Job Assignments

The school is operated by the membership through the Executive Board, committee chairs, and other support as deemed necessary by the membership. Following are the duties and responsibilities for each job assignment.

1. Board of Directors
   1. President
   2. Vice-President
   3. Membership-Publicity Chair
   4. Secretary
   5. Treasurer
   6. Participation Chair
   7. Parent Education Coordinator
   8. Church Liason

    

2. General Membership
   1. Council Representative
   2. Capital Equipment/ Set-up Chair and Assistant
   3. Health and Safety Chair
   4. Librarian
   5. Purchasing Chair
   6. Special Projects Chair
   7. Newsletter Editor
   8. School Photographer
   9. Fund Raising Coordinator
   10. Other Jobs

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1. Board of Directors

   1. President
      1. As the Chief Executive Officer, the President is responsible for all administrative affairs of the school, supervises all officers, agents and employees, and ensures that their duties are properly performed.
      2. Presides over all of the general membership and the Executive Board meetings.
      3. Ensures the best possible cooperation between the members and the Teacher/Director and to act as intermediary between them in coordinating a smooth program for the school.
      4. Makes all non-elective appointments, fills vacancies that occur on the executive board, and reports all actions to the Executive Board.
      5. Calls the executive board together whenever it is deemed necessary and communicates to the membership on behalf of the Executive Board.
      6. Represents the school in the community, except where a delegate has been elected by the membership.
      7. Serves ex-officio on the nominating committee.
      8. Prepares and submits, before the May Executive Board meeting, an annual report concerning the status of the school to the Executive Board.
      9. Notifies, in writing, any member who is to be dismissed from the school when the Executive Board votes to take such action.
      10. Communicates with State representatives as required (i.e. licensing).
      11. Maintains a file including the minutes of all meetings, job descriptions, membership lists, directives from the State, and copies of the Charter and By-Laws.
      12. Is invited, along with the Council representative, to attend the Maryland Council of Parent Participation Nursery School meetings.

          In the event that two individuals are elected as co-presidents, there will be no vice-president.

           

   2. Vice President
      1. Assists the President in discharge of the President's duties, and to perform the duties of the President in the absence or disability of that officer, becoming President if that office falls vacant.
      2. Maintains good communications among members.
      3. Supervises personnel procurement and present teaching credentials to the State.
      4. Presents all employee contracts to prospective employees approved by the Executive Board.
      5. Assists the President in preparing the agendas for all membership and executive board meetings and notifies same of the date and time of upcoming meetings.

       

   3. Membership/Publicity Chair
      1. Responsible for maintaining maximum enrollment.
      2. Checks the school's telephone messages on a weekly basis during the school year and summer vacation in order to accept applications for membership.
      3. Promptly sends information and registration forms to prospective members and, in conjunction with Teacher/Director, arranges for school visits.
      4. Organizes an open-house in January and schedules one or more orientation meetings for families new to the school.
      5. Upon request, makes a copy of the Cedar Lane Nursery School Manual and/or the Cedar Lane Curriculum Guide available to applicants.
      6. Ensures that applicants fully understand that they are required to attend all membership meetings, an orientation meeting, scheduled co-oping assignments, and hold a job(s) at the school. Helps to determine job possibilities of prospective members.
      7. Ensures that each applicant has visited the school in session, has a signed contract and paid deposit on file, and, in conjunction with the Health and Safety Chair, submitted all appropriate health forms and arranged for First Aid and CPR certification.
      8. After admission procedure is complete (see Manual, section IV. A. 2. Admission Procedure), performs the following duties:
         1. notifies family of status of application;
         2. ensures that all paperwork has been completed;
         3. arranges for signing of contract and other paperwork;
         4. assigns new family to a "buddy" family;
         5. contacts "buddy" family to discuss new member;
         6. provides copy of new member's registration form to Teacher/Director.

          

      9. Maintains the following:
         1. Current membership list
         2. Application request list including status
         3. Waiting list including status
         4. Withdrawal list
         5. Current alumni list
         6. List of current job openings for prospective members.

          

      10. Ensures that all members are aware of scholarship monies (when available).
      11. Performs other duties that pertain to Membership Chair as requested by the President.
      12. Organizes publicity including, but not limited to:
          1. newspaper advertisements
          2. signs around church and school (in conjunction with Church Liaison)
          3. Church nursery and religious education program (see Church Liaison)
          4. signs in community
          5. MCPPNS and PACT newsletters (in conjunction with Delegate)

   4. Secretary
      1. Attends all membership and Executive Board meetings.
      2. Keeps correct typewritten minutes of all membership, Executive Board, and other meetings as requested by the President.
      3. Distributes copy of all minutes to the President, Treasurer, and Secretary and posts copy of same on membership bulletin board one week prior to the next membership meeting.
      4. Records the roll at each membership and Executive Board meeting and notifies President of same.
      5. Retains current copies of the Articles of Incorporation, By-Laws, Cedar Lane Manual, and Curriculum Guide and have them available at all meetings of the Executive Board and membership.
      6. Responsible for getting copies of all amendments to By-Laws to members.
      7. Handles correspondence for the Executive Board and membership as required.
      8. Performs other duties as requested by the President.

