The following is a description of each Board member's duties:

Duties of the President:
· Conduct meetings of the general membership and of the Board of Directors from an agenda the President prepares.
· Call the prescribed number of meetings, as set forth in the Bylaws and Operating Procedures.
· Serve as the chief executive and official representative of the Preschool.
· Serve as the immediate supervisor to the teachers and teacher’s aides. Track teacher’s used leave of absences and report them to the Treasurer before each pay period, with a total number of unused days reported by the first of May to the Treasurer. Conduct annual written evaluations of teaching staff.
· Maintain a list of substitute teachers and teacher aides and notify them to teach as needed. Such notification will occur in order of seniority.
· See that all officers and teaching staff are performing their duties.
· Handle all matters concerning the obtaining and maintaining of a license for the Preschool from the State of Michigan, Family Independence Agency and certification from the Fire Marshall’s Division of the State Police.
· Delegate any school responsibilities to an appropriate school member or teacher with the Executive Board approval.
· Verify that the teachers and teacher aides are current on required health and safety requirements (TB screening, health exam, CPR and First Aid Training, OSHA Training, etc.) as required by the Family Independence Agency. (Reference Teacher’s Contracts for frequency.)
· Be bonded.
· Perform any other duties as prescribed by the Executive Board.

Duties of the Vice President:
· Work closely with the President and officiate at meetings in the President’s absence.
· Become President in the event that the President is unable to continue duties as assigned by the Board.
· Prepare monthly teacher calendar and distribute by the 15th of the preceding month, if the teachers request this service.
· Obtain & communicate information about area and state meetings and notify members and teaching staff.
· Prepare the yearly membership evaluation of the Preschool program by the February General Board Meeting for the board’s consideration. The evaluation will be distributed at the Spring Mandatory Parents Meeting and a summary of the results will be published in the May newsletter.
· Serve as chairperson on a committee to review annually and amend, as necessary, Bylaws and Operating Procedures. This committee should be formed in the beginning of January. The process to be completed in time for Enrollment Night with a list of proposed changes, along with the current Bylaws and Operating Procedures available to view. These changes will then be posted on the President’s board until voted on by the Membership at the Spring Parents’ Meeting. Accepted changes will then be made and new copies of the Bylaws and Operating Procedures will be made available. All new and returning families will receive their copy at the Fall Parents’ Meeting.
· Maintain general Preschool files. Archive old files and purge unneeded papers to keep file cabinet current.
· Be bonded.
· Attend the Parent Orientation Meeting in the Fall.
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Secretary:
· Keep minutes at the General Membership and General Board Meetings, post those minutes to the Yahoo Group site and distribute them via email through the Yahoo site within 10 days. Executive minutes to be distributed to Executive Board only. General minutes are also to be posted for membership on the President’s bulletin board.
· Maintain the sign in sheet for each Board meeting.
· Conduct correspondence on behalf of the Preschool, including thank you notes for donations and cards of sympathy, get-well, and congratulations to any school member when appropriate.
· Have keys to the Post Office and Preschool, check mail at both locations at least twice weekly and distribute it as necessary. All mail to the Assistant Treasurer shall be delivered in person or into the locked tuition box in the classroom.
· Make purchases at the post office on behalf of the Preschool.
· Upon receipt of the monthly bank statement for the Preschool checking account, will arrange with the Treasurer to receive Preschool checkbook in order to balance the checkbook with the statement and to review the cancelled checks to verify that they are indeed being written to expected recipients.
· Check and Balance for all fundraising activities (i.e. cookie dough, scrip, etc.) to be sure reports are in balance with the Treasurer’s report.
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Treasurer:
· Have supervision and control of all financial affairs of the Preschool with the responsibility of declaring that expenditures are made in prescribed ways and in a timely manner. Otherwise, any person making an unauthorized expenditure is financially responsible for said expenditures.
· Prepare a monthly financial report to present to the Board at their monthly meeting; including a comparison of amounts budgeted to actual year-to-date income and expenses. Also indicate any areas for concern (i.e., overspending in certain category, lower income than expected, etc.).
· Arrange with accountant for all necessary tax forms to be filed, and a schedule of when they are due. (This includes but is not limited to, payments of payroll taxes, quarterly and year-end returns.) All tax payments or other government ordered payments or filings shall not be overdue or inaccurately filed. W-2 forms and quarterly payroll bank deposits to be made.
· Make timely deposits and payments of payroll taxes. Shall not invest or hold operating capital in insecure accounts, including uninsured checking accounts, or non-interest bearing accounts except when necessary to facilitate ease in operational transactions.
· Be bonded.
· Perform any other duties as prescribed by the President with Executive Board approval.
· Check and balance all fundraising activities. (i.e. cookie dough, scrip, etc.)

