Hinsdale Community Preschool
Board of Directors Job Descriptions
The Hinsdale
Community Preschool (HCP) was created as a parent co-operative to allow parents
to be directly involved in their child’s first educational experience, forming a
partnership with the staff to provide their child a high quality program. While
being a member of the board is not required of parents, it is a wonderful
opportunity for parents to utilize their skills and contribute their knowledge
in various aspects of the program. Being part of the board allows parents to
become a stronger part of a community of committed parents and staff who work
together to provide each child with a positive and successful educational
foundation.
The following are the HCP board positions with a brief description of their duties and responsibilities as well as
their email addresses. (* Denotes Executive Board Member). In addition
to these responsibilities, each member attends a monthly board meeting, usually
the first Thursday of the month. All board members can cast a vote when needed
in making decisions regarding various aspects of the program. If you are
interested in becoming involved in the board, please feel free to talk to or
email the respective board member about their position or contact the President.
President*
Works directly with the director to oversee all aspects
of the program, including business related to leasing our space from the
Community House. He/She creates agendas for all board and executive board
meetings, and presides over both meetings. The president also works with all
board members, providing any needed support to accomplish their appropriate
duties. In addition, the president maintains open communication channels
between the board, director, and staff to ensure that all parties are kept
informed of pertinent information.
Vice-President*
Assumes the President position following a year of
closely working with the previous President. In the absence of the President,
the Vice President will assume all duties, including facilitating board
meetings and working with the director to oversee all aspects of daily
operations. In addition, the Vice-President will co-ordinate the work parties
with the Buildings and Grounds Chair, scheduling families, purchasing
supplies, and coordinating specific projects. The Vice-President is also
responsible for sending our and collecting the Parent Feedback Surveys, and
sharing the information with the board and staff.
Secretary*
Responsible for attending all executive and board
meetings and keeping accurate minutes that will be distributed to all board
members and teachers. Responsible for collating and putting together all forms
and materials that are distributed to all families before the start of
school. This includes all DCFS and Hinsdale Community Preschool required documentation. The
Secretary is also responsible for coordinating the Hinsdale Community Preschool student
directory, which is distributed to all families.
Treasurer*
Maintains and oversees all financial records for the school
including:
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Collecting and assessing tuition and all other fees
(extended day tuition, book bag money, and fundraising). |
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Paying all bills (including phone, rent, and classroom
supplies). |
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Working with a hired C.P.A. to prepare monthly financial
statements, prepare teacher payroll and complete all required forms. |
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Communicating with director to ensure appropriate spending
for program materials. |
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Helping prepare annual budget and presents financial updates
and monthly board meetings and year end reports. |
Registrar*
Conducts all business pertaining to enrollment
including:
| Talking with perspective parents about
program philosophy, requirements, and program availability. |
| Maintaining an on-going waitlist for
perspective parents and contacting families when space becomes available. |
| Sending out appropriate registration
materials in January (and on-going as needed) and communicates that new
students have joined to appropriate staff and board members. |
| Enrolling families according to the
guidelines specified in the Hinsdale Community Preschool by-laws |
Parent Participation
Responsible for creating calendars that assigns parents
their “parent helper” day and distributing them to parents in the junior and
senior classes in a timely fashion. The Parent Participation Co-coordinator
makes sure that parents are scheduled according to their requested
availability and on their child’s birthday.
Ways and Means
Responsible for planning and organizing all Hinsdale Community Preschool
fundraising activities, including (but not limited to) the Children’s Concert,
Scholastic book orders, and any holiday fundraisers.
Buildings and Grounds
Responsible for working with the Community House and
Hinsdale Park District to ensure classroom and playground upkeep and
maintenance. In addition, the Buildings and Grounds member works with the
Vice-President to organize and facilitate the work parties.
Health and Safety
Works with the director to
ensure all health and safety guidelines established by DCFS are being met,
including:
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Reviewing all children’s physicals to ensure that all lead
and TB screenings and immunizations have been completed and documented. |
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Collecting and reviewing all adult medicals for parents in
the three and four year old programs. |
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Maintaining classroom first-aid kits to ensure all necessary
supplies are stocked. |
Newsletter
Compiles a monthly newsletter for parents containing program and
parent education information. The Newsletter Chairperson will prepare an annual
calendar to be approved by the Executive Board containing newsletter preparation
deadlines (for Board and Staff) and distribution schedule.
Publicity
Responsible for publicizing all Hinsdale Community Preschool events to the
general community.
Hospitality and Parent
Educator
Works with the director to help co-ordinate parent
education seminars on a variety of educational and child development topics
including sharing information on the Hinsdale Community Preschool philosophy, stages of development,
and Kindergarten readiness. This position is also responsible for
co-coordinating social events including parent social coffees, beginning and
end of the year family picnics, and organizing food for families with newborns
to encourage and promote a community and family atmosphere.
Scholarship Chair
Responsible for soliciting funds from the larger
community, including grant writing, for families in need of financial
assistance. In addition, the chair is also responsible for distributing
communications to all current families with information on scholarship
opportunities.
Room Parents
Responsible for communicating all necessary information
to parents in their particular classroom, including information on classroom
events and fundraisers. The Room Parent is also responsible for assisting the
classroom teachers with any specific activity on an as-needed basis (including
coordinating classroom parties)
Web-Site Coordinator
Responsible for maintaining and updating all information on
the Hinsdale Community Preschool web site (www.HinsdaleCommunityPreschool.org).
Manages email accounts for Board of Directors and creates email lists for
teachers, each
individual class, and the entire school. Also maintains the private side of
the web site which is for member use only.
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