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OPERATIONS JOB DESCRIPTIONS
The preschool has two main
categories of JOBS: the preschool’s OPERATIONS and the
preschool’s AUCTION. Each preschool family must have one
OPERATIONS job and one AUCTION job. In the event that all
the OPERATIONS jobs are filled, a family may then take two
AUCTION jobs. Auction jobs will be presented at October’s Parent
Education meeting for sign-up.
President & Co-President:
Shall (1) preside over all
meetings of the cooperative and of the board of directors; (2) call
special meetings of the board of directors; (3) appoint such
committees as the board of directors may deem advisable for the
proper conduct of the cooperative; and (4) perform all acts and
duties usually performed by a presiding officer.
Secretary:
The secretary shall keep a full and complete record of all meetings
of the cooperative and of the board of directors and shall have
general charge and supervision of the books and records of the
association. The secretary shall sign papers pertaining to the
cooperative as authorized or directed by the board of directors.
The secretary shall serve all notices required by law and by these
bylaws and shall perform such other duties as may be required by the
cooperative or the board of directors. Upon the election of a
successor, the secretary shall turn over all books and other
property belonging to the cooperative.
Treasurer:
The treasurer shall be responsible
for the keeping and disbursing of all monies of the cooperative, and
shall keep accurate books of accounts of all transactions of the
cooperative. The treasurer shall perform such duties with respect
to the finances of the cooperative as may be prescribed by the board
of directors
Financial Secretary:
Collects, records, and deposits
monthly tuition and late payment fees. Works with preschool
treasurer.
Registration/Scholarships:
Coordinates pre-registration in
the spring; notifies membership of dates; distributes, collects and
organizes registration forms; upon receipt of forms confirms
registration with those members; makes self available for questions.
Maintains and updates official roster and distributes to board
members, web-site/email distribution manager and coop families.
Distributes and collects scholarship applications. Approves
scholarship with others on the Scholarship Committee (Treasurer and
Financial Secretary). (The person who holds this position serves
on the board and does NOT need to sign up for any other job).
Publicity Chair:
Distributes information and
promotes preschool on a monthly basis via local newspapers. Writes
on topics of newsworthy items, registration period and other special
events for articles and ads. Maintains and distributes brochures to
local businesses and community dwellings as needed. Works on
auction publicity with the Design Chair and Publicity Assistant.
Coordinates the Strawberry Festival parade and Harvest Festival
participation. Publicity Coordinator/Chair: (The person who holds
this position serves on the board and does NOT need to sign up for
any other job)
Auction Chair: Description
under Auction Jobs. (The person who holds this position serves on
the board and does NOT need to sign up for any other job)
Parent Coordinator (PC) One for
each class (4 positions):
Parent Coordinator is responsible for: Coordinating Snack
Scheduling, Snack Asst. Scheduling, Art Clean-Up Scheduling,
Coordinating Parent Education Meetings, Keeping all parents
informed as to Board Meeting news and general Coop information, and
acting as a liaison between Teacher and Parent. The PC will also
make sure that each family has a Handbook and that all necessary
forms have been completed and filed. The PC will assist and make
sure families choose their necessary job positions (both Operations
and Auction). (The person
who holds this position serves on the board and does NOT need to
sign up for any other job)
Publicity Assistant:
Aids Publicity Coordinator in the above jobs. Assures
early reservation of Island reader boards, helps with frequent and
timely newspaper articles, production and distribution of auction
posters, or other means of advertising for the auction. Helps with
Strawberry and Harvest Festival by recruiting members, organizing
activity, etc. Reports to Publicity Coordinator.
Web Master:
Maintains and updates our website and class email lists for email
distribution.
Safety Chairperson:
Assists in assuring adequate safety
standards. Performs quarterly fire/earthquake drills and safety
inspections. Provides necessary documentation pertaining to
drills/safety inspections. Maintains Preschool Emergency Kit and
classroom First Aid kit. Reports to Preschool Board.
Cleaning Coordinator:
Assures classroom is kept up to
appropriate cleanliness standards. Does runs to wholesaler (Costco,
Fred Myer, etc.) as needed for coop cleaning and bathroom supplies
during the year. Helps teachers organize end-of-year all-school
clean up. Does weekly (roughly) recycle runs.
Scholastic Book/Merchandise
Coordinator: Distributes
and organizes orders and deliveries of Scholastic Books for the
preschool membership. Organizes small fundraisers for our
scholarship fund via the selling of merchandize with our co-op logo.
Substitute Teacher:
Responsible for providing substitute teacher coverage in all classes
during the school year. Must have CPR/First Aid certification and a
flexible schedule. This person will be aided by the parents if
called upon to teach, and will be the primary person the teachers
call if they are unable to be in class.
Equipment Maintenance and General
Maintenance Carpentry:
Monitors condition and assures safety of toys and equipment inside
the classroom and outdoors. Makes/arranges for repairs to equipment
as necessary. Basic tools/skills required.
