be on campus as often.

• Creating labels at the end of the year and inserting in the inside of the yearbook.

• Distributing yearbooks to classrooms at the end of the year.

• Have a one time “live sales table” first thing in the morning, last week of school 

• Checking the “yearbook box” at the front office regularly.

Spring Auction Coordinator:

• Coordinating the spring auction throughout the year

• Establishing a team of parents to help create the event (8-10 members)

• Overseeing meetings held each month

• Overseeing all the different chair members

• Making sure everyone is staying on track for the big event

• Communicating with the venue

• Creating a menu, communicating with the caterer

• Helping the set-up the days before, leading to the day off

• Creating a sign-up of volunteers needed for set-up, day of, night of, and days after

• Overseeing all the vendors associated with the event

• Helping with auction items, gift baskets, signage, advertising, bid sheets

• Coordinating with the treasurer for all the money handling & electronics 

• Overseeing all the donations from all the companies

• Making sure there is a proper place to store all the donations

• Communicating with the bobcat club, staff with updates

• Communicating all the updates, advertisements with the bobcat club for their newsletters

• Being present for the day after the event for clean-up and anyone picking up their items

• Coordinating with MC & music for the event

• Coordinating with the art coordinator for the event

• Make sure all classes have a parent volunteer in charge of their art project for the event.

• Most importantly, communicate with the bobcat club if any help is needed.

Drive 4 Schools Coordinator:

• Coordinator with Beach Boardwalk on dates for the fundraiser

• Advertising on/off-campus for the event

• Communicating with the staff/teachers about the dates of the event (when distributing tickets, when money is due by)

• Distributing tickets/folders to classrooms, leaving additional tickets in the front office (if on campus next year)

• Communicating with the Bobcat Club any newsletter or blurbs you want to send out

• Every Friday (during the duration of the event) collect ticket stubs & money from each classroom.

• Keep an ongoing spreadsheet with how much money each teacher has raised.

• Collecting all the tickets and keeping them gathered (making sure they are all labeled with family's contact info.

• If online again as last year, create labels with everyone's contact information and put them on the ticket stubs

• Advertising at the event is getting close to the end 

• Turning in all the stubs to the beach boardwalk

• Double-checking all the money the school received and turning it into the bobcat club.

• Creating the final spreadsheet of how much each teacher has earned for their classroom

Staff Appreciation Week:

• Coordinating the date with the Bobcat Club

• Double checking your budget you have by the Bobcat Club

• Communicating with all the teachers, to find a room parent(s) for each class

• One date is set (one week long), creating a timeline for the week.

• Creating a general week long schedule for the staff, but also making sure each class is doing something special for their teacher (individually).

• Communicating with the bobcat club/staff what the schedule is for the week (usually creating a cute timeline or invitation for them).

• Booking any vendors you have hired for the week (coffee cart, deliveries, caterer, etc.)

• Reminding families about the big week the week & weekend prior (through newsletters, social media, flyers, signs).

• Double checking you are all set for the week of! 

• Making sure all signage, decorating doors, banners are ordered and ready to be hung

• Coordinating all the details for the week of (snacks, luncheon, and fun gifts, something special).

• Distributing goodie bags (if you would like to create them).

• working with marketing chair to post on social media

Marquee:

• Coordinating with the co-presidents and principal on the verbiage for the marquee.

• Change the verbiage (about every two weeks) consistently throughout the year.

• Checking in with the front office, if there is any important information to add.

• Keys & letters are kept in the office at all times.

• Making sure both sides of the marquee are the same.

• Advertising upcoming events, important dates, reminders.

Box Tops Coordinator Duties

Starting out as Coordinator:

Familiarize yourself with the Box Tops 4 Education website and app for scanning receipts. 

At least once per month: 

1. Log in as the SLVE BTFE Coordinator at https://www.boxtops4education.com/Coordinators-login Maintain earnings details and goals on website.  

2. Create a Bobcat Tales Newsletter message and submit to principal to include in newsletter. May contain information such as Earnings for the Month, Upcoming Reminders (ie: suggest getting family involved, holiday gatherings, etc), or Collection Dates.

Once or twice per Year:

Collect (in jar in SLVE Office) and Submit “physical” box tops collected. Must have 50 unexpired Box Tops to submit, so this is slowly getting phased out as Box Tops are completely digital now, though we still get physical ones in from time to time.

Best times to Collect and send in are by the BTFE submission deadlines, which are typically around November 1st and March 1st each year.

Talent Show Coordinator

Working with the assigned SLVE Staff member to assist with the Talent Show (currently Raissa Gale – as of

2021/2022 school year), put on an in-person Talent Show in the High School PAC, if available. If not, use the

SLVE MU room.

The Staff member will work with the SLVUSD Theater Manager and Administration as needed to come up with

dates to reserve the PAC for Dress Rehearsals (1-2 depending on how many participants) and Shows (typically

2 daytime shows for staff and students to view and 1 evening show for friends/family).

Once a Show Date has been established, work with your Staff member for the following…..

1. Auditions: held up to 6-8 weeks prior to show date (depending on if it spans winter break or not, otherwise

4-5 weeks should be sufficient). Auditions can be split up by grades (ie: K-1 st , 2 nd -3 rd , & 4 th -5 th ). If there are

groups whose participants span across grades, they may choose which audition time/day works best for them.

