Nominating

The President shall preside at all meetings of PAMKA and of the Board of Officers, and shall be an ex-officio member of all PAMKA Committees. The President shall perform all duties incident to that office and shall serve on the Board of Trustees of The Montclair Kimberley Academy Foundation.

Preside at all Board meetings, general meetings and the annual meeting. Attend all Committee meetings as appropriate. Write a bi-monthly letter for the PAMKA Press. Coordinate and prepare weekly blast emails with the Communications Vice Presidents and the Director of Communication. Coordinate summer mailings. Address New Parent Dinner. Attend Faculty Orientation, End of Year Faculty Meeting, The Gathering, The State of the School, and Campus Coffees. Meet with MKA Headmaster and Director of Special Events and Projects monthly. Assist with preparation of budget and calendar. Serve as member of the Finance Committee, Advisor to Book Fair, the Spring Fundraiser and Nominating Committee. Serve as a member of the Board of Trustees, presenting a monthly report and serving on one or more Board committee as requested.

There shall be three Campus Vice-Presidents, one each for the Primary, Middle and Upper School campuses, who shall serve as liaisons between the Heads of each campus and PAMKA and coordinate PAMKA projects within each campus. 

Attend all PAMKA Board Meetings and appropriate grade level events on the individual campuses. Meet with the Head of Campus periodically and report events to the PAMKA Board. Meet with Grade Representatives and Committee chairs accordingly to review duties and receive updates. Distribute information to parents as needed through flyers, telephone, blast email and direct email. Organize campus coffees including speakers and work with Special Events campus chairperson and Special Events Vice President.   Assist Special Events campus chairperson and Special Events Vice President with three faculty appreciation events annually (two conference breakfasts and lunches and Faculty Appreciation Day). Work with Grade Representatives to coordinate Parent Socials. Coordinate the campus decorating for the respective holidays.

Establish uniform standards for class and holiday activities, working with grade representatives and class parents. Help organize Thanksgiving Share and Grandparents’ Day (alternating years) with Head of Campus. Coordinate Field Day volunteers.

Coordinate third grade memory book project, including soliciting volunteers, preparing budget, designing project and billing recipients. The chairperson shall report to the Primary School VP.

Work with Middle School Bookstore Volunteer Coordinator and Teen Center Chairs. Oversee Student Government Liaison Position.

Coordinate volunteer schedule to staff MS Bookstore. Staff volunteers, keep list of substitutes, organize schedule and send to all volunteers and substitute when needed. Report to MS Campus Vice President.

Organize and oversee parent volunteers to coordinate Teen Center events. This committee shall consist of two co-chairpersons, parents from the 7^th and/or 8^th grades, who shall appoint such other members as needed. Work with faculty advisor/student government to plan calendar and specific events. The Faculty Advisor is head of the Teen Center club, which decides what activities the Teen Center will do for the year. The Faculty Advisor arranges faculty chaperones. Teen Center Chairs purchase paper goods, food and beverages, and arrange for entertainment. Prepare Teen Center announcements for all Teen Center activities for MKA 7th and 8th grade students and parents. Prepare other notices to parents as necessary. Report to MS Campus Vice President.

This position, reporting to the Middle School VP, will assist the Middle School student government, as needed, in planning and executing its activities, including all sales, fundraisers and elections. Responsibilities include:

Helping the student government check school calendars and determine best dates to hold events and fundraisers.

Recruiting and scheduling parent volunteers to staff events or provide support; fielding questions from parents.

Providing advertisements, flyers or carline signs to publicize events. Also, developing PAMKA blasts or PAMKA Press articles to generate excitement.

Ordering and maintaining supplies to support the events.     

Partner with MS Community Outreach Chair in organizing fundraising events that involve charities and/or our community (i.e. Denim Day and Student/Faculty Basketball Fundraiser for charity of choice). Overseeing event as needed.

Work with Committee chairs: Project Graduation, Survival Shop and the College Counseling Office Liaison.

Organize and maintain the Survival Shop at the US. This includes meeting with purchasing agent and treasurer to select goods for sale and to set prices. Recruit parent volunteers and prepare volunteer schedule, including substitute list. Maintain the Survival Shop, including decorating and arranging for the repair and replacement of equipment as necessary. Set up in September and close prior to vacation and summer breaks. Supervise purchasing agent. Review and set pricing. Create signage. Report to US Vice President.

Develop shopping lists and oversee inventory. Assist Chair.

Collect and deposit monies twice weekly from Shop. Pay all invoices and balance checkbook monthly. Volunteer regularly. Work with PAMKA Treasurer.

This function will act as the PAMKA liaison to the College Counseling Office. This position is responsible for coordinating efforts with the CCO for the 9^th and 10^th grade parents’ workshop, junior college workshop and the interviewing workshop.