Duties of the Assistant Treasurer:
· Assist the Treasurer with assigned duties as needed.
· Work with Enrollment Officer to ensure “early” enrollments and attend Enrollment Night to collect enrollment fees and set up ledgers.
· Post tuition payment to ledgers, advise Treasurer of delinquencies and contact any parent delinquent in tuition payment by telephone or by placing notices in the Family mailboxes on the 7th day of the month. If the payment is not forthcoming within 7 days, the Assistant Treasurer shall send a form letter by registered mail. If the account is still delinquent after 4 weeks, the Assistant Treasurer shall notify the parent, teacher, and Enrollment Officer of the possible expulsion of the child from Preschool. All past due accounts should be reviewed at monthly Executive Board meeting. Any NSF checks received should also be reviewed and appropriate action taken, as set forth in Operating Procedures, IV. G
· Make bank deposits at least once a week.
· Supply Treasurer with bank deposit slips, indicating their source, after deposits have been made. (I.e., tuition, RFC, Enrollment fee, shirt sales, etc.)
· Track performance of cleaning person monthly.
· Notify the Treasurer of tuition losses/gains due to enrollment changes, and other items affecting income such as tuition credits, insurance refunds, deposit corrections, etc.
· Calculate prorated tuition for families joining the preschool anytime after the first day of school.
· Be bonded.
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Enrollment Officer:
· Offer children of families currently enrolled in the Preschool, and their siblings, in Preschool the first opportunity for enrollment. Class lists of current families enrolling for the fall will be posted one week prior to opening enrollment to families outside of the current membership. Open enrollment will be taken in order of occurrence. Enrollment will be guaranteed upon receipt of a non-refundable registration fee and a list shall be posted at the Preschool so families can verify their child’s place is reserved.
· Dates for current families, alumni families and open enrollment will be determined on a yearly basis by the board of directors.
· Maintain class lists for fall enrollees and post on the President’s board. A copy will also be given to each parent at the Fall Parents’ Meeting that includes their specific class. This current class list should be forwarded to the Executive Board, Health Officer, Scrip Coordinator, Fundraising Officer, Class Coordinator, Teachers and Assistant Treasurer prior to the Fall Parents’ Meeting as well.
· Collect all enrollment and health forms during period of enrollment. Maintain a master checklist prior to the Fall Parents’ Meeting and forward the forms as follows: Health forms to Health Officer, Tuition Agreement to Assistant Treasurer, Child Information cards, FIA Central Registry Check and Conviction Form should be filed in the classroom, with the remaining forms to be forwarded to the appropriate teacher.
· Any changes in enrollment status need to be forwarded immediately upon confirmation to the Assistant Treasurer, applicable Class Coordinator, Teacher, Committee Coordinator, Health Officer, Vice-President, and the President and reported at the next General Board Meeting.
· Request the PR Officer to place advertisements in the appropriate media for prospective enrollees as the need arises.
· Maintain a waiting list of all prospective enrollees in order of the initial contact made.
· Mail out enrollment forms to late enrollees, as directed.
· Compile and keep a current list of children enrolled in each session.
· Serve as the Open House/Enrollment Night Committee Co-Chair along with the Public Relations Officer and Family Activities Coordinator and attend an enrollment night in the spring for the coming school year. Prepare and provide enrollment packet. Be responsible for orientation of new families who enroll after the first general meeting.
· Perform any other duties as prescribed by the President with Executive Board approval.
· Be aware of any family with outstanding tuition, fines or RFC due. See Operating Procedure Section VII, letter C.

