Committee Roles

    • Evening Event Owner (We need 5 annually): This role focuses on one event per year, so the time commitment is limited to a specific month of year with the exception of a few hours to organize some of the event details in advance of the beginning of the new school year.  (Evening event owners can plan more than one event per year).   All topics and speakers are selected by the KM PRN together at our annual planning retreat.  Time commitment is 5-8 hours planning time per event plus the actual program time of 3 hours from set-up to clean-up.
      • Book the speaker for the event, selected at our planning retreat
      • Book the room with the person in charge of KM facilities rental
      • Create the event description that will be used in any promotions for the event (or get help writing from the KM PRN communications chairperson)
      • Create the online Eventbrite registration used by attendees to reserve a seat at the event (or coordinate with KM PRN administration chairperson)
      • Week and day of event details – coordinate other KM PRN members to help as greeters. Create and/or copy any event hand-outs & resources (KM Communications Chair will supply support.)  Confirm speaker and room arrangement & tech needs with KM facilities person, room set-up & clean-up, etc.
      • Introduce the presentation or find a volunteer emcee
      • Follow up with “thank-you’s” and tabulate the event exit survey to report back to the KM PRN committee

     

    • Coffee Chat Series Coordinator or Team (We need 1-3 people annually): Again, the topics and speakers will be selected by the group at the annual planning retreat and the same event checklist is followed.  This position could be done by one person, a team, or could easily be broken down per chat.  We have an event checklist for the planning process.  The time commitment is 3-5 hours planning time per coffee chat plus 3 hours actual time for the program. 
      • Book the coffee chat facilitators
      • Coordinate room and time with Yoga 4 All in Wales
      • Write the coffee chat descriptions or receive help in doing this from the KM PRN communications chair. (similar to the process of the large event owner)
      • Create the Eventbrite and coordinate with the administrative chair (similar to large event)
      • Coordinate coffee donation or purchase and volunteers on KM PRN to help at the coffee chat with room set up, etc. (We have coffee donors lined up.)
      • Week and day of event details – confirm time and head count with speaker and yoga studio, print hand-outs if needed. Bring coffee and cups & paper supplies
      • Follow up with “thank you’s”

     

    • Parent Representative(s) from each school in the district: The role of the representatives is to give each school a voice on the KM PRN committee in order for us to have balance when planning our programs.  We want to make sure we offer a wide variety of programs to meet the needs of all KM parents.  These representatives also provide an important communication link between the KM PRN and their individual school community.  Suggested ways to facilitate this relationship may include attending monthly KM PRN meetings and annual planning retreat (or reading KM PRN emails & meeting minutes), attending school’s PTO meetings (to report on KM PRN upcoming programs and gather feedback from the PTO) and maintain communications with their PTO, school principal, administrative staff in the front office, counseling & teaching staff about KM PRN events, and monitor their school communications to ensure our events are covered.  This is an ongoing volunteer role that takes approximately 4-6 hours per month, but the time commitment is flexible.

     

    • Treasurer (We need one person annually): The KM PRN has an account with the KM School District which makes this job fairly straight forward.   No special reporting needed, just internal “balance sheet” for monthly meetings.  Our deposits are limited to PTO donations.  The KMSD writes all checks for us.  The KM PRN’s staff advisor from the KM district (Alissa Darin) signs off on all expense reimbursements and payment requests.  Training is available.  This role runs all school year, but takes approximately 2-3 hours per month.
      • Deposit all PTO’s donations to the KM PRN and track when they arrive. Send thank you’s to PTO’s when donations received
      • Submit expense reimbursement forms and receipts from KM PRN committee members who have expenses for their events, etc. to the district office. Keep a copy for our files.
      • Submit speaker invoices for payment to the district office. Keep a copy for our files.
      • Keep simple balance sheet to report to rest of KM PRN committee
      • Reconcile treasurer’s balance sheet with the KM district business office records of the KM PRN account

     

    • KM PRN Leadership TEAM (We need 1-3 people annually.) This is an ongoing year round position.  The time commitment is approximately 8-12 hours per month per person, but this may vary as events are being organized immediately after the spring planning retreat.  This all-inclusive list for the leadership team can be divided by the team members based on their strengths, skill set, and areas of interest.  All these duties can be done independently.  The leadership team also receives support from KMSD staff members.  The KM School District has a set communications/messaging protocol that makes the communications of our programs much easier.  Also, they provide the KM PRN valuable tech support for our website, Opt In messages, and communications of KM PRN events through the school communications.  The District Public Information Assistant is our main point person for all of this which makes the communication process extremely streamlined and efficient.  Alissa Darin, Director of Learning K-12 Counseling, advises this team as needed.

     

    This list of duties will be divided between the leadership team members: 

    • Provide support to the event owners and follow up with them periodically to make sure they are on track with their event check list
    • Work with event owners to secure event dates and KM facilities
    • Manage the Eventbrite account for the KM PRN and assist event owners with the creation of their Eventbrites. (Training is provided and Eventbrite is very straight forward to use and has help information available.)
    • Support the KM PRN Treasurer and include treasurer’s report in meeting agenda
    • Planning monthly committee meetings, book room, develop agenda, send reminder emails to the committee
    • Lead monthly KM PRN meeting, record and update minutes to email to the committee
    • Work with Alissa Darin on annual parent & staff surveys to collect information for annual planning retreat
    • Organize the annual planning retreat and agenda. Follow up with minutes and make sure event owners are on track with booking speakers
    • Communicate to our superintendent to keep her updated about what is going on with the KM PRN
    • Provide creative writing support if needed to the event owners for the creation of the event descriptions
    • Support the School Representatives in maintaining communications with PTO’s and KMSD administration, including creation of hand-outs of upcoming events
    • Work with School Representatives and the Treasurer to write and distribute an annual PTO thank you and year in review
    • Review the KM PRN website and make sure the content is up-to-date.  Write and coordinate posting of content as needed.  Send website content to the KM Public Information Assistant (PIA) to have it posted on the KM PRN website
    • Using the existing event descriptions, create weekly or bi-weekly Opt In messages as needed based on our event dates. Send them to the PIA for distribution to the KM PRN opt in email list
    • Support event owners with information about other KM PRN upcoming events in a hand-out format that can be printed to hand out at their events.