PAC Executive Role Descriptions

Below is a broad overview of the roles and responsibilities held by the PAC Executive in current and previous years:

Chair:
– runs the PAC meetings
– is the official spokesperson for the PAC
– main liaison with the school administration
– holder of the PAC chequebook; is a primary signator of PAC cheques
– drafts PAC communication to include in the school newsletters and sends announcements to our school community (eg. WhatsApp)

Vice-Chair:
– assists the Chair and fills in where needed
– manages the jamiesonpac.com website
– manages the email inbox for info@jamieson.com
– manages Jamieson fundraisers (this is not a specific responsibility for the Vice-Chair; it can be done by any PAC member)

Treasurer:
– keeps track of the PAC finances
– applies for Gaming Grant each year
– provides a financial report at each PAC meeting

Secretary:
– writes and distributes the minutes from all meetings

Members-At-Large:
– assists where required
– in previous and current year, have held specific roles

Other Roles:

  • Hot Lunch Coordinator
    • Communicate with Hot Lunch Vendors via lunch@jamiesonpac.com email
    • In June, confirm with Principal which days can be Hot Lunch days for the following school year.
    • In Aug, create a calendar for Hot Lunch Vendors rotation
    • By Sept Week 2, menus from Hot Lunch Vendors need to be entered into MunchALunch.
      • Need 1 week for parents to order and 1 week for Hot Lunch Vendor to lock down orders. Therefore, lunch can start on the last week of Sept or 1st week of Oct (working backwards and counting weeks).
      • Price menu items since Hot Lunch Vendors change costs and items (last year detail reports will help)
    • Sign vendor cheques with PAC Chair to pay Hot Lunch Vendors
    • Coordinate Hot Lunch Leads
    • Handle Hot Lunch help requests (eg. order troubles, cancellations, charges accounts who didn’t order but was given extra lunch, credits to families from Helping Hands Fund)
  • Volunteers Coordinator
    • Oversee Volunteers WhatsApp chat
    • Create SignUpGenius volunteer sheets for each term after calendar given by Hot Lunch Coordinator
    • Check SignUpGenius couple times a week to make sure we have enough Hot Lunch Volunteers and canvas if we don’t
    • Christmas appreciation for Volunteers who volunteer during last 2 weeks of Dec hot lunch
    • Plan a year end appreciation for frequent volunteers
    • Coordinate with Principal to pick a date in June for student volunteers pizza
    • Plan a year end appreciation for Hot Lunch Leads
  • Snack Shop Coordinator
    • Order/re-fill TCBY when inventory is low
    • Organize re-stock of Snack Shop items (eg. Costco runs)
    • Coordinate with Hot Lunch Leads for Snack Shop
  • Hot Lunch Report Admin
    • Send hot lunch order reports to vendors 7 days before their hot lunch date
    • Send School Admin the reports to print for Volunteers
  • Hot Lunch Leads
    • Coordinate with Hot Lunch vendors, Hot Lunch Volunteers and School Admin on Hot Lunch days to delivery lunch to students
    • Coordinate with Snack Shop Volunteers on Snack Shop days
  • Hot Lunch Volunteers
    • Receive, sort and organize lunches on Hot Lunch days at 11:35am-12:25pm
  • Snack Shop Volunteers
    • Runs Snack Shop on Snack Shop days
  • Fundraising
    • Lead volunteers to manage fundraising efforts, could include, but not limited to:
      • Apple Fundraiser
      • Meat Fundraiser
    • Additional volunteers to distribute fundraising items (i.e. 2:30pm – 3:30pm on a designated day)  
    • If you have ideas or contacts for new fundraising ideas please contact volunteer@jamiesonpac.com 
  • Special Events
    • Volunteers for special events, usually evening of the designated day
      • Event set-up and take-down
      • Food and/or ticket sales 
      • Organizing vendors
  • Marketing/Communications Subcommittee:
    • Photographers – to capture school activities and candid moments for the website, yearbook and PAC newsletters.
    • Content writers – seeking experienced writers for PAC newsletters, blog updates, etc.
    • Graphic designers – put your graphic skills to work and help design posters, school notices and other communications
    • Content Translators 
  • Yearbook
    • Coordinating photo collecting
    • Graphic layout, content development

DPAC Rep:
– attends monthly Vancouver District PAC meetings to represent, speak and vote on behalf of the Jamieson PAC and report back

Please email info@jamiesonpac.com for further information.

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