Executive Committee and Officers
A. The Executive Committee consists of the President, Vice-President,
Secretary, Treasurer, Registrar, and the Teachers. Its responsibilities
are:
1) To determine the qualifications necessary for hiring new teachers
and assistants, and document them in a job description.
2) To employ new teachers and assistants (preferably during the
second semester) and to set salary policies.
3) To make any final decision regarding admittance of applicants and
dismissals of members.
4) To meet whenever it is deemed necessary for hiring new teachers
and assistants.
5) Recruits board members for the next school year. Makes an effort
to have new families included on the board.
6) To maintain a loose-leaf notebook containing all information
pertinent to the job, including helpful suggestions. These notebooks
are to be handed over to the successor at the end of the year.
7) To review and revise the by-laws and policies.
8) To prepare a statement of operation for the Ellis Hollow Community
Association (EHCA) for consolidation purposes.
9) To prepare a budget which provides enough money to cover
salaries and supplies for the first one month of the following year,
contingent upon full enrollment for the fall. If enrollment is not full,
the Executive Committee shall prepare a budget that provides
enough money to cover salaries and supplies for the first two
months of the following year.
10) To determine the volunteer tasks for the parent packet.
11) To approve an evaluation form, distribute, tabulate and present the
results of a program evaluation.
12) To oversee the parent committees.
B. President
1) Plans and presides at all regular membership and Executive
Committee meetings.
2) Appoints any needed committees as determined necessary by the
Executive Committee.
3) Locates teacher applicants for consideration by the Executive
Committee.
4) Locates substitute teachers.
5) Together with the teachers, decides upon school closings because
of winter weather or other reasons. It is understood that the nursery
school follows the Ithaca public school cancellations.
6) Prepares fall packet for families that includes: welcome letter,
school calendar, preliminary cleaning schedule, things to bring to
first meeting, partial first-day schedule, medical report form (for
families that have still not sent one in), field trip forms, emergency
treatment consent forms, current class list, EHNS Policy Handbook,
a copy of the current by-laws, and any other forms deemed
necessary.
7) Organizes the teacher appreciation dinner and holiday gift.
8) Will oversee the Fair booth committee.
C. Vice-President
1. Assumes all duties of the President whenever necessary.
2. Represents the school at the EHCA Board meetings,
communicating any building or grounds problems.
3. Gives a report of nursery school business transpiring at EHCA
Board meetings at each Executive Committee meeting.
4. Notifies and checks with EHCA calendar person for use of building
for parent meetings and other nursery school events that occur at
times other than regular nursery school hours.
5. Make sure the EHCA cleaner is contacted to clean the center after
the fair and before the first day of the fall semester and make sure
the EHCA does a thorough cleaning.
6. Recruits parents for parent committees listed in the parent packet.
7. Oversees the Equipment and Housekeeping committee. Will
determine with this committee appropriate 2-hour tasks for people
unable to attend the parent meetings or in other appropriate
instances.
D. Secretary
1) Notifies all members of meetings. Will make every effort to
schedule meetings one month in advance as well as around major
holidays.
2) Notifies Executive Committee members of meetings.
3) Handles all correspondence delegated to him/her by president
4) Keeps records of member attendance at meetings.
5) Keeps minutes of all meetings.
6) Oversees any cleaning schedule changes as problems arise; e.g.,
member drops out and new member joins nursery school.
7) Locates a parent field trip leader for each field trip that the teachers
plan.
E. Treasurer
1) Receives and records all tuition fees.
2) Pays salaries, fixed charges, and bills for equipment and supplies.
3) Prepares financial reports as needed and recommends an annual
budget.
4) Contacts any delinquents to pay.
5) Refunds deposits in June to eligible families.
6) Maintains computer records of financial transactions.
7) Will oversee the Fundraising committee.
F. Registrar
1) Serves as contact person for families inquiring about EHNS.
2) Distributes school brochures and applications to prospective
families.
3) Sends out acceptance letters, registration forms, and “Medical
Report of Day Care Child” to families seeking enrollment as well as
receiving these completed forms along with deposit checks.
4) Maintains waiting list and notifies families when spaces become
available.
5) Files “School Immunization Survey Summary” with NYS
Department of Health.
6) Follows and updates the school’s immunization and privacy
policies.
7) Will oversee the publicity committee.
G. Election of Officers - The Executive Committee recruits board
members for the next school year, making an effort to have new
families included on the board.
1) The term of office will be one year. The president, vice-president,
secretary, registrar, and treasurer are elected at the parent meeting
in May. In advance of the meeting, the current Executive
Committee shall have recruited members for election to the board.
Members may present other nominees. An attempt should be made
to include some parents from the incoming class as officers.
2) The new president, vice-president, secretary, registrar, and
Treasurer elected by majority at May parent meeting will take over
their duties when elected, working with the retiring officers until the
end of the school year.
Nursery School Committees
As members of our parent cooperative, each family is expected to serve on the
Executive Committee, or on one of the following Nursery School committees.
Executive committee members oversee each of these Nursery School
committees.
3 Fair Booth—organizes a fundraising and publicity booth for the fair.
2 Publicity – responsible for preparing, editing, printing, and distributing
nursery school brochures, flyers, ads, etc. as directed/approved by the
Executive Committee. Also responsible for organizing a table at the fair to
represent the nursery school and providing parents and staff with fliers that
inform the community about the nursery school
10 Fundraising—organize fundraising events that include but are not limited to
the fair. Brainstorm and initiate fundraising events as approved by the
Executive Committee and Community Center board when necessary.