Duties of Elected Officers

1. The co-President(s) shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President or Director.
  • Be the parent’s representative to the Staff and represent the school at outside functions or send a substitute.
  • Be responsible for Board Meetings, Parent Member Meeting, Joint Board Meeting, and may call special meetings when necessary.
  • Be entitled to vote when the vote is by ballot and in all other cases where the vote would change the result.
  • Serve on the Financial Committee, Special Needs Committee, and the Personnel Committee. Review Strategic Plan with the Board on a regular basis and revise as needed.  Present and review Strategic Plan to membership in the beginning of the year and at the end of the year to demonstrate progress towards goals.
  • May serve on all other committees.
  • Appoint a member to fill any vacancy on the Executive Board, with the approval of the Executive Board.
  • Assist in keeping the Constitution, By-Laws and handbook up to date.
  • Be the immediate supervisor of the Director, in regards to the responsibilities of the Association.
  • Appoint members at large for the Financial Committee, Personnel Committee and the Nominating Committee.
  • Have the power to appoint an advisor. The advisor should be a past president or past Board member, who will aide the President upon his or her request. The advisor would serve as an ex-officio member of the Board.
  • Assign member parents to fill jobs of the school program by October 1st and oversee this process. Keep job descriptions updated; re-evaluate jobs at the end of school year.
  • Oversee Nominating Committee. Shall oversee duties of Maintenance Chairperson, Maintenance Assistant, Gardener, Recycler/Composter, Riding Equipment Maintenance, Sanitation Engineer, Housekeeping Assistant, Laundry, Costuming and Animal Coordinator.

2. The Secretary shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Take roll at Parent Member Meeting, record the minutes of the Parent Member Meeting, type and post Parent Member Meeting minutes within seven (7) days. Copies of these minutes are to be distributed to members not in attendance at Parent Member Meeting and to all Board members.
  • Take roll and record the minutes of Board Meetings. Type, post and distribute minutes prior to the next Board Meeting. Copies of these minutes are to be given to the President, Director and all other Board members not in attendance.
  • Be responsible for all correspondence, except Fundraising correspondence.
  • Prepare the election ballot for Board positions.
  • Maintain Board and Business meeting minutes in Secretary’s book.
  • Act as Parliamentarian and keep a copy of Robert’s Rules of Order on hand for reference.
  • Be responsible for the annual review of the Constitution, By-Laws and handbook with the assistance of the Presidents, Director, Parent Education Chairperson and Admissions Coordinator.

3. Special Events Coordinator shall:

  • Attend all Board meetings, Parent Member Meeting, fundraising meetings and special meetings called by the President. Organize and oversee planning of main fundraising event each school year (held usually in the spring).
  • Work with Fundraising Officers and Donor Relations Officers for the success of main fundraiser each school year.

4. The Financial Clerk Shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Setup and input Accounts Receivable on spreadsheet.
  • Record, prepare and distribute written bills to members for extended care billing on a monthly basis and present reports to Admissions Coordinator and Director.
  • Record, prepare and distribute written bills to members for various billing (maintenance, work days, etc.) on a monthly basis and present reports to Admissions Coordinator and Director.
  • Present all reports for the Admissions Coordinator, Director and Bookkeeper by the 15th of the month.

5. The Co-Maintenance Officer Shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Be responsible for Maintenance of the building, play area and outdoor equipment. Meet with Director to assess jobs and maintenance needs prior to work party.
  • Be responsible for scheduling Maintenance work parties. Remind members of up-coming work parties.
  • Keep records to ensure that families have attended and completed their maintenance obligation.
  • Keep track of work party parent sign-in and return to Director. Provide the Admissions Coordinator & Financial Clerk with work party participation information.   Be responsible for purchasing of materials necessary for the maintenance work parties. Submit receipts for expenditures and supplies purchased to the Treasurer by the 25th of the Month.
  • Oversee the duties of support positions: Maintenance Assistant, Gardener, Recycler/Composter, Recycler/Composter Assistant, Riding Equipment Maintenance and Sanitation Engineer.

6. The Co-Maintenance Officer Shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Be responsible for maintaining the cleanliness and order of the building, indoor equipment and supplies. Meet with Director to assess jobs and maintenance needs prior to work party.
  • Be responsible for scheduling work parties. Remind members of up-coming work parties.
  • Keep track of work party parent sign-in and return to Director. Provide the Admissions Coordinator & Financial Clerk with work party participation information.   Be responsible for purchasing of materials necessary for the maintenance work parties. Submit receipts for expenditures and supplies purchased to the accounts payable by the 25th of the Month.
  • Appoint parents to be responsible for the care of the school animals year round.
  • Be responsible for having the floors and carpets cleaned. Minimum one (1) time per year.
  • After school has let out for the summer.
  • Mid-year and / or when needed at the discretion of the maintenance officer.
  • Be responsible for having the linoleum waxed one (1) time per year, before summer program.

7. The Publicity Officer Shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Be responsible for the internal and external public relations relating to the school.
  • Be responsible for the monthly newsletter and annual alumni newsletter.
  • Arrange publicity in publications and at events where the school can advertise.

8. The Fundraising Officer Shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Maintain a list of fundraising ideas and a complete record of all fundraising activities under taken by the Association.
  • Organize and coordinate all fundraising functions and follow them through.
  • Be responsible for the Fundraising Committees and Fundraising Jobs.
  • Provide members fundraising obligation information to the Admissions Coordinator and Bookkeeper. Submit receipts and breakdown of supply expenditures for fundraising events.

9. The Special Events/Donor Relations Officer shall:

  • Attend all Board meetings, Parent Member Meetings, Fundraising meetings and special meetings called by the President.
  • Manage procurement and sponsorship teams.
  • Keep track of procurement and sponsorship letters sent and of all donations received.
  • Work with Fundraising Officer and Special Event Coordinator.

10. The Parent Education Officer shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Work with President and Director to plan and organize orientation. Work with President, Director and Admissions Coordinator on the Membership Handbook.
  • Inform parents of Parent Education Week.
  • Invite outside educational experiences into the school.
  • Arrange outside field trips as requested by staff.
  • Arrange for two (2) evening educational meetings to follow the business meeting.
  • Hand out Intake Survey at first parent education meeting and compile results.
  • Be responsible for sending out Parent Survey in November and compile the results for January Board Meeting.

11. The Nutritionist shall:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Plan nutritious snacks and meals for children.
  • Set up and post menus and make lists of needed items for Purchasing.
  • Coordinate cooking activities with teachers.
  • Put up monthly calendar for parents to sign up for snacks.
  • Provide suggestions for healthy snacks and recipes for members to use at home.
  • Educate children and parents about nutrition and healthy foods and eating habits.
  • Notify families each semester about snack obligations.
  • Notify Financial Clerk and Admissions of families who have not met their snack obligation.

12. Webmaster:

  • Attend all Board meetings, Parent Member Meeting and special meetings called by the President.
  • Maintain and update the MNS website, help maintain online social media sites (i.e.Facebook, Instagram, etc..) also MNS email distribution list.

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