March Business Meeting

Tuesday, March 8th at 7pm

One representative from each family MUST attend to vote on the budget for next year. It is very important that a family member is present.

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

The Treasurer Shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. Pay all bills that the Association owes. Maintain and monitor spreadsheet of financial transactions, is custodian and record keeper for those areas.
3. Give all account reports to the Accountant/Bookkeeper by the 25^th of the month.
4. Review the monthly bank statement for the purchasing bank account and see the deposits are made in a timely fashion.
5. Keep insurance policies and all records of payment in an orderly manner.
6. Be immediate contact with the Bookkeeper. Notify Bookkeeper of all financial deposits.
7. Be responsible for the Financial Committee. Arrange meetings of the Committee and Bookkeeper in order to prepare the budget for the coming year. Post the proposed budget at least two (2) weeks prior to the March business meeting.
8. Oversee the duties of the Fundraising, Financial Clerk and Purchasing positions. Be custodian and oversee record keeping of all financial transactions.
9. Assist an outside auditor when necessary or when required by government agencies.

The Special Events Coordinator shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. Coordinate with Special Events Committee and Director to organize and publicize parties and events.
3. Work with Class Liaisons to organize class events and teacher appreciation activities.
4. Be responsible for t-shirt sales twice a year.
5. Organize and oversee planning of the end of the year picnic.
6. Compile and publish school calendar at start of the school year.

The Maintenance Officer shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. 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.
3. Be responsible for scheduling Maintenance work parties. Remind members of upcoming work parties.
4. Keep records to ensure that families have attended and completed their maintenance obligation.
5. Keep track of work party parent sign-in and return to Director. Provide Admissions Coordinator and 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 25^th of the month.
6. Oversee duties of support positions: Maintenance Assistant, Gardener, Recycler/Composter, Recycler/Composter Assistant, Riding Equipment Maintenance and Sanitation Engineer.

The Housekeeping Officer shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. Be responsible for maintaining cleanliness and order of the building, indoor equipment and supplies.
3. Be responsible for scheduling Housekeeping work parties. Remind members of upcoming work parties.
4. Keep track of work party parent sign-in and return to Director. Provide Admissions Coordinator and 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 25^th of the month.
5. Appoint parents to be responsible for the care of the school animals year round.
6. Be responsible for having the carpets cleaned three (3) times per year.

1. After school has let out for summer.
2. Mid-year and when needed at the discretion of the housekeeping officer.

1. Be responsible for having the linoleum waxed one (1) time per year, before the summer program.

The Publicity Officer shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. Be responsible for the internal and external public relations relating to the school.
3. Be responsible for the monthly newsletter and annual alumni newsletter.
4. Arrange publicity in publications and at events where the school can advertise.

The Fundraising Officer shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. Maintain a list of fundraising ideas and a complete record of all fundraising activities undertaken by the Association.
3. Organize and coordinate all fundraising functions and follow them through.
4. Be responsible for the Fundraising committee
5. Provide members’ fundraising obligation information to the Treasurer, Admissions Coordinator, Bookkeeper. Submit receipts and breakdown of supply expenditures for fundraising events.

The Purchasing Chairperson shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. Purchase all food and non-educational supplies and be responsible for monthly inventory.
3. Be responsible for monthly inventory and purchase of lunch and snack food.
4. Report expenditures by budget category to Treasurer each month.
5. Submit receipts and a monthly breakdown of supply expenditures by budget category to the Treasurer by the 245^th of the month.
6. Be responsible to the Treasurer. If in charge of purchasing account, reconcile checkbook and turn it in to the bookkeeper prior to the 25^th of the month.

The San Mateo Council of Parent Participatory Nursery Schools Representative Shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. Be a representative to the SMCPPNS, acting as the association’s representative to the San Mateo Council.
3. Serve in the office required by the Council and report on services from the Council.
4. Be excused from both housekeeping and maintenance for attending all SMCPPNS meetings.

The Webmaster Officer shall:

1. Attend all Board Meetings, Business Meetings and special meetings called by the President.
2. Design, generate, revise and maintain the website, blog and online calender and keep it updated and in good working order.
3. Post newsletter items, other news and and other articles the board deems necessary on the blog and link to it from the website if necessary.
4. Reply to user comments about website.
5. Examine and increase traffic through site and maintain good SEO (search engine optimization)