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Message P F OP A R E N T F A C U L T Y O R G A N I Z A T I O NG U I D E L I N E S

1 Saints Francis & Clare of Assisi School Ministry Greenwood, Indiana Parent Faculty Organization (PFO) Guidelines MISSION The Saints Francis and Clare of Assisi School PFO consists of parents and faculty of the school working together for the enrichment of the students, faculty, and families. All parents and faculty members are asked to prayerfully consider a role in the PFO: leadership, volunteer, or participant. Anyone interested in serving in a leadership role should contact the PFO Chair or the school Principal. The Executive Committee: ● The PFO and Executive Committee are a consultative body to the pastor and principal ● Consists of the Chair, Co-Chair, Secretary, and Treasurer ● Parents of children enrolled at Saints Francis & Clare of Assisi School during the time of service are eligible to be officers ● All officers must be Parish Safe Certified Responsibilities of Executive Committee: 1. Serve a minimum of 2-year consecutive school term. 2. Each Officer can serve a maximum of one 2-year term- after rolling off for one year, a parent may return as an officer. 3. All officers will serve their terms of office beginning July 1 and continue until June 30 of the following 2 years. 4. Publish digital sign-ups for PFO roles and Committee Chairs in May for the following school year. 5. All officers will meet quarterly, at a minimum, during the school year as an Executive Committee (prior to all PFO General Meetings) and additional times at the discretion of the chair or School Principal. 6. All officers shall notify the Chair of absence from any Executive Committee. 7. Propose the addition of any new committees or fund-raising activities that will be supported by the PFO for approval by the principal. 8. Responsible for proposals to impact expenditures managed by the PFO with the approval of the principal. Chair 1. Act as liaison between parents and principal/faculty. 2. Manage overall objectives and strategies of PFO. (including fundraising objectives, community building events, educational events, etc.) 3. Prepare agenda and preside at all quarterly Executive Committee and General Meetings of the PFO, in collaboration with the School Principal. 4. Collaborate with Treasurer and school administration to create an annual PFO budget, approved by the School Principal. 5. Recruit and oversee all PFO Committee Chairs; send Committee Chair Guidelines document upon commitment of Committee Chair role.

2 6. Create a quarterly PFO Newsletter in partnership with the Secretary. 7. Speak at Back to School Night and distribute a PFO packet for parents. 8. Be present at Open House. 9. Help execute activities for events, as needed. 10. When there are excess PFO funds to be spent by June 30th, the chair will submit proposals to the principal for approval. Co-Chair 1. Act as backup to the Chair. 2. Performs duties of the Chair in the absence, incapacity, or request of the Chair. 3. Work alongside the Chair as an adviser, helper and trainee, preparing for the following year's position as chair. 4. Help execute activities for events, as needed. 5. Help with Executive Committee transitions. 6. Serve as Chair Elect for the following school year. Secretary 1. Record and incorporate meeting minutes with upcoming events into quarterly newsletters. 2. Submit newsletter for approval to Chair, then submit to Principal for distribution approval. 3. Ensure communications regarding upcoming events are submitted to the Wolf Report, Parish Bulletin and/or Social Media accounts according to deadlines set for each media. 4. Ensure school calendar on website and in school office is updated with upcoming PFO sponsored events. 5. Acts as liaison with parish/school Marketing and Development Director. Treasurer 1. Collaborate with the PFO Chair, School Principal and Parish Finance Manager to generate the annual PFO budget. 2. Collaborate with Parish Finance Member on annual audit, as requested. 3. Obtain year-to-date Income Statement and revenue report from Parish Finance Manager on a quarterly basis. 4. Oversee ongoing PFO finances. 5. Ensure adherence to approved PFO budget. 6. Prepare and present budget report for each quarterly PFO general meeting and at the end of the year audit. 7. Record all deposits that are received by Saints Francis & Clare of Assisi School PFO. 8. Send donor acknowledgement letters. 9. Inform committees of budgeted funds. Immediate Past Chair ● Serves as liaison to PFO for 1-year post Chair position ● Works closely with the current Chair to ensure a successful year for the PFO ● Answers any questions the current Chair may have ● Provides any resources or contacts that may be useful to the PFO