   5. Treasurer
      The treasurer supervises and controls all of the financial affairs and funds of the school, subject to the direction of the Executive Board.
      1. Accounts for all receipts, disbursements and balance on hand.
      2. Collects and records all receipts on a monthly basis including but not limited to tuition, registrations, equipment fees, fund raising proceeds, and donations.
      3. Manages all disbursement of funds including salaries of employees.
      4. Prepares and maintains an annual budget for discussion and approval by the Executive Board and general membership (presented at the end of May).
      5. Presents a monthly financial report to the Executive Board and general membership at the monthly meetings.
      6. Responsible for any special funds maintained by the school.
      7. Responsible for any state and federal financial forms.
      8. Makes all bank deposits to Cedar Lane's checking account.
      9. Maintains individual family records itemizing all receipts.
      10. Notifies members and President of any past due amounts.
      11. The treasurer, alternatively the President, has the authority to co-sign all checks, and to deposit and withdraw funds with the permission of the Executive Board.
      12. Arranges an annual financial review at the end of the fiscal year.

   6. Participation Chair
      1. Coordinates the school calendar with the Teacher/Director and the Executive Board including holidays, parties, meetings, "Back-to-School" night, and other events that may arise.
      2. Prepares the co-oping and snack schedule for the class.
      3. Develops phone tree to contact parents in the event of school closings or emergencies that necessitate contacting the membership quickly.
      4. Solicits parents to drive and chaperone on field trips.
      5. Ensures that all members have been assigned a job prior to school year, and coordinates transfer of relevant information to said members from year to year (i.e. job description, notebook, etc.).
      6. Receives feedback and suggestions regarding co-oping and other job responsibilities and reports information back to Executive Board.
      7. Works closely with Teacher/Director to ensure adequate adult/child ratio at all times during the program.

   7. Parent Education Coordinator
      1. Contacts the Montgomery Child Care Association Training Institute for a schedule of topics, speakers and fees.
      2. Obtains updated list of possible presenters from the Potomac Association of Cooperative Teachers Speakers Bureau.
      3. Surveys parents to find out their needs and interests for the coming year.
      4. In conjunction with Teacher/Director, plans 2-3 programs a year to supplement the daily educational experiences of the participating members.
      5. Administers semi-annual program and teacher evaluations in January and May.
      6. Actively seeks out information on books, pamphlets, magazine articles, exhibits and speakers that may be of interest to the membership and disseminates same to membership.
      7. Maintains a parent education bulletin board.
      8. Maintains a parent education library at the school.

   8. Church Liaison
      1. Responsible for all correspondence with the Church; represents the school's interests to the Church Administrator.
      2. After consultation with the President and Treasurer, negotiates an updated lease arrangement including dates of after hours meetings, special events, etc.
      3. Defines the privileges and responsibilities of the membership toward the Church.
      4. Attends Church Council meetings, reports to the Church, and tries to intercept and settle any concerns that the Church might have about the school or its members.
      5. Reports all contact with the Church to the Executive Board.

2. General Membership

   1. Council Representative
      1. Serves as a liaison between Cedar Lane and the Maryland Council of Parent Participation Nursery Schools.
      2. Attends meetings of the Council and reports activities to the Executive Board.
      3. Notifies Council of problems or items of special interest to our school.
      4. Participates in Council-sponsored events as a representative of Cedar Lane, including taking a position on the Council to support their work.
      5. This job is usually done in conjunction with another job.

   2. Capital Equipment/Set-up Chair and Assistant
      1. Supervises school set-up at the beginning of each year, a fall work day, an end cleanup, and any additional workdays as deemed necessary by the Executive Board.
      2. Makes monthly maintenance checks of the classrooms and outdoor play areas to make sure it is in proper repair and document same on forms provided.
      3. Ensures adequate mulching of playground area at the beginning of school year and whenever necessary throughout the school year.
      4. Ensures adequate sand in sandbox at the beginning of school year and whenever necessary throughout the school year.
      5. Maintains the order and cleanliness of the outdoor shed.
      6. Maintains the playground by keeping it clear of debris and other materials that may be hazardous (i.e. poison ivy).
      7. Responsible for any needed repairs of the indoor school equipment and the outdoor play equipment.
      8. Acts as purchasing agents for any permanent equipment needed.
      9. Responsible for all moving, packing, and transportation.
      10. Keeps and maintains a complete inventory of all permanent school equipment. (i.e. climbers, tables, etc.)
      11. Contact for Teacher/Director regarding needed repairs in classroom, environmental improvements or enhancements (i.e. hooks, cubbies, etc.)

