OPA Community & Board Responsibilities

EXECUTIVE BOARD RESPONSIBILITIES

CHAIRMAN

1. Appoint officers to the Board of Administration.

2. Advise and provide vision at the Parent Meetings and Parent Trainings.

3. Network with parents, Vice Chair and Principal Mentor to find mentors each year.

4. Work closely with each officer, while respecting his or her stewardship.

5. Attend Board Meetings and present proposals for amendments or changes.

6. Facilitate the training of new board members.

7. Call board meetings whenever deemed necessary.

8. Consult with the Parent Representative and make final decisions regarding disciplinary actions regarding families, after consulting with the Board.

9. Deliver disciplinary decisions to the parents.

10. Maintain a checkbook with the treasurer.

11. Meet with the outgoing Chairman to receive training and a transfer of vision.

12.. Mentor and train newly elected Chair for the following year.

13. Update all business licensing and registration documents annually.

14. Act as Principal of the family school. Lead out in TJED principles and set an example for all member families.

16. Maintain and share vision within the OPA Community. 

VICE CHAIRMAN

1. Call and Conduct Board Meetings.

2. Prepare agendas for these meetings.

3. Create the Class Schedule for each semester.

4. Network with Parents and coordinate with the Chairman, Jr. Director, and Principal Mentor to find mentors for core and extra-curricular scholar classes.

5. Counsel with and advise the Chairman on all matters pertaining to the needs of OPA.

6. Mentor and train the new Vice Chair for the following year.

7. Help with set up and take down before and after classes

8. Lead devotional every third month during the school year and be willing to fill in on weeks when Chairman or Parent Rep are not able to lead.

9. Lead the cleaning committee. A cleaning coordinator may be assigned for organizing weekly cleaning assignments. They will report to you. 

10. Lead the Yearbook committee. A yearbook chair may be assigned to gather pictures and put together a yearbook for all of OPA with the help of others on the committee. 

PARENT REPRESENTATIVE

1. Act as the “voice of the parents.” Get to know the parents and be aware of the needs they have.

2. Be the main point of contact for new families. Interview new families who are interested in OPA and help them understand who we are and determine if we would be a good fit for their homeschooling needs. 

3. If they would like to join OPA, collect family information. Names, ages, phone number, email, etc.

4. Attend board meetings and represent the parents.

5. Mentor and train the new parent representative for the next year.

6. Help families to get acquainted with the OPA Band group.

7. Plan Parent Night once a month

8. Mentor Parent Class each semester

SECRETARY/HISTORIAN

1.Record minutes of the board meetings and publish them for the Board members to review.

2.Types needed documents, forms and schedules as assigned.

3. Attends board meetings. Gives a report on minutes from the previous board meeting.

4. Maintains a current email and phone list of attending families.

5. Maintains current class attendance records, assisted by the mentors.

6. Assists with the registration and in maintaining current family records.

7. Updates and distributes new policies and procedures, calendars, registration packets and other important forms to members as assigned and approved by the board.

8. Mentor and train the new Secretary for the following year.

TREASURER

1.Collect fees from attending families

2. Make monthly payments (rent, insurance etc..).

3.Make reimbursements to mentors and directors for expenditures for operation of classes and theater needs.

4. Apprise mentors of funds available for their classes when requested.

5. Attend board meetings at least once quarterly or as needed, and report to the board on the finances..

6. Keep sound and orderly records of all financial and tax records for operation, business and filing taxes.

7. Mentor and train the future Treasurers for a new year.

8. Oversee the fundraising committee

GENERAL BOARD OF DIRECTORS

JUNIOR DIRECTOR

1.Oversees all aspects of the Junior Program.

2. Attends board meetings and presents the needs of the Junior families and classes to the board.

3.Holds Junior Parent Training Meetings as needed.

4. Directs the daily events of the Junior program.

5. Assists with classes as needed.

6. Mentor and train the new Junior Director for the following year.

PRINCIPAL MENTOR/SCHOLAR DIRECTOR

1.Acts as a Mentor to the Mentors.

2. Ensures the quality of Scholar classes and Scholar Mentors.

3. Is responsible for the continued training and growth of the Scholar Mentors.

4. Oversees mentor trainings within OPA.

5. Assists in finding mentors for scholar classes.

6. Helps plan and gather any awards needed from LEMI for Scholar Awards Night. 

7. Assist the Chairman and Vice-Chair with interviewing potential Student Mentors before the beginning of the school year.

STUDENT COUNCIL MENTOR/DIRECTOR

A Student Council Director may be appointed by the Chairman as needed to oversee a student council. 

1. Mentor those scholars involved in the Student Council and help them run meetings and plan activities for the scholars. 

EPIC PRODUCTION LEADERSHIP TEAM 

PRODUCER

1.Organize and direct the production team and EPIC production for the semester/year.

