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					•Members’ Job Descriptions 2005–06•
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Five Board Positions - one from each day M-F    represents work day caregivers at monthly board meetings reports from other jobs on your work day orients new members

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Board: President  schedule and attend the following Coop meetings  general meetings (for all members)  September (preferably before start of Coop)  December  March  June (for returning members only)  monthly board meetings (for board members - open to others who would like to attend)  establish dates at first general meeting when all board members are present. Put these dates on the coop calendar at the beginning of the year. facilitate above meetings  solicit topics for agenda  compile an agenda for the meeting and send it to members  clarify any agenda items before meeting if necessary  hand out hard copies of agenda at meetings  remind other members of the meetings with phone call, email, and/or posted sign  help keep meeting on topic and on time In spring, schedule deadline for $50 deposit required in order for existing members to renew for following year.

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Board: Administrator (documentation)  Keep and update the following Coop documents: documents related to Coop policy  Members’ job descriptions (“yearly” job descriptions - president, admin, etc.)  policies and procedures (includes Coop mission statement)  description of typical day at Coop (snack/clean/craft roles and timing) documents related to recruiting  application for new members
Kids’ Coop Cambridge • St. James Episcopal Church • 1991 Massachusetts Avenue• Cambridge, MA 02140 info@kidscoopcambridge.com • www.kidscoopcambridge.com • 617.868.9079 • Hours: M-F, 9am to Noon

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welcome letter parent survey medical form (emergency care release signature, doctor's info, emergency contacts) documents related to scheduling / need to be updated any time a new member joins  weekly schedule (list of children and caregivers for each day of the week)  monthly calendar showing caregivers' assigned tasks (snack/clean/craft), Coop meetings/events, curriculum themes, and days closed as according to the calendar for Cambridge Public Schools  contact info for members and their children (addresses, phone numbers, email addresses, child’s birthday and the member's job)  list of kids by age  list of past members (Should a past member like to rejoin, that family is “grandfathered” to the top of the waiting list.) send updated documents to website administrator to be posted on Coop website inform Coop members when any of the above documents have been updated by email and/or distributing hard copies help to create and maintain other Coop documents as needed

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Board: Secretary ("internal" Coop communications)  take minutes at board and general meetings and distribute them in a timely manner  send copies of meeting minutes to website admin to be posted on the Coop website  provide hard copy of meeting minutes at Coop (i.e. in the Coop binder)  label craft folders, coat hooks, and index card pockets on the emergency board with kids' names - and update as needed  share Coop community news with all members through email, handouts, and/or notes posted on the bulletin board (e.g. births, health inspection results, Co-op families leaving, etc. - note: recruiters will handle sharing info re. new members)  make sure list of kids' allergies is posted  maintain bulletin board, removes outdated material

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Board: Church/Kesher Liaison  serve as contact between Coop and St. James Church and Kesher school regarding issues of space, rent, cleaning, etc. (e.g. cleanliness of kids' bathroom, Coop space in disorder, leaky windows, broken gates outside,...)  check in with church for all non-regular uses of church facilities (clean-up days, parties, etc)  arrange with Kesher to have a representative present at Coop cleaning days  in June, arrange to meet with Kesher and Church school coordinators to discuss shared space  keep the Coop's rooms' key

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Kids’ Coop Cambridge • St. James Episcopal Church • 1991 Massachusetts Avenue• Cambridge, MA 02140 info@kidscoopcambridge.com • www.kidscoopcambridge.com • 617.868.9079 • Hours: M-F, 9am to Noon

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Board: Finance  Keeps Coop's financial records:  Coop's insurance policy (due dates, amounts, policy details)  bank account info (location, account #, Coop/treasurer's notebook info, treasurer's contact info)  lease (rent due dates and amounts, landlord contact info and address)  tax id number and legal address  co-signatory on Coop bank account (must accompany Treasurer and new members to bank in June to add the new members replacing position - bring copy of Coop's policies and procedures)  co-sign on checks with Treasurer for amounts greater than $50  verbally review treasurer's account at each board meeting (give balance and project shortfall or "nest-egg")  create budget  investigate potential new “big” purchases for Coop (i.e. two story loft, dehumidifier, etc.)  otherwise helps treasurer …

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Treasurer  keep an organized record of expenses and fees  collect Coop fees for each member and maintain chart of fee payments  maintain attendance chart for general meetings and clean ups because the $100 refundable fee depends on attendance at these meetings (event coordinators will take attendance at the cleanups and pass the info to the treasurer)  reimburse members for expenses  pay Coop bills (rent, insurance, phone bill)  works closely with Finance so that he/she can accurately discuss the Coop's finances at the board meetings  pick up mail from church office (will need to be done in the summer too)  serve as cosignatory at bank along with administrator. In June, go to bank along with administrator and new members replacing positions (bring a copy of Coop's policies and procedures).