Duties of the Public Relations Officer:
· Arrange with staff and local newspaper for articles publicizing the activities of Preschool.
· Provide support to Enrollment Officer with assigned duties.
· Co-Chair and attend the Open House/Enrollment Night Committee.
· Create promotional materials promoting all of the preschools activities and enrollment openings (i.e., brochures, bulletins, press releases, etc.) and obtain board approval for expenditures as needed. (Including, but not limited to, flyers at local stores, articles in local newspapers, etc.)
· Display appropriate preschool literature and keep information up to date.
· Prepare the newsletter monthly with information received from the President and Vice President as well as from the Board Meetings and distribute soon thereafter following the Board Meeting.
· Maintain and Update regularly the Preschool website (www.grandledgecooperativepreschool.org) and the Yahoo! Site (glcoop). Compile and maintain a list of parents e-mail addresses.
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Equipment & Supplies Officer:
· Keep a file of catalogs for classroom supplies.
· Purchase classroom supplies such as paper, envelopes, paint, napkins, paper towels, tissues, toilet paper, cups, cleanser, hand soap, toilet cleaner, and floor cleaning supplies, dish soap, and wipes. Requests can be discussed at a mutually agreed upon time and place with the Teachers and Teachers’ Aides. General supplies should be purchased within one week of request and the balance in a timely manner.
· Make an annual inventory, to be completed by the end of September, with the teachers of permanent equipment, including photographs and video, to be stored in the fire proof file box. Maintain an up-to-date inventory of consumable teaching supplies and personal property held by the preschool.
· Receive from the teachers, on June 1 a list of consumable teaching supplies desired. Purchase those materials listed during the summer when most suppliers have off-season sales. Receive from the teachers a second request as of January 31 of additional supplies needed and purchase those supplies in a timely manner for the remainder of the Preschool year.
· Receive from the teachers, by June 1, a list of permanent equipment suggested for Preschool. Develop a priority list for planned future equipment purchases.
· Have a copy of the budget pertaining to these supplies and keep within the budgeted amount maintaining a running list of items purchased and the total amount expended and turn in itemized receipts to Treasurer.
· In conjunction with the President ensure that the mandatory supplies requested of the families is completed as necessary.
· Clean supply closet at least twice yearly. Request the board to dispose of any items no longer used for donation to charity or nonprofit educational institution.
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Fundraising Officer:
· At the May Board meeting, prepare a tentative plan for fundraising and promotional activities for the following school year. Receive Board approval.
· Chair and oversee all Fundraising Committees consisting of other preschool families who signed up to serve on such committees.
· Contact all necessary persons to receive permission to hold a fundraising activity as well as information on rules and restrictions pertaining to the fundraiser.
· Purchase necessary equipment with Board approval for fundraising activities.
· Handle any communication between Preschool and fundraising sources.
· Coordinate payment of any fees with Preschool Treasurer.
· Keep a file of suggested fundraising activities.
· Keep ledgers and inform Assistant Treasurer of each family’s RFC account information.
· At the March Board meeting, present tentative plan for fundraising and promotional activities for the following school year.
· Be bonded.
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Scrip Coordinator:
· Promote the scrip program at the preschool and be responsible for determining frequency of orders and preparing and distributing order forms to membership.
· Reconcile all orders received and prepare a spreadsheet that tracks proceeds received and RFC by child.
· Notify treasurer of the order amount placed.
· Perform any other duties as prescribed by the President with Executive Board approval.
· Be bonded.
· Keep ledgers and inform the Assistant Treasurer of each families RFC contribution through SCRIP.

Duties of the Class Coordinators:
· Serve as the chief officer of their assigned class, handling session problems at that level.
· Serve as liaison to the Board bringing concerns of their specific class or its teacher to the Board and taking directives of the Board back to their class as needed.
· Work closely with the Teacher to ensure that each class session has the necessary number of working parents scheduled and their responsibilities are being met.
· Set up a work schedule each month for your session and distribute the schedule to the families and post to the class bulletin board by the 15th day of the proceeding month. Every attempt will be made for each working parent to be assigned an equal number of days and be equally responsible for the Preschool snack. Also, schedule birthday snacks on or near child’s birthday or have birthday for students with summer birthdays. Notify the Assistant Treasurer when working parent is absent.
· Plan the schedule so that no parent works more than four hours per week for more than two consecutive weeks without a valid TB test on file, per our license with the State of Michigan.
· Notify the Enrollment Officer and teacher of pending withdrawals, when known. Receives notification of new entries from Enrollment Officer and contact new members regarding scheduling.
· Give a quick tour of the school and introduce late enrollees and their parents to the Teacher and the Aide.
· Make plans with the teacher for the required session meetings, arrange for Parents to donate items for special snacks, activities, etc. (per the Teacher request).
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Repairs & Maintenance Officer:
· Supervise the necessary repairs of Preschool property, recommending to the Board replacement of any items beyond repair.
· Supervise the addition of new structural items at Preschool.
· Recommend building improvements and/or changes in the basic structure and obtain financial information and present these to the Board.
· Oversee the upkeep of the building--interior and exterior. Fill out a work order and contact the preschool’s church liaison when necessary for repairs.
· Once a month go through the maintenance checklist to verify that the preschool is in safe working order and submit any recommendations and/or requests at the following month’s board meeting.
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Health & Safety Officer:
· Contact and check for accuracy on all child health forms. Input these health forms into the SIRS Software provided by the Health Department and submit necessary files to the Health Department by September 15. Also responsible for making sure that green health forms are on file at the preschool at all times.
· Follow-up on those children that need to finish the Hepatitis B series (i.e., sending notices and recording information on health sheet).
· Make a list of any children’s allergies and post in Preschool and notify teachers.
· Notify the County Health Department of occurrence of communicable diseases as necessary.
· Post accurate fire drill measures, check smoke alarms annually, and verify inspection of fire extinguishers.
· Maintain first-aid kit according to The Family Independence Agency regulations.
· Perform any other duties as prescribed by the President with Executive Board approval.

Duties of the Committees Coordinator:
· Create a sign up sheet for all committees to be available beginning at the Spring Parents Meeting. Maintain this list throughout the summer and present again at the Fall Parents’ Meeting. Determine that all families have met their committee responsibility. Contact families who have not yet signed up for committees.
· Attend monthly board meetings to report on all committee activities and bring any concerns or questions to the meeting or earlier if necessary. Verify that all family responsibilities are being carried out in accordance with the Bylaws and Operating Procedures.
· Chair, oversee and attend all of the standing Committees (i.e., Christmas Party, VIP Nights) and serve as a liaison to the Board for these groups.
· Purchase necessary supplies for committees with board approval.
· Perform any other duties as prescribed by the President with Executive Board approval.