2. Help support the production team as much as possible and keep everyone on the same page.

3. Have monthly meetings with the production team. 

4. Organize or assign someone else to put together show  buddies

5. Ask someone to record the show if we have a video license for the show.

6. Work with Director to select the play for the semester

7. Report to the OPA Board about potential shows

8. Manage the budget, fundraising, and any financial aspects of the production 

9. Communicate between EPIC Director and Stage Manager to ensure that both creative and technical teams are well-supported and that the entire operation stays on track.

10. Assign someone to do cast photos

EPIC DIRECTOR

1. Run and schedule weekly rehearsals for EPIC

2. Run and organize auditions and an audition camp

3. Inspire cast to keep ohana spirit

4. Block show and give acting tips

5. Do warm-ups with cast during rehearsal and tech week

6. Inspire kids to practice building their character both on and off the stage and be a good example of living a principle-centered life.

7. Help producer select the play for each semester

8. Communicate and Coordinate with EPIC Production Leadership Team on a regular basis to create an EPIC (Excellent, Powerful, Inspiring, Creative Character building) show.  

FRONT HOUSE MANAGER

1. Organize concession help schedule for tech week

2. Create ticket event on Ticket Tailor

3. Create playbill or ask someone else to create it

4. Collect ads from families

5. Order t-shirts and run contest for cast t-shirt

6, Organize meals for show days

7. Collect shoutouts for cast members from interested parties

STAGE MANAGER

1. Work closely with EPIC Director to ensure that all the technical and design elements (set, props, costumes, lighting, and sound) align with the EPIC Director’s vision, and that everything runs smoothly behind the scenes.

2. Help with technical aspects of the production to ensure sets, props, costumes, props, makeup are properly organized and executed. 

3. Ensure that safety protocols are in place during performances and rehearsals.

4. Communicate and Coordinate with EPIC Production Leadership Team on a regular basis to create an EPIC show.  

OTHER EPIC PRODUCTION TEAM MEMBERS

BACKSTAGE DIRECTOR

1. Mentor backstage class if offered that semester.

2. Organize and direct team of parents and scholar age kids to help  build and create props and setpieces. 

3. Communicate vision for sets with EPIC director and Stage Manager. Carry out any vision tips from EPIC Director for sets and props.  

4.Help Backstage class create some backstage props or set pieces at Audition camp if it is plausible.

5. Report to Stage Manager on progress 

5. Organize schedule for Backstage team for tech week. 

COSTUMES DIRECTOR

1. Organize and direct the costume team for all the costumes for EPIC.

2. Communicate vision for costumes with EPIC director, Backstage Director, and choreographer and carry out any vision tips from EPIC Director for the costumes.  

3. Report to Stage Manager on progress

4. If a cast member has a concern about a costume, be open to hearing those concerns and be ready to explain the reason behind why a costume choice was made. 

5. Organize backstage costume team for tech week. 

MUSIC DIRECTOR

1. Mentor and help kids in EPIC cast learn and master the music for the musical production that semester.

2. Help explain any unfamiliar vocabulary in the lyrics

3. Communicate with EPIC director about any special musicality elements in the music.

4. Help with music at audition camp

CHOREOGRAPHER

1. Create choreography for EPIC production

2. Communicate vision of choreography with EPIC director and backstage director. 

OTHER SERVICE POSITIONS

ACTIVITIES DIRECTOR

1. Under the direction of the board, plan and organize activities to help unify OPA families outside of school days. e.g. Opening and Closing Social, Winter Ball, etc. 

FUNDRAISING DIRECTOR

1. Work with the board to plan and organize fundraisers to help families who would like assistance with paying tuition and class fees

2. When possible work with the board to organize efforts to create outside sources of revenue to help with non-profit business expenses and keep costs low for families.

CLEANING COMMITTEE DIRECTOR

1. Organize cleaning committee for the building 

HALL MONITOR

1. Monitor hallways to help kids stay safe in hallways and direct kids if needed.

NURSERY LEADER

1. Help watch nursery age kids 18 months- 3 years in the nursery while mentors are in class. 

LEAD MENTOR

1. Create a class for junior kids that you will take the lead to mentor.

CO-MENTOR

1. Assist lead mentor in a junior class.

SCHOLAR MENTOR

1. Mentor a leadership classes for our scholars

2. Take mentor training

3. Report back to the Principal Mentor at least every two weeks to let them know how things are going in class and to receive any extra mentoring or help with any struggles in class and share the positives and wins happening in class.  

STUDENT MENTOR

Student mentoring is a great opportunity for scholars to use their leadership skills, serve others, and give back to our community.

1. Student mentors will conduct themselves in a mature manner and uphold statesman-like conduct at all times. If they fail to act responsibly in this role they will be asked to withdraw from serving as a student mentor. 

2. Student mentors are an example. They inspire learning and growth for the other scholars in the class. 

You may be asked to help take the lead in simulations, a book colloquium, a lecture, devotional, or lead in other class activities. 

3. A student mentor communicates and participates in debriefs and planning with the adult mentor of the class.

4. To be a Student mentor, a scholar must be enrolled in Quest or another board-approved Apprentice scholar level project.