   3. Health and Safety Chair
      1. Obtains and files all health records of enrolled students and ascertains that each of these records has a signed report of a recent physical examination by each child's physician in addition to current immunization records and allergy information.
      2. Obtains and files all records of each co-oping parent for the following:
         1. a TB check
         2. criminal background check
         3. current First Aid and CPR certification
         4. updated automobile insurance
         5. field trip release forms
      3. Responsible for compliance with County and State health regulations, especially as they pertain to licensure.
      4. Ascertains quarantine periods for communicable diseases, according to the requirements of the Maryland State Department of Health, informs parents when a case develops in the nursery school, and determines isolation periods for exposed children.
      5. Provides appropriate insurance claim blanks on all injuries and accidents occurring in school.
      6. Ensures availability of accident reports in the classroom.
      7. Keeps completed accident reports and insurance claims on file.
      8. Posts chart of emergency information in classroom.
      9. Maintains up-to-date first aid kits in the classroom, outdoor shed, and for field trips.
      10. Schedules an asbestos inspection in accordance with state regulations.
      11. Performs asbestos checks twice a year in conj unction with the Capital Equipment Chair and keep updated records on file.
      12. Schedules First Aid and CPR training session at the nursery school.
      13. Develops/updates an emergency action plan for the school.
      14. Schedules monthly fire drills with Montgomery Fire Department. Coordinates with Church Liaison and Teacher/Director.

   4. Librarian
      1. Maintains a children's library for the school including cataloguing of books, tapes, records, CDs, and other appropriate media.
      2. Works with the Teacher/Director on purchasing new books.
      3. Borrows appropriate materials from the public library to supportn Teacher/Director.
      4. Repairs books as necessary.
      5. Presents to the membership the procedures for borrowing and returning library materials at the August membership meeting.
      6. Conducts annual inventory of collection.
      7. In conjunction with the Fund raising Coordinator, organizes an annual book event such as a Book Fair, used book sale, or book club to benefit the school.

   5. Purchasing Chair
      1. Consults with the Teacher/Director and orders all art, snack, and replacement supplies as needed.
      2. Sees that supplies are up-to-date and ready to be used by Teacher/Director and co-oping parents.
      3. Stocks the incoming supplies in the classroom.
      4. Completes the annual MCPPNS supply order form in conjunction with the Teacher/Director and gives it to the MCPPNS representative.
      5. Arranges for pick-up of the MCPPNS supply order and other orders that require pick-up.
      6. Maintains list on bulletin board so that parents/staff can note when supplies are running low.

   6. Special Projects Chair
      1. Plans field trips, including carpools, for children in conjunction with Teacher/Director.
      2. Assists Teacher/Director in planning parties for the children and families.
      3. If members would like refreshments at meetings, the Chair will make arrangements to provide them.
      4. Plans after-hour parties for adults, which includes a fall cocktail party to get acquainted, a mid-winter pot luck dinner, and a year-end celebration.

   7. Newsletter/Web Site Editor
      1. Produces a weekly e-newsletter containing information of interest to parents.
      2. Gathers information from job positions that are relevant to newsletter on a monthly basis.
      3. Collects Teacher/Director contributions to newsletter.
      4. Disseminates newsletters to parents on the first Monday of each month.
      5. Prepares other flyers, news updates, etc. as requested by Teacher/Director or Executive Board.
      6. Updates the school's web site with new information and photos from school activities.

   8. School Photographer
      1. Makes arrangements for a professional photographer to take school photos if desired by membership.
      2. Notifies and plans picture taking days with Teacher/Director and be present to supervise this activity.
      3. Distributes the finished pictures to members and accepting payment for them.
      4. Arranges, with Treasurer, to have money paid directly to photographer.
      5. Coordinates the taking of snapshots of all children throughout the year with parents and Teacher/Director to be used in portfolios, projects, photo albums, etc.
      6. Coordinates the developing of film with the parents.
      7. Videotapes various activities upon approval of the membership and Teacher/Director.

   9. Fund Raising Coordinator
      1. To raise a specified amount of money as stated in the budget for that year.
      2. Generates fund raising ideas as needed to meet aforementioned goal. For example, a yard sale, raffles, auction, book fair, pancake breakfast, etc.
      3. Organize and execute any fund raising events with the assistance of the membership.
      4. Works in conjunction with Church Liaison to coordinate possible events with the Church.

   10. Other Jobs
       The Executive Board, based on the recommendation (s) of the Participation Chair, Membership Chair, and the Teacher/Director, will approve appointment to other jobs based on the needs of the school and the strengths of the members. Such positions have included art or science support and pet care.

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