Develop and execute an all night, post-commencement party. Responsibilities include researching location; booking entertainment; planning menu, prizes, and favors; publicizing event to seniors and their parents. Monitor budget. If planning a fundraising project, contact External Affairs for approval. Work through 11^th grade representatives to schedule chaperones. Chair must chaperone in junior year. Be at boarding of buses on night of the event to check in students and at unloading of buses upon their return. Report to US Campus Vice President.

Each grade has a grade representative. The representative is responsible for coordinating activities throughout the year with the class parent volunteers. Activities include holiday parties, 3^rd grade graduation, band and chorale concerts, elections, cast party flowers, celebrations, US dances, etc. Each grade representative will review specific functions with the appropriate Campus VP and will serve as liaison between Campus VP, class parents and faculty.  

 

Choose class parents (with Campus VP) and provide orientation, including list of responsibilities, to the class parent volunteers in September. Send a letter to teachers and parents in September informing them of the class parent volunteers. Coordinate student social activities that are grade level appropriate. Help organize field days and other campus functions. Assist New Parent Liaison in identifying host family candidates.

 

Create list of volunteer opportunities to be available at Back-to-School Night. Communicate with the Campus VP or grade lead faculty member on a regular basis. Work with Campus VP and/or Volunteer Coordinator VP on grade level socials in September. Generate support to attend and participate in PAMKA events. Report to Campus Vice President.

Serve as liaisons between teachers and grade representatives. Assist with classroom and campus social activities. Work with teachers to discuss ways PAMKA may assist in classroom. Recruit parents for field trips and other activities including class parties, Cougar Pride Day, Faculty Appreciation Day and September Coffees. Generate support for PAMKA events. Report to Grade Representative.

The Communications Vice President shall be responsible for the editing and publishing of the PAMKA Press. The Communications Vice President also works together with the President and External Affairs on the PAMKA website and on the weekly email blast. The Communications Vice President shall serve as advisor to the Mailing and PAMKA Directory Committees.

Produce PAMKA Press six times per year. Appoint three campus editors, one for each campus. Coordinate the articles and photos, edit and layout. Work with PAMKA President and Director of Communications for timeliness of articles, etc. Work with President and Director of Communications on the PAMKA Website and the weekly email blast. Work with Directory and Mailing Chairs. Oversee production of PAMKA directory and directory additions and corrections booklet.

Serve as Editor to the PAMKA Student Directory. Review and revise Directory Information form for May/June mailing. Review and revise front sections in conjunction with External Affairs. Proofread/edit information forms and directory listings supplied by the Admissions Office. President and External Affairs Advisor must approve the Directory prior to printing. Arrange for printing and mailing in early September. Maintain listing changes throughout the year through the Admissions and Business offices. Coordinate sales of extra Directory copies at the Fall Campus Coffees. Prepare the Additions and Corrections booklet for distribution in October. Report to Communications Vice President.

Coordinate PAMKA mailings (excluding the PAMKA Press and Directory) as requested. Recruit committee that will be responsible for collating, folding, stapling, labeling, etc. Report to Communications Vice President.

The Community Vice President shall be responsible for all PAMKA community outreach projects and programs. The Community Vice President shall serve as advisor to the Community Outreach Committees, and as advisor to the Academy Forum, TEAM Schools and MKA Community Well-Being Committees.

Investigate and evaluate community service projects and educational forums in or outside the immediate community and link them to as many campuses as possible. Attend all Community Outreach programs and coffees. Work closely with committee chairs to help with their programs: Campus Outreach efforts at all campuses, Academy Forum, TEAM Schools and MKA Community Well–Being. In conjunction with each Campus Community Outreach Chair, coordinate community service efforts/opportunities with campus faculty service learning coordinators. 

Responsible for planning, scheduling and publicizing all lecture programs. Determine topics and speakers for student and community discussions based on the requests of the administration, faculty and parents. Arrange logistics and coordinate hospitality with the Special Events Vice President. Report to Community Vice President.

Organize and schedule MKA parent tutors committed to working weekly with TEAM Academy and SPARK students. TEAM Academy and SPARK Academy are KIPP Schools located in Newark. Organize drives based on TEAM Schools needs and manage MKA’s commitment to TEAM Schools at our annual Book Fair. Report to Community Vice President.

Provide information and forum for discussion regarding parenting issues, including substance abuse, sexuality, adolescence issues and health related matters. Work closely with the Director of Student Services and guidance staff and parent volunteers from all three campuses to plan, organize and execute parent Workshops. Solicit parent representatives to the parent sub-committee ensuring that all three campuses are represented. Work with Special Events VP to arrange for hospitality. Report to Community Vice President.