3 Meetings: 1. There will be at least one Executive Committee meeting each quarter during the school year. Additional meetings may be scheduled, as needed. 2. School Administration will be asked to attend the Executive Committee meetings. 3. Committee Chairs, when needed, will be asked to attend Executive Committee meetings. 4. There will be at least two and no more than four general Meetings throughout the school year. 5. Committee meetings may be scheduled as needed. Funds: 1. The Pastor has final approval of all check requests. 2. All check requests and deposits must be signed by both the Treasurer and the School Principal before submitted to parish bookkeeper for processing. 3. All Teacher requests for PFO supported funds must be approved by the School Principal before they are submitted to the Executive Committee for review and approval. 4. Requests for additional expenditures outside of the approved budget should be approved by the principal. 5. The chair will submit proposals to the principal for approval when it’s a time sensitive issue and the Executive Committee is not able to meet.

4 Appendix: PFO Chair Responsibilities Responsibilities: ● Coordinate the recruitment and assignment of room parents for each class, ensuring coverage for all classrooms ● Distribute a room parent handbook with guidelines for duties, such as managing class parties, organizing teacher gifts, and coordinating volunteers ● Act as the main point of contact between the PFO and room parents, ensuring timely communication of school-wide events, fundraisers, and teacher needs ● Schedule periodic check-ins or meetings with room parents to address questions and provide updates on PFO initiatives ● Assist with planning or troubleshooting classroom-specific activities, including teacher appreciation efforts and special projects Teacher Luncheons & Stock the Teachers’ Lounge Time Commitment: School year - average 0.5 -1 hours a week; on-site responsibilities for day of events Responsibilities: ● Submit plans, budget, logistics to principal for approval ● Create a digital signup to stock the teachers’ lounge. Each month a different grade is responsible for stocking the teacher lounge. Inventory should be reviewed before creating a new sign up for the next month ● Develop a schedule for teacher luncheons throughout the school year (e.g., monthly, quarterly, or for special occasions like holidays). ● Work with other PFO members to determine themes or cuisines for each luncheon (e.g., taco bar, soups and salads, desserts) ● Manage budget to ensure a cost-effective but meaningful event ● Create a digital sign-up sheet for parent volunteers to donate food, beverages, or supplies ● Ensure dietary restrictions or allergies are considered when planning menus ● Oversee event logistics, including setting up serving areas, decorating the space, and ensuring smooth cleanup ● Write thank-you notes or acknowledgments to donors and volunteers after each event Dine to Donate Time Commitment: School year - average 0.5 -1 hours a week; virtual Responsibilities: ● Submit plans, budget, logistics to principal for approval ● Research and approach local restaurants or businesses with community fundraising programs ● Negotiate the percentage of sales that will be donated to the PFO and clarify terms such as timeframe and promotional needs ● Create a calendar of "Dine to Donate" nights and ensure events are spaced evenly throughout the year

5 ● Develop marketing materials to promote each event, including flyers, emails, and social media posts ● Track the success of each event by collecting participation data or feedback from restaurants ● Send thank-you notes to restaurant partners and consider featuring them in school communications, as a gesture of appreciation Trash Bag Fundraiser Time Commitment: July - September; 1-2 hours a week; Full day commitment for trash bag delivery and distribution Responsibilities: ● Submit plans, budget, logistics to principal for approval ● Prepare and distribute sales packets, including product information, order forms, and deadlines ● Reference binder as a “how to guide” ● Monitor sales progress, encouraging participation through regular updates and friendly competitions between classrooms or grades ● Oversee the collection of payments, ensuring all funds are accounted for and properly recorded ● Coordinate the delivery and distribution of orders, creating a system to ensure accuracy and efficiency ● Organize, set-up, and staff the school-wide Super Soaker event ● In conjunction with PFO chairs and school administration, evaluate the fundraiser’s performance annually and make recommendations for improvements Donuts with Dad Time Commitment: August - September; average 0.5 -1 hour a week; partial day commitment for day of the event Responsibilities: ● Submit plans, budget, logistics to principal for approval ● Secure a date, time, and location for the event in collaboration with school administrators ● Develop a budget for the event, including costs for donuts, beverages (e.g., coffee, milk, juice), decorations, and supplies ● Work with local bakeries or stores to source donuts and beverages at a discounted rate, if possible ● Manage budget to ensure cost-effective but meaningful event ● Create promotional materials (flyers, emails, social media posts) to encourage participation and communicate event details ● Set up a welcoming atmosphere with decorations, seating arrangements, and signage ● Recruit and organize volunteers to assist with setup, serving, and cleanup ● Collect feedback after the event to improve planning for the following year

