Societe Prescolaire des Petites Etoiles Board Positions and Descriptions

Collective Responsibilities

ALL members of the board are expected to:

    • Oversee smooth operations of the preschool (in particular staff, funds, policies, contracts)

    • Attend monthly meetings and special events (Holiday Season Concert, Year End Party)

    • Uphold confidentiality, in particular staffing-related discussions and decisions

    • Coordinate and communicate with one another regularly

Meeting Commitments

    • Transition meeting at the end of June as an incoming Board Member

    • Nothing formal over the summer; via email or phone if something comes up

    • 1 hr monthly meeting starting in September, excluding December

    • Annual General Meeting in June

    • Transition meeting in June as an outgoing or returning Board Member

President

    • Call and chair all Board Meetings and the Annual General Meeting

    • Prepare agendas for all meetings and confirm action items after meetings are completed

    • Become familiar with Board bylaws, lease and policies

    • Ensure the program and staff follow provincial licensing requirements

    • Coordinate hiring and dispensing of teachers and substitutes as required

    • Coordinate employee reviews and contract negotiations

    • Liase with the landlord

    • Oversee Board activities and Preschool functions

    • Discuss ideas and concerns with parents and staff

    • Represent the Board at special events and in the community

    • Be a signing authority

Vice President

    • Create an ad plan for the year

    • Prepare promotional material (coordinated with the Board and the Director)

    • Update social media (website, Facebook Page) as needed

    • Organize the annual Open House

    • Administer the annual parent evaluation and summarize results

    • Be a signing authority

Secretary

    • Record decisions made at Board Meetings and distribute to Board Members and Teachers

    • Keep two well ordered records of all agendas, minutes, budgets and related meeting documents (one for secretary and one for the preschool for parents)

    • Keep and distribute updated contact list of Board Members and Staff

Treasurer

    • Keep up to date financial statements and document monthly debits and credits

    • Review monthly bank statements and cross reference with the books

    • Oversee the budget and present updates to the Board at each meeting

    • Pay incoming bills

    • Deposit monthly fees on the first banking day of each month

    • Issue receipts for all cash monies collected (fees by request only)

    • Follow up with NSF or late fees according to the relevant policies

    • Prepare a projected budget for the upcoming year

    • Fill out insurance forms for renewal in February

    • Prepare annual returns for both the preschool and WCB

    • Be a signing authority

Payroll Administrator

    • Pay teachers’ salaries on a monthly basis

    • Prepare employee payroll, T4 slips, worker compensation and other employment forms

    • Pay Source Deductions

    • Assist treasurer with budget preparation and updates

    • Be a signing authority

Registrar

    • Receive completed registration forms and review to ensure all information is included

    • Submit forms to teachers

    • Maintain a list of all current students and distribute it to Board and Staff

    • Work with Treasurer to ensure all preschool monthly and other fees are deposited on time

    • Assist Director with sending out forms, parent handbook and information as required

    • Keep a record of interested families and their contact information

    • Update parent handbook as required

Fundraising Coordinator

  • Coordinate and implement fundraisers as approved by the Board

  • Collect money and forward to the treasurer

  • Be available during the fundraising events

  • Provide the Board with regular updates

Volunteer Coordinator

  • Prepare a list of qualified substitutes and available parent volunteers to cover absences

  • Sign parents up for monthly duties (laundry, recycle, in class volunteer, field trip volunteer)

  • Keep track of which families have completed their duties

During a Casino year the Fundraising/Volunteer Coordinators will:

  • Liase with Alberta Gaming and Liquor Commission (AGLC)

  • Ensure all documents are in place with the AGLC

  • Liase with the Casino

  • Hire and Lease with a Casino Advisor

  • Find and confirm volunteers to cover all needed shifts

  • Coordinate information between volunteers, AGLC, Casino and Advisor

  • Inform Board of any volunteers who missed their shifts, as their Casino deposit would be cashed)