Organize and facilitate the following annual charitable events: Coat Drive, Food Drive, Giving Tree, Book Drive, Community Service Assemblies.

Work closely with the campus service learning coordinator involving the students in the process to ensure a better understanding of the “Drive” or assembly. Report to Community Vice President.

Work with the campus service learning coordinator to organize and schedule community service opportunities within and outside the school community. Partner with Student Government Liaison in organizing fundraising events that involve charities and/or our community (i.e., Denim Day and Student/Faculty Basketball Fundraiser for charity of choice). Report to Community Vice President.

Coordinate, publicize and supervise two annual Blood Drives. Responsible for facilitating voter registration for Juniors and Seniors. Meet with the campus service learning coordinator as well as the freshman class community service coordinator to brainstorm and facilitate student projects and programs. Report to Community Vice President.

The Finance Vice President shall act in the absence of the President, shall be responsible for all funds and financially related projects for PAMKA, and shall act in the absence of the Treasurer. The Finance Vice President serves as chairperson of the Finance Committee and as advisor to the PAMKA Fundraising Committees, Treasurer’s Committee and Faculty Trust Grant Committee. Responsible for preparing the PAMKA budget and PAMKA gift list to be presented to the PAMKA Board of Officers and membership for approval at the annual meeting. The Finance Vice-President shall serve as chairperson of this committee, which shall consist of the PAMKA Treasurer, the President of PAMKA, and other such members (preferably not members of the Board of Officers) as shall be designated by the chairperson. The Business Manager of MKA shall serve as an advisory member of this committee.

The Finance Vice President shall be co-signatory with the Treasurer for all PAMKA operating and investment account disbursements of $5,000 or more. The President shall act as signatory in the absence of either the Finance Vice President or the Treasurer. Only one signatory is necessary for disbursements under $5,000.

Responsible for maintaining the financial books for PAMKA. Reviews and pays all invoices, and receives and deposits all receipts. Responsible for maintaining the PAMKA accounts at Chase Bank. Monthly collect financial information from the Book Fair treasurer, Spring Fundraiser treasurer, Survival Shop treasurer, Winter Boutique treasurer and prepare a set of financial statements for the Board. Assist the Finance VP in preparing the budget for PAMKA Board approval in April and PAMKA membership in May. The treasurer is a member of the Finance Committee. Advise Spring Fundraiser and assist Spring Fundraiser Treasurer, Winter Boutique Treasurer and Book Fair Treasurer. Present books for audit. Report to Finance Vice President.  

Chair committee that reviews and selects recipients for PAMKA faculty trust grants that allow them to pursue special travel or research projects that will help them fulfill their mission as MKA faculty. Review and revise Request for Proposal and distribute to faculty and staff in June. Designate committee members (with PAMKA President) and oversee meetings (November). The Headmaster, Director of Curriculum and Professional Development and Director of Special Events and Projects shall serve as advisory members to this committee. Send letters to candidates informing them of status of application. Announce recipients at Annual Meeting. This position reports to the Finance Vice President.

The function of these committees shall be to carry out the fundraising events that have been approved by the Board of Officers and PAMKA membership. Each committee will bear the name of the event for which it has responsibility. Each committee shall consist of a chairperson and such other members as shall be designated by the chairperson. The Finance Vice-president or PAMKA treasurer shall   be cosignatory with the designated committee member for all disbursements of $5,000 or more. Each committee shall report to the Finance Vice-President.

Develop and execute Spring Fundraiser and organize and chair Spring Fundraiser Committee.

If you are interested in learning more about this position, please contact the PAMKA President or the Nominating Chair.

Coordinate and execute Book Fair in November and organize and chair Book Fair Committee.  If you are interested in learning more about this position, please contact the PAMKA President or the Nominating Chair.

Coordinate tri-campus aspects of Book Fair. Oversee gift-wrap sale on all campuses. Organize publicity for event (mailers, posters, letters, and decorations). Oversee opening festivities (luncheon, faculty tea, brunch, etc.) and other special events.

Coordinate selection of books and supplies for Book Fair. Recruit Campus committee. Set up and organize Book Fair prior to opening. Supervise daily operations. Coordinate breakdown of event. Coordinate visiting authors. Oversee teacher wish list for classroom donations.

Choose wrapping paper vendor. Recruit campus coordinators. Mail solicitation information provided by vendor in September. Prepare display on each campus. Prepare follow-up reminders. Receive and compile total order for vendor. Organize delivery of orders during Book Fair. Encourage Internet orders and ensure accuracy of payment.

Ahead of the start of a new school year, coordinate the Middle School Supplies drive.

Coordinate and organize tri-campus winter gift boutique - arrange for outside vendors, publicity, staffing, set-up and break-down. Organize and chair Winter Boutique Committee.

