Executive Board

Returning families are nominated to fill Board positions. Elections are held during the April Parent Meeting.

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President

Conduct monthly Board Meetings including at least two during the summer, Parent Orientations before school begins, and monthly Parent Meetings during the school year. Maintain contact with Fairground personnel and other outside entities; administer the preschool program to maintain Board policies and solve problems that may arise.

Vice President

Manage student wait list and remain in contact with parents on the wait list. Check school voicemail regularly and return or direct calls as needed. Register returning and incoming new families for the upcoming school year.  Ensure the Health Secretary has all necessary immunization records for students. Create, maintain, and distribute Class Rosters. Develop and maintain Emergency Contact List and make list available to Teacher and Parent Aides. Be a cheerleader for ABC Preschool. 

Minutes Secretary

Attend and record minutes at all Board and Parent meetings, Maintain “Meeting Minutes” folders on shared Google Drive. Share meeting minutes to board members and families within one week via email to be determined by the board; Maintain Parent and Executive Board Handbooks, Family Job documents, and Parent Aide Duties document. Ensure all forms are kept  up to date. 

Health Secretary

Collect immunization records or exemptions from registered families via the Vice-President.  Maintain the state Self ImmAGE program online to keep ABC in compliance with State of Alaska regulations.  Meet with the state immunization inspector in the spring for records audit.  Maintain, update, and implement pandemic policy. Alert ABC families in the case of a contagious disease outbreak at the school and provide information for prevention and treatment.   

Treasurer

Keep the accounting books for the school; pay taxes, rent, insurance, phone bill, etc; pay teacher and substitute teacher salaries.  Collect and keep track of the monthly tuition and possible late fees.  The treasurer arranges for the liability insurance policy and presents a projected budget at the preschool meeting in the fall of each school year.  Collect, execute, and distribute mail as appropriate.

Fundraising Chair

Organize and lead Fundraising Committee Meetings with the three families who selected the Fundraising Committee as their Family Job. The Fundraising Chair is in charge of ongoing fundraising efforts, which currently include the ABC Cookbook, Fred Meyer Community Rewards, and Amazon Smiles. Collect status updates on individual fundraising event planning and prep from committee members on a regular basis. Report on fundraising status at Board and Parent Meetings. Keep a record of contacts, community businesses, and suggestions for future fundraising efforts. 

Class Representatives

One parent representative from each class volunteers to attend monthly board meetings and report on class happenings.  Provide input on all preschool business matters, orient mid-year entry families, class cheerleader.  Monitor parent-aide sign-up sheets making sure all spots are equally divided and filled among parents, substitutions are noted, and parent-aides have arrived for the day.  Make sure every family has signed up for a family job. Serve as a contact person within each class for questions and concerns.  Will use their abc email address and Bloomz account to communicate with families about important dates and school information.

INCOMING BOARD MEMBERS

• You are responsible for the duties of your Executive Board Position after the handoff from the previous member, typically on or shortly after June 1st.

• Verify with the outgoing Board Member and the President that you have been given any binders, jump drives, materials, etc. for your position as noted in the position inventory in this document.

• Sign in and become familiar with your position email account. Note any starred emails or important information left for you to be aware of.

• Become familiar with what is on your private position drive and on the Shared Drive.

GENERAL BOARD DUTIES

All Board Members are expected to attend:

• All Board Meetings, held in September, October, November, February, March, April, and two or three times during the summer.

• Parent Orientations are usually held over two nights. Typically, during each class orientation the other two Class Reps stay outside to watch kids while the parents are inside.

• Welcome Picnic the first Saturday after classes begin.

• All Parent Meetings, held in October, November, February, March, and April. Typically, the meetings are held on the same evening as the Board Meeting either before or after.

Each board member is responsible for maintaining an @abcfairbanks.com account:

• Respond to or forward correspondence in a timely manner.

• Each position has a Private Drive and a folder on the Shared Drive. 

All Board Members are expected to read and be familiar with the Parent Handbook.

OUTGOING BOARD MEMBERS

• Work with the President to update your position in Board Duties. 

• Clean up your @abcfairbanks email account and indicate important emails (star, label, mark unread...) that the next person will need to be aware of.

• Clean up position & shared drive for any documents that should be removed or renamed for clarity.

• Handover Meeting: Either as a whole Board or individually. Notify the President if meeting separately.

• Hand off anything in the position inventory to the incoming board member. If something is missing/no longer exists, please update the handbook so future parents aren’t trying to track it down.