2. Permission Slips: Get permission slips out about 4 weeks prior to the Auditions (copies for each class).

Permission slips are due about 1 week prior to Auditions so you know roughly how many students to expect.

Allow a grace period (secretly, not announced) for late slips to come in (in case of absences or lost in a

classroom box/tray for submitted work/business).

3. Callbacks: These “callbacks” are actually used as times to help the students who weren’t quite “ready”

during auditions for a live performance. Select students for callbacks based on if they need further trial runs

for confidence, lyric changes, or any other extra help to prepare them for the stage.

4. Create the Line Up:

Sort all acts by class/teacher, then split into 2 groups with a similar number of acts (Keep in mind most acts are

1-3 min long, so having 2 groups/shows of 20-30 acts is easier than having 1 large show with 40-60 acts which

would be too long for viewing. Keeping each show to around 1 hour or less is ideal, and keep in mind that

there is extra time needed in between each act to swap out performers).

Once you have 2 equal groups, organize/place in an order by act (it’s always a good idea to start with who

your opening and closing acts will be, then fill in the middle). Mix it up by type of act and grade, being sure to

change where on stage an act will perform (ie: Center Stage – best for group, dance, or sport-type

performances; Right/Left Triangle – best for individual singers or small instrument performers). Changing

stage locations allows for quick and smooth transitions, for example having a solo singer singing in a triangle,

while you are setting up for a group performance behind the center stage curtain.

5. MC’s and Stagehands: You will need 2 MC’s (who introduce the show and announce each act/performance)

and 2 Stagehands (backstage helpers) per show (4 of each total). The Staff member will work with the 5 th grade

teachers to help choose who these students will be. Either you or a helper will create “cue cards” for the MC’s

to use on stage, which include the act number (for organizational purposes), Name of student(s), and what

they are performing.

6. Making Banners: Our 5 th grade teachers will also select a few artistic students to help

draw/paint/decorate/create the banners we hang at the front of the stage (1-2 banners, typically stating

something like: “2022 SLVE Talent Show”). These banners are made the week of the show, allowing enough

time for any paint to dry, and only being placed on stage walls the day of the show.

7. Collect & Organize Music: Keep track of all acts requiring music to be played through the PAC sound

system. These songs will need to be organized by act, in MP3 format and on a thumb drive to be given to the

Theater Manager prior to dress rehearsals. Always verify with the current Theater Manager how they want the

songs labeled for ease of use (for example: s1a1 would be “show 1 act 1” or s2a6 would be “show 2 act 6”).

8. Gather Parent Volunteers: Start a volunteer list starting with the ones who said “yes” on their child’s

Permission Slip. You will need:

1-2 volunteers to help at each Audition day/time. These volunteers help with checking in students and

prepping forms for the Talent Show Coordinator and Staff assistant who will be watching and timing auditions.

2 volunteers per Dress Rehearsal and per Show time. These volunteers help manage students backstage.

9. Programs: A Parent Volunteer (or yourself) will create a digital Talent Show Program to be available to hand

out only at the evening friends/family show. This program will not be printed until the day of or the day before

the show in case of any lineup changes (typically due to illness or other conflicts of the evening show time).

10. Dress Rehearsals: Typically held 1-2 days prior to the actual day of the shows. The dress rehearsals

typically take longer than the actual show. Here, the performers (and hopefully high school tech/lighting crew)

will learn the rules of the theater, test the music & microphones, learn their stage cues and performance

location (Center stage, right/left triangle), the MC’s get to practice introducing acts, and Stagehands get to see

how they will help behind the scenes.

11. Day of Show(s): The Talent Show Coordinator’s job on the day of the shows is to essentially be the “stage

manager”. You may get a headset (if there are no high school tech students to do it) to be in contact with the

tech booth to help keep the show running smooth from behind the scenes. Make sure performers are ready to

go on stage at the correct location at the right time.

Need writeups for these positions:

Book Fair Coordinator

Read-A-Thon Coordinator

Square 1 Art Coordinator

Fun Run Coordinator

Marketing/Social Media/Bulletin Boards Coordinator

Dine Out Coordinator

Family Dance Coordinator

Movie Night Coordinator

______________________________________________________________________

The primary objectives and purposes of this corporation shall be:

To support the students throughout their years at San Lorenzo Valley Elementary School (a.k.a. SLVE) and support the SLVE teachers, administration, and staff in fulfilling the school's mission of providing a nurturing, intellectually stimulating and challenging environment that ensures our children's success throughout their future.

The Bobcat Club will:

• Raise funds to supplement and enhance the student's academic enrichment;

• Provide opportunities for social interaction between the students, families, and staff of SLVE;

• Organize events to accomplish our fund-raising and social interaction goals;

• Raise and maintain sufficient funds to fulfill the SLVE Bobcat Club mission;

• Act as a forum to raise and facilitate resolution of issues through communication and cooperation;

• Work to strengthen our academic community, building on SLVE's and SLVUSD's strong foundation.

• Serve as the Parent/staff organization of San Lorenzo Valley Elementary School

• Assist in general services to staff and students.

• Encourage active participation of the general adult population of the San Lorenzo Valley Elementary School attendance area in order to sustain the activities of this organization.

• Prioritize spending and allocate funds as needed while maintaining the bank accounts for the best financial position of SLVE Bobcat Club funds.

• The Bobcat Club does not engage in lobbying for causes or endorse political candidates.