DESCRIPTIONS OF BOARD POSITIONS

 

Vice President for Personnel:  Attends all Board Meetings. Assists the President and Director with staff issues,  and hiring of new faculty.  Chairs Search Committes.  Attends Budget meetings when personnel matters are discussed. Job is most active February through May.  More detail here.

Vice President for Committees:  Attends all Board Meetings. Communicates regularly with committee chairs, reviews the calendar and prompts committee activities. Represents the committee chairs at board meetings and schedules committee presentations to the Board.  Distributes and collects annual reports from each board member and committee chair.  Facilitates committee chairs’ hand-off from year to year.  Tracks changes to admission data for assigning committee membership and work days.  Works with President and Director to establish ad hoc committees as necessary throughout the year for special projects.  Work load distributed evenly throughout the year, with emphasis in spring and summer.  More detail here.

Secretary:  Attends all Board meetings.  Records minutes of all Board meetings and presents a brief report of year’s happenings at the Annual Spring Corporation Meeting. Responsible for handling business correspondence as necessary.  Responsible for communicating Board news in the monthly WCNS newsletter. Maintains records of meeting minutes and documents changes to policy and other Board voting outcomes.  Duties spread evenly throughout the year.  More detail here.

Enrollment:  Serve on Board and as Committee Co-Chair.  At least one chair attends all Board meetings: There is one vote between the two board members.  Reviews all applications for instructional classes and coordinates placement of children.  Develops and updates enrollment materials, forms, and the database. Works with Communications and Hospitality Committee in preparation for the Open House.  Speak to prospective parents at Open House and during parent/child visits. Maintains significant phone contact with returning families, sibling families, and prospective families during the decision-making months. Coordinate closely with Director and office manager.  Duties most intensive January to March.  More detail here.

 

Communications:  Serves on Board and as Committee Co-Chair.   At least one chair attends all Board meetings: There is one vote between the two Board members.  Publicizes WCNS to attract future families and inform the community of school activities.  Provides photos and written copy for news releases.  Designs and distributes enrollment and other school publicity posters.  Maintains current school photographs and photo releases.  Coordinates with Enrollment to support the planning and publicity for Open House and other publicity events.  Organizes Town Day Booth along with Community Outreach Committee.  Role on Board is to maintain contact between Board and publicity efforts. Oversees and coordinates with Newsletter Editor.  More detail here.

Class Liaisons:  Attend all Board meetings. Facilitate communication between their classes and Director as well as the Board of Directors, plan class meetings, and arrange parent support for special events.  Create and distribute parent help calendar and schedule for snacks. Serve on the Nominating Committee in the Spring and support the Internal Community Affairs Committee throughout the year (Sunshine, Winter Runners, etc…). Serve as telephone and e-mail contact for the class to inform members of emergencies, class meetings, cancellations, or information that requires rapid communication.  Organize casual gatherings throughout year, year-end festivities, and class gift giving. Duties are most intensive in the early fall and spring months.  More detail here.

 

Legal Advisor:  Responsibilities may include: assisting Director and President with policies and procedures; aid Director in employment contracts and issues; consult with Treasurer regarding budget as well as guide general contract and lease negotiations.  Attends Board meetings to aid in the efficient running of meetings and to help answer any procedural questions.  Regularly reviews Articles and Bylaws for compliance and updates.  Consults Board and WCNS Committee members on WCNS Policy and Procedures.  More detail here.

 

Health:

Reviews health notices and health forms.  Maintains First Aid boxes 2-3 times throughout the year. Duties most intensive late August through September. Coordinates with Director and Office Manager(s).  Advise on medical questions and protocol within EEC regulations.  More detail here.

 

 

DESCRIPTIONS OF COMMITTEES AND COMMITTEE CHAIRPERSON POSITIONS

 

Communications:  Chairs also serve on the Board.  Publicize  WCNS to attract future families and inform the community of school activities.  Provides photos and written copy for news releases.  Designs and distributes enrollment and other school publicity posters.  Takes an active role in the planning and publicity for Open House and other publicity events.  Works with Community Outreach Committee to organize Town Day Booth.  More detail here.

 

Newsletter Editor:  Publishes the WCNS monthly newsletter. Coordinates submissions for the newsletter, edits as needed and writes content as needed for final draft.  Duties most intensive last week of the month. Coordinates with Director and Committee Chairs.  More detail here.

 

Community Outreach:  Coordinates WCNS involvement in Town Day with Communications committee.  Organizes charitable events such as a UNICEF collection at Halloween, a holiday Mitten String Project, a Make a Plate event in the spring, and a spring food drive to benefit local organizations such as Got Lunch, the Woburn Council of Social Concern, and Room to Grow.  Coordinates with Family Events and Communications Committees.  Consider W.M.N., Chamber of Commerce, Winchester Arts Assoc, and WHS. More detail here.

 

Curriculum & Enrichment:  Coordinates with Director and teachers in creating classroom, hall, lobby, and stairwell educational displays.  Provides weekly play dough to all four programs.  Committee works closely w/ teachers and Director to select, collect, assemble and present a learning environment that nurtures class specific curriculum goals.  More detail here.

 

Facilities:  Chair plans and supervises workdays during the year. Maintains indoor and outdoor equipment, grounds, and classroom equipment.  Schedules parent workers for work days. Committee members participate in 3 Saturday morning workdays, or 2 workdays and 1 furniture moving day, and rotate monthly towel laundering and play dough making throughout the year.   Works closely with Director and VP Committees regarding playground and lobby maintenance throughout academic year.  Assesses tool inventory and maintenance supplies (cleaners, paints and solvents).  More detail here.

 

Family Events:  Organizes and implements a fall family event, a winter adult event, and the Spring Fun Fair for WCNS families, present and incoming. Coordinates parent volunteers, spirit wear, and vendors for these events, prepares activities, and ensures smooth functioning during events. Coordinates with Hospitality and Community Outreach Committees. Communicates with VP Committees & Director in planning activities.  More detail here.

 

Fundraising:  Plans and executes fall fundraising direct appeal.  Solicits parent and community donations, strategizes communications and marketing for the appeal, assists with gift tracking and donor acknowledgement.  Duties most intensive in September-November.  More detail here.

 

Hospitality:  Coordinates set up and break down of social events (typically occurring in the evening) such as the spring Auction.  Provides and serves refreshments at First Day Coffees, Corporation meetings (Fall & Spring), the January Open House, and other social/school wide events that may arise.  Coordinates with Director, VP Committees, and committees responsible for the individual events.  Committee members divide responsibilities for these events throughout the year including program wide events held on the playground and parking lot.  More detail here.

Enrollment:  Chairs also serve on the Board.  Receives all applications for instructional classes and coordinates the placement of children. Develops and updates enrollment materials, forms, and the database. Speaks to prospective parents at Open House and during parent/child visits. Has significant phone contact with returning families, sibling families, and prospective families during the decision-making months (Feb-May). Duties most intensive January to March.

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wcns@winchestercoop.org

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WInchester, MA 01890