6 Grandparents’ Day Time Commitment: August - October; average 1-2 hours a week; partial day commitment for day of the event Responsibilities: ● Submit plans, budget, logistics to principal for approval ● Coordinate with school administrators to determine the event’s format (e.g., Mass, breakfast, classroom visits, student performances) ● Design and send invitations to grandparents and guardians, including RSVP instructions ● Plan activities or entertainment, such as student presentations, photo booths, or keepsake crafts ● Organize refreshments and decorations that create a warm and welcoming atmosphere ● Arrange for extra volunteers to assist with hosting, guiding attendees, and managing logistics ● Prepare signage and materials to direct grandparents around the school (e.g., to classrooms or event locations) ● Manage budget to ensure cost-effective but meaningful event ● Collect feedback from attendees and staff to refine future Grandparents’ Day events Book Fair Time Commitment: August - October; average 1-2 hours a week; partial to full-day commitments for the duration of the event Responsibilities: ● Submit plans, budget, logistics to principal for approval ● Partner with school administration and the book fair vendor (Scholastic) to schedule dates and review available materials ● Develop and implement a theme for the book fair, including decor and materials, with the Grandparents’ Day Committee Chairs ● Work with teachers to coordinate student preview days, reading wish lists, and classroom shopping schedules ● Develop a volunteer schedule to ensure adequate coverage for setup, sales, and cleanup ● Create promotional materials to boost attendance, including flyers, newsletters, and online posts ● Manage budget to ensure cost-effective but meaningful event ● Coordinate with the principal a family night or special event during the book fair to encourage parent participation (For example: shopping hours during parent-teacher conferences) ● Track sales and ensure proper handling of cash and credit transactions. ● Celebrate the success of the book fair by sharing outcomes (e.g., books earned for the school) with the community

7 Muffins with Mom Time Commitment: March-April; average 0.5 -1 hour a week; partial day commitment for the duration of the event Responsibilities: ● Plan the event’s date, time, and venue, working closely with school administrators ● Develop a menu featuring muffins, coffee, juice, and other light refreshments, considering dietary restrictions ● Decorate the space to create a warm and inviting atmosphere, incorporating themes if desired ● Manage budget to ensure cost-effective but meaningful event ● Promote the event through flyers, emails, and social media posts ● Arrange for volunteers to assist with setup, serving, and cleanup ● Provide activities or small gifts (e.g., crafts, photo ops) to make the event special for attendees ● Collect feedback to enhance future Muffins with Moms events Teacher and Faculty Appreciation Time Commitment: February - May; average 0.5 -1 hour a week; partial day to full day commitment for the event week. Responsibilities: ● Create a calendar of appreciation events for Teacher Appreciation Week, traditionally in May ● Develop creative ways to show gratitude, such as themed days, personalized notes, or gift bags ● Collaborate with parents and local businesses to source donations for food, gifts, or decorations ● Manage budget to ensure cost-effective but meaningful event ● Communicate the appreciation schedule to teachers and staff while keeping some activities as surprises ● Coordinate a team of volunteers to help execute events, ensuring they run smoothly. ● Share photos or updates with the school community to celebrate the efforts of teachers and staff Revised April 2025