BOARD & COMMITTEE DESCRIPTIONS

Please consider volunteering at one of our upcoming events/activities. If you would like to be on the PTG Board or Chair a committee in the future, please contact presidents@willardptg.org.

PTG Board of Directors

Co-Presidents - Serve as Chief Executive Officers of the Willard PTG. Ensure that the objectives of the organization are carried out according to the By-Laws. Establish times for, set agendas for, and preside over PTG Board meetings. Foster relationships with other Concord PTGs. Oversee all committee work via Board members. Work with PTG Board to address concerns and needs. Communicate with Willard community via weekly newsletters, website, PTG meetings, Back to School email, and Back to School Nights. Attend monthly Superintendent/PTG President meetings.  Duties are year round.

Vice President - Has option to assume Presidency in following year. Works with and assists President(s) to facilitate smooth operation of PTG. Attends PTG Board Meetings. Coordinates the committee chairs and oversees the work of replacing chairs.  Duties are year round.

Treasurer - Responsible for accounts payable and accounts receivable for the PTG organization. Keeps accurate records of receipts and expenditures. Disburses funds of the organization in accordance with the annual budget and By-Laws. Prepares annual PTG budget for upcoming year. Attends PTG Board meetings. Responsible for any IRS- required reporting.  Duties are year round.

Secretary - Attends PTG Board meetings. Records and publishes the minutes of all PTG meetings. Maintains a current file of monthly agendas, minutes, yearly committee reports, and PTG By-Laws.   Duties are year round

Auxiliary - Responsibilities include communicating events and issues of the Willard community to all households in the Willard district and creating opportunities for residents without children currently at Willard to learn about Willard on an as-needed basis. Duties may include creating and sending informational flyers to residents and hosting a Community Open House. Should be available for special projects and to fill in if other Board Members are absent. Attends PTG Board and General Meetings.  Duties are year round.

Past President - Attends PTG Board meetings and serves in an advisory capacity to the Board.

Additional Board members (“Reps”) are chosen from the each of the FOUR PTG committee groups below:

Communications Committees

Willard Weekly - Responsible for gathering, editing, and producing short articles and notices for the weekly school newsletter, the Willard Weekly, which is distributed as an email on Thursdays. Coordination of calendars and solicitation of articles is often necessary. Knowledge of HTML and/or web publishing software is essential.  Duties are year-round with a couple of hours work per week.

Willard Website - Manages and updates PTG website. Maintains links with district and town sites. Works with Communications Reps and Willard Weekly Editor to ensure access of information important to the Willard community. Knowledge of Squarespace is essential.  Work done as needed throughout the year.

Directory - Responsible for coordinating all material for annual Willard School Directory, including cover design, class lists, school calendar, District personnel contact info. Directory is copied at district (Ripley) copy center and labeled for distribution.  Most work is done at home during late summer and early fall.

Enrichment Committees

Assemblies - Identifies and arranges special cultural or curriculum-related school programs, including Authors’ Fest, school-wide assemblies, and grade-specific assemblies. Coordinates schedule of programs with educational calendar. Previews assemblies for age suitability and educational content. Leads committee of volunteers to escort and view performers during school programs. Attends regional cultural committee meetings to gather information about future programs. Prepares assemblies budget for the Treasurer by end of May for PTG Board presentation. Duties are year round.

Before and After School - Works with Concord recreation and arranges programs and activities that occur before and after school at Willard. Coordinates schedule with educational calendar. Manages announcements in the Willard Weekly. Duties are year round.

Book Fair - Manages all aspects of the annual Book Fair, including coordinating with the Book Fair vendor, working closely with Willard School librarian, publicizing event, and recruiting and scheduling volunteers to assist on days of the fair. Additional duties include tallying monies received, and overseeing set-up and break-down of Book Fair. Some summer organization required, but most work concentrated in September and October.

Charity and Service - This committee schedules and assists with various initiatives throughout the school year.  Events may  include 5th Grade Service Day, Halloween Candy Donation, coat and food drives and more.  Oversees collection and sends donations  on behalf of Willard School. Writes updates for the Willard Weekly and also submits information about other charity and service opportunities around town. Work is as needed throughout the school year. 

Family Math Night - Works with representatives at Alcott and Thoreau Schools to create material for this annual event. Recruits volunteers to help design content and staff event.  Work concentrated during the two months prior to the event, which is traditionally scheduled for March.

Cultural Kaleidoscope - Coordinate all aspects of the festival including: establishing the date and venue, set-up and clean-up, recruiting participants for food and activity booths, publicizing the event, and recruiting volunteers as needed. Event is usually a weekend day in the fall, work concentrated in the 2 months leading up to the event.

Science Fair - Coordinates all aspects of a school-wide science fair in the spring, including equipment rentals, space allocation, refreshments, and encouraging student participation. Most work is concentrated during the two months prior to the event.

Spelling Bee – Works with parents and staff to coordinate an upper grade Spelling Bee (grades 3-5). Coordinates all aspects of the event including: establishing the date and venue, creating program and word lists.  Work concentrated during the month prior to the event.

Fundraising Committees

Annual Appeal – Manages the Annual Appeal fundraiser in the fall. Obtains incentive prize. Writes and distributes appeal letters and thank you notes. Communicates regularly with PTG Presidents, Treasurer, and the Willard Weekly and Website committees.  Work concentrated at the end of August/early fall and as needed throughout the year.