Thriftway Receipts Coordinator:
Organizes preschool
participation in Thriftway’s “1% back on receipts” program by
publicizing program to preschool membership, overseeing and
informing classes, tallying class totals, and submitting totals to
Thriftway. Reports results to preschool board on a regular basis.
Field Trip Coordinator- 3/4 Class:
Works with the
Children’s Teacher to coordinate and organize field trips for the
group. Teacher will suggest ideas that will be coordinated with the
curriculum. Responsible for collecting funds, coordinating
necessary arrangements, (time, place, cost, directions, etc.)
distributing and collecting consent forms, maps and extra parent
volunteers. Makes sure all parents know about Field Trips.
Field Trip Coordinator- 4/5 Class:
Works with the
Children’s Teacher to coordinate &organize field trips for the
group. Teacher suggests ideas that will coordinate with the
curriculum. Responsible for collecting funds, coordinating
necessary arrangements, (time, place, cost, directions, etc.)
distributing and collecting consent forms, maps and extra parent
volunteers. Makes sure all parents know about Field Trips.
Library Coordinator:
Goes to library as needed for teachers.
Curriculum Coordinator Toddler &
2/3 Class: Assist the
teacher with classroom curriculum projects; also makes play dough
for the class as needed.
Curriculum Coordinator 3/4 & 4/5
Class: Assist the
teacher with classroom curriculum projects; also makes play dough
for the class as needed.
AUCTION JOB DESCRIPTIONS
FUNDRAISING/Auction
Chair/Co-Chair): Coordinates
VMCP’s annual Fundraising Auction. Oversees all auctions
committees. Works to assure that all auctions committees are
established and that auction jobs are filled in a timely manner.
Facilitates each committee’s work to assure that the preschool’s
fundraising goals can be met. This is a Board position. Solicits
all Sponsorship Contributions for Fundraising Auction and handles
“Thank You” Distribution & Recognition of Sponsorship. Oversees and
facilitates all Preschool Fundraising activities (which may or may
not include Grant Writing and other Events). Oversees and
coordinates all Grant Writing activities (See Additional Funding
Areas at the end of this listing). In addition to Committee Chairs,
the following positions will report directly to the Auction
Fundraising Chair. (the person(s) who takes on this
position does not need to do an OPERATIONS job and attends board
meetings
Design Chair: (The person who takes
on this job does not need to do an OPERATIONS job):
Responsibilities include: Design
the Auction Theme & Poster to the specifications of the Auction
Fundraising Chair & Presentation Chair; Coordinate printing and
output of Auction Posters; Deliver Auction Posters to the Publicity
Committee for distribution; Design and output Auction Tickets and
deliver to the Ticket Distributor; Design any additional flyers,
banners, event displays for the Auction; and assist the Catalog &
Presentation Chair with any additional design assembly or needs.
Reports to Auction Chair & Presentation Chair.
Data Base Manager:
The Data Base Manager will assist
in Auction Procurement. The Data Base Manager will create or work
with the existing data base. They will; 1) Enter all procurement
form details, 2) Provide list report to Procurement committee
regarding ‘Thank You’s’ and Procurement Item List, 3) Provide Web
Site Manager with upload for Auction Items to post, 4) Enter all
Ticket Stubs prior to the Auction Event, 5) Provide Cashier with
necessary reports for Auction Event, 6) Enter all final bid amounts
against existing data, and 7) Provide necessary reports for final
outcome reports.
Data Base Assistant:
Works closely with Data Base Manager
Ticket Distributor:
Responsibilities include: Liaising
with Auction designer to get artwork. Getting tickets printed and
numbered accordingly; Distribution of all Auction Event Tickets to
the appropriate businesses, individuals and classes; Coordinate
selling points in the community & put together system for recording
tickets sold; Retrieve all sold Ticket Stubs from the individual
Auction Class Liaisons; Deliver all Ticket Stubs to the Data Base
Manager for entry into the database; Provide Cashiering with
remaining tickets to be sold on the Night of the Event; and liaising
with procurement Chair and Auction Chair to ensure that ‘Comps’ are
provided to sponsors and individuals as appropriate.
Procurement Chair (The person who
takes on this job does not need to have an OPERATIONS job):
Coordinates all Auction
procurement activities: including establishing and maintaining
procurement contact lists for on-island businesses/artists, off
island businesses/artists and co-op families. Printing and
distribution of procurement forms. Assures that items and their
procurement forms are collected and that items are stored. Works
with and Reports to
Fundraising / Auction Chair.
Procurement Committee/Local
Artists: Reviews and
updates contact lists for local artists. Create or review old
procurement letters and then mails letters to local artists.
Assures follow-up on mailed letters. Reports to Procurement Chair.
Procurement Committee/On-Island
Business: Reviews and
updates contact lists for on-island businesses only. Create or
review old procurement letters and then mails letters to on-island
businesses. Assures follow-up on mailed letters. Reports to
Procurement Chair.