The Volunteer Coordinator Vice President shall coordinate volunteer outreach and development and shall serve as Volunteer Chairperson and as advisor to Nominating and New Parent Liaison Committees.

Review and revise the Volunteer Opportunities form for mailing. Review returned forms and distribute to committee chairs accordingly. Maintain volunteer database. Coordinate parent grade level social gatherings: recruit hosts, set dates on MKA calendar, work with Campus VPs/grade reps. Work with the New Parent Liaison and Nominating Chairs. Attend and oversee nominating meetings.

Welcome new parents into the MKA community. Meet with Volunteer Coordinator VP/ Admissions to obtain a list of all new parents. Oversee three New Parent Liaisons (one from each campus). Develop and organize social event for new parents and hosts in August with External Affairs. Oversee new family events with Admissions Office at each campus in May/June. Ensure that new parents are contacted about PAMKA events. Report to Volunteer Coordinator Vice President.

Meet with New Parent Liaison Chair and review list of new families. Work with Admissions to contact, recruit and match host families with new parents. Meet with grade representatives to discuss objectives. Implement social events and continue to keep new parents informed about PAMKA events. Report to Volunteer Coordinator Vice President.

Chairs the Nominating Committee, which meets regularly beginning in January to review nominating bids. Refer to Standing Rules in By-Laws. Presents slate to the Board of Officers (by the April Board meeting) and PAMKA membership for vote at the May annual meeting. Nominating is responsible for filling all PAMKA elected positions. The Nominating Chair shall be appointed by the President and the Volunteer Coordinator Vice President and approved by the Board. The Chair appointed must have served on a Nominating Committee in the past 3 years. Report to Volunteer Coordinator Vice President.

The function of this committee is to nominate candidates for the   elected positions in the PAMKA organization. The committee shall consist of a   chairperson and six persons not currently serving in an elected position. The President of  PAMKA, Volunteer Coordinator Vice-President, the Director of External Affairs and the Director of Communications and Marketing shall serve in a non-voting advisory capacity and shall attend meetings of the Nominating Committee. The Nominating Chair may be   appointed from the preceding year's Nominating Committee, or, in the event that there is no qualified candidate with a wide experience of PAMKA involvement, may be appointed by the President and the Volunteer Coordinator Vice President and approved by the Board. The Chair appointed must have served on a Nominating Committee in the past 3 years. The chairperson shall report to the Volunteer Coordinator Vice-President.

The Secretary shall conduct the correspondence of PAMKA, send out notices of meetings, and shall keep minutes of the meetings of the Board of Officers. The Secretary shall act as parliamentarian and as editor of the PAMKA Bylaws and PAMKA Manual. Organize and attend the May transition meetings.

Serve as Parliamentarian. Maintain all correspondence of PAMKA (thank you notes, sympathy, etc.). Oversee maintenance of the PAMKA Closet. Prepare agendas for Board and Annual meetings. Record and maintain minutes for the Board meetings. Prepare motions for the Annual Meeting as requested. Review and revise bylaws as necessary for Board approval and ratification by membership. Review and revise PAMKA Manual. Administer Sympathy Fund. Assist President with transition schedule in spring. Prepare and mail invitations for September Coffees. Serve as central source for email contact list and prepare PAMKA contact list on website.

The Special Events Vice President shall be responsible for coordinating the planning for all campus special events and tri-campus programs, supervising the special events, and overseeing the Special Events Committee on each campus. The Special Events Vice President will serve as chairperson of the Special Events Committee, and Annual Meeting and as an advisor to the Cougar Pride Day Committee.

Oversee the work of the Campus chairs and Campus VPs for special events on each campus (e.g. campus coffees, faculty appreciation day, conference days). Oversee hospitality for tri-campus events, such as the Academy Forum, State of the School Meeting, Community Well-Being Workshops and the PAMKA General Meeting.   Oversee the Special Events Campus Chairs, Annual Meeting and Cougar Pride Day Chair. Each campus will have a Special Events Chair who will coordinate these events for their respective campuses. Work with the food service company to provide beverages and food as needed. Oversee and take responsibility for the Special Events budget.

Organize special events on respective campuses including volunteers, food from the food service company or outside vendor, budget, etc.   Coordinate campus events with Campus Vice President with link to Special Events VP. Report to Special Events Vice President.

Organize, plan and execute a daytime social gathering for students and their families. Plan activities (crafts, sports, amusement, etc.). Coordinate the selected activities with the campus representatives. Organize staffing for activities and concession areas. Purchase prizes. Organize layout of event, publicize event through mailers and other publicity, and oversee set-up and take down. Review budget with External Affairs. Report to Special Events Vice President.