Raffle Chair – Gathers items to be raffled off at the annual fundraising event, usually held in the spring. Recruits and manages a raffle team of volunteers. Organizes raffle ticket distribution and collection of funds. Communicates raffle item information to school community. Work concentrated during the months prior to the event, and as needed throughout the year.

Silent Auction - Gathers items to be auctioned off. Recruits and manages a team of volunteers if needed. Communicates auction items information to school community. Manages payments. Works with Social Committee to set up and break down auction item displays.  Work concentrated during the months prior to the event.

Sponsorships – Raises funds by obtaining sponsors for various Willard media outlets and events. Works with PTG Presidents, Treasurer, Fundraising Reps and committee chairs as needed.  Work is year-round as necessary.

School Community Committees

5th Grade Celebration Committee - Coordinates, with fifth grade teachers and Principal, events for fifth grade students and families, including class yearbook, service day and graduation events.  Most work concentrated in the spring.

Family Game Night - Coordinators organize this annual event for families in winter. Coordinators organize a Bingo tournament and/or other games. Coordinators set the date in coordination with the PTG, promote the event through the Willard Weekly and backpack flyers, organize the games, solicit volunteers, select prizes for and carry out a free raffle, and arrange refreshments as needed. Work concentrated during the month prior to the event.

Field Days - Coordinates with Gym Specialist on event dates, games and parent volunteers.  Work is done in May and early June.

Green Sustainability - Coordinate and implement all aspects of green sustainability such as recycling, composting, upcycling, Bike-to-School/Safe Streets, Earth Month activities, outdoor gardens, climate education, and more. Work with the Building Supervisor and Cafeteria Manager to ensure ongoing appropriate disposal of compost, recyclables, and trash. Support with Classroom and Special teachers (Music, Art, Library, and PE) to incorporate Green efforts into curriculum.Identify learning opportunities and resources for ongoing education around reducing student, school and community environmental impact.

New Families Committee - Facilitates the orientation of new families entering Willard, at the beginning and throughout the school year. Organizes New Family Welcome Event and other events through out the year. Work concentrated at the end of August/early September and as needed throughout the year.

Spring Event–Family event with DJ and prizes, usually held in the spring. Set the date/s with the PTG, promote the event through the Willard Weekly and backpack flyers, and solicit volunteers. Supervise set-up and breakdown of the event.  Work concentrated during the months prior to the event, and as needed throughout the year.

Quiet Spot – Determines which Willard events need a quiet area for students and attendees. Recruits qualified volunteers to supervise Quiet Spot. Finds available area at each event. Manages supplies needed to run this area. Communicates with event coordinators to publicize availability of Quiet Spot.  Work concentrated in late summer and start of school year. Continues as needed at events throughout the year.

Room Parent Coordinators - Recruit and train Room Parents for each classroom. Act as a liaison between PTG Board and Room Parents.  Maintain communication with Room Parents year-round. Work concentrated in September. Additional as needed throughout the year.

School Photo Day - Coordinates annual school pictures with principal, teachers, Fundraising Reps and school photographer. Responsible for contract with photographer. Promotes the event and sends reminder notices. Oversees the process on photo day and retake day. Coordinates volunteers to assist on these days. Organizes the sorting and distribution of picture packages. Prepares report summarizing event with recommendations for next year. Work is mainly limited to days of photo shoots (about 4 hours each day) and about 8-12 hours of administrative work.

School Supplies – Coordinates making school-supply purchasing easy, environmentally friendly, and cost-effective. Works with teachers to compile lists of items students need for each grade. Communicates with Alcott and Thoreau and the CPS Director of Teaching and Learning. Researches vendors and recommends one to school community. Researches local buying options. Coordinates donating supply kits to students in need.  Most work concentrated in the spring for selection and late summer for distribution.

SEPAC Liaison - The Special Education PAC Liaison is responsible for providing support to parents in the Willard community and communicating information to the Concord-Carlisle Regional School District SEPAC as needed. Work is year-round as necessary.

Social Committee - Plan, market and coordinate Willard social events to foster community among families.  The events for the year include Family Ice Cream Social, Parent Social, PTG Volunteer Appreciation Party, and Incoming Kindergarten party.  Duties are year round with concentration around social events in fall and spring.

Staff Appreciation - Coordinates staff appreciation events throughout the school year.  Recruits volunteers to contribute food or other items for events. Work is year round as events occur.

Talent Show - Coordinate all aspects of the Willard Talent Show including: establishing the date and venue, recruiting student acts, running Preview Day, organizing the production (including choreography, lighting and acoustics), creating programs, publicizing event, managing ticket sales and recruiting volunteers. This job is usually divided between a Producer and Artistic Director. Work concentrated during December–March.

Teacher Funds Liaison – Sends the PTG Teacher Funds letter to staff and assists Treasurer as needed.  Work is year-round as necessary.

Willard Wear - Reviews opportunities to purchase and resell items such as tee shirts, sweatshirts, hats and/or other items with Willard name and/or logo. Works with supplier to select items and determine pricing. Sets up booth to sell/show items at various school events, especially Open House and Back to School Nights. Prepares report summarizing events with recommendations for next year. Work concentrated in late summer and start of school year. Continues as needed at events throughout the year.