Procurement Committee/Off-Island
Business: Reviews and
updates contact lists for off-island businesses only. Create or
review old procurement letters and then mails letters to off-island
businesses. Assures follow-up on mailed letters. Reports to
Procurement Chair.
Procurement Committee/Thank you
Letters: Sends thank you
letter to the donors of auction items donated and/or procured.
Reports to Procurement Chair.
Presentation Chair (The person who
does this job does not need to have an OPERATIONS job):
Coordinates the procurement,
purchase and design of Auction hall decorations. Responsibilities
include: Arranging a BAND for the performance, coordinating PA
System and coordinating the presentation committee members to
decorate the hall, arrange the hall to accommodate the band,
seating, buffet, bar, check out area and set up all silent and live
items for the auction. Reports to Auction Chair.
Presentation Committee Decorating
member – Six people needed:
Decorates the Event Space and
assists the Presentation Chair on all decorating and display areas.
Must be available for scheduling the entire week of the event.
Report to Presentation Chair.
Master of Ceremonies:
Hosts Annual Fundraising Auction.
Coordinates ‘Sound System Set-Up’ and testing on the day of the
event. Assists Auctioneer during the LIVE Auction. Makes necessary
announcements per the Fundraising Chair & Auction Committee.
Reports to the Presentation Chair during Set-Up and the
Fundraising/Auction Chair on Auction Night.
Event Night Chair (This person does
not need to have an OPERATIONS job):
Oversees the Schedule of Events on
the Night of the Auction. This includes: directing Event Committee
members in their work of auction runners, auction table breakdown,
storage room and item retrieval. Notifies the Master of Ceremonies
when appropriate SILENT areas need to close. Reports to Auction
Chair.
LIVE AUCTION Bid Taker & CASH
BIDDING EVENT Recorder - two people needed:
Assist the
Auctioneer and the Master of Ceremonies during the Live Auction to
review Bid Sheets for accurately record (on Item Report List) the
final bidder and bid amount. AND, Logs in all cash bidders for
“Raise the...” cash bidding event during the LIVE Auction and
delivers the final outcome to the Cashier’s desk. Report to Event
Chair.
Auction Table Breakdown – Four
people needed: Collect
all silent auction bid sheets and bring them to the cashier desk.
Bring all silent auction items and gift certificates to the storage
room. Report to Event Chair.
Storage System Shelving & Sorting
Person: When Auction
Items are coded and displayed, this person will create a system in
the storage room for labeling where items go when they are cleared
from their tables after each silent section closes. Report to Event
Chair.
Storage Room/Item Retrieval Area –
Three people needed:
Store all auction items and gift certificates in an orderly fashion
in the storage room until the ‘buyer’ comes to retrieve items and/or
gift certificates. Verifies that all items and gift certificates
have been paid for by the individual retrieving items and/or gift
certificates. Additionally, ensures that enough boxes and bags are
available for packing up sold items. Report to Event Chair.
Cashier Chair (This person does not
need to have an OPERATIONS job):
Coordinates all activities for the
Auction’s Check-In process and Checkout process. Prepare and train
cashier committee members in the Check-In process and Check-Out
process. Reconcile the auction’s receipts and money after the
Auction. Work with the Treasurer to prepare the auction’s deposit
slips. Reports to Auction Chair.
Cashier – Eight people needed with
designated leader for eventual cashier chair position the following
year: Work at the
cashier desk area assisting people checking in (verifying their
name, address & bidder number), filing bidder sheets and assisting
people to pay for their items and/or gift certificates. Must be
available on the Night of the Event. Report to Cashier Chair.
Auction Receipt Reconciler:
Work with the
Cashier Chair and Board Treasurer to reconcile all bidder sheets
with payments. This job begins the day after the auction. Reports
to Auction Chair.
Food Chair (This person does not
need to have an OPERATIONS job):
Plan food & bar menu for the
Auction Fundraising Event. Procure or purchase all food, beer and
wine to be served. Procure or purchase plates, utensils,
tablecloths and etc. to be used at the auction. Obtain a banquet
license. Organize food committee members to assist with food
preparation and serving. Organize additional community volunteers
as able. Reports to Auction Chair.
Food Committee Assistant:
Assist The Food Committee
Chairperson with tasks associated with the Food Preparation.
Specifically responsible for, coordination of 4-6 High School
students to assist with the Food on the Night of the Event. Reports
to the Food Chair.
Food Preparer – Eight people
needed: Assist with
food preparation before the auction. Reports to Food Chair.
Clean-Up Chair (This person does
not need an OPERATIONS job):
Coordinates the after auction
recycling and clean up of the auction space. Additionally, makes
sure there are adequate Trash Can receptacles throughout the Event
location. Reports to Auction Chair.
Clean-Up Assistants – Three people
needed: Assists with
clean up of the space the night of the Auction and the day after the
Auction. This includes sweeping and mopping, dump run, recycle run
and general clean up. Returning the space to the standards of the
rental agreement. Reports to the Clean-Up Chair.
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