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Purchaser  buy snacks (not fruits and veggies) and juice that meet dietary needs of group (past examples: no dairy, nuts, chocolate, wheat, etc)  buy general supplies (paper towels, wipes, non-latex gloves for diaper changing, liquid hand soap, dish detergent, bleach, kleen-ex, bandaids, trash bags, Brita filters for water pitcher, other cleaning supplies, etc) note - church provides toilet paper  buy other items as Coop decides are needed (e.g. throw rugs, dehumidifier…)  submit receipts to Treasurer for reimbursement  post list for requests (asks members to please indicate date of request)  let members know when shopping trips are planned

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Kids’ Coop Cambridge • St. James Episcopal Church • 1991 Massachusetts Avenue• Cambridge, MA 02140 info@kidscoopcambridge.com • www.kidscoopcambridge.com • 617.868.9079 • Hours: M-F, 9am to Noon

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Curriculum Coordinator (biweekly themes for toys, books, & crafts)  evaluate the previous school year's themes and adds new ideas as they come  maintain curriculum binder that holds Coop curricular hints from year to year (e.g. past craft projects)  send email to Coop members before a new theme begins with content ideas for craft, activities, and songs  communicate curriculum themes to admin to be added to the Coop calendar Toys  keep track of toy collection - rotate toys from back storeroom  be sure toys are marked "Coop"  focus toy ideas for Coop birthday party with list/suggestions posted in January Books  organize and cull books  bring in books (library) or pullout Coop books related to week's theme  keep library books together in a basket or cloth bag - ask other members to help with this Crafts  buy craft supplies - check supplies every other week  post sheet for members to generate list of needed/wanted supplies  keep craft shelves organized  make play dough

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Repair, Health, and Safety  repair anything that needs fixing  post list for repair requests  check books and toys for damage (work with curriculum manager)  oversee daily cleaning and health related issues  inform purchaser when cleaning supplies are low  work with secretary to share results of health inspection with Coop members  work with secretary to post a list of kids' allergies  communicate specific concerns re. clean-up days to event coordinators

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Event coordinators (two positions)  schedule clean-ups (Sept set up, 3 mid year, June clean up) – Board/Liaison to coordinate with church and Kesher school - check with President to make sure there are no other Coop meetings on that date  Organize five clean up days (dates set by Board)  set-up at the beginning of the year (work with liaison on space planning)  three more clean-up days during the year (one more in fall mostly for outside and two more during spring semester)  end of year clean up in June (work with liaison on space planning)  keep record of attendance at clean-up days and give the information to the treasurer  organize three kids' parties 1. costume party in October / Fall
Kids’ Coop Cambridge • St. James Episcopal Church • 1991 Massachusetts Avenue• Cambridge, MA 02140 info@kidscoopcambridge.com • www.kidscoopcambridge.com • 617.868.9079 • Hours: M-F, 9am to Noon

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2. January/ Mid-winter Coop's birthday party (members bring gift for the Coop coordinate with Curriculum Manager and Board for gift ideas) 3. June Good-bye Coop party organize two family events and arrange food/potluck, games, activities, and clean-up (e.g. Sept and May potlucks at Danehy Park) help make a board for photos of each child in the Coop (take photos or have parents bring in a photo) assemble a Coop photo album for each child at end of year as a keepsake (can hold a photo album event where caregivers attend to help in assembly) communicate all dates to admin to be added to Coop calendar

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Recruiters (two positions) Recruiter #1 ("first contact")  try to interest new members to join (possibly place a sign with organizations like the Center For Families in North Cambridge)  encourage current members to help recruit new members  serve as contact person for potential new members (name, address, and number on application form and website)  schedule appointments for potential new members between 9:30 and 11 am, M-F and informs the appropriate caregivers of who to expect and when (so that they can prepare extra snack if necessary, etc)  keep hard copies of applications available at Co-op  When someone applies, collect a completed application form & a $30 non-refundable application fee (pass fee to treasurer)  maintain waiting list and keep completed applications (Note: any family that has been a member of the Coop in the past is “grandfathered” to the top of the waiting list. Board/Administrator has list of past family members.)  find a replacement for any family who may leave. The position should be filled as is in order to be the least disruptive to the Coop as a whole. Contact families on the waiting list until an appropriate match is found.  when new member has been determined, give the contact info to both Recruiter #2 and trainer  responsible for making sure that all days after departing member has left are covered until replaced by new member  help Recruiter #2 over the summer to prepare and distribute welcome packets for new and returning members Recruiter #2 ("welcome wagon")  work over the summer with the board to get dates and documents needed for welcome packets (dates decided on by pres.+ board and docs updated by admin.)  make and distributes "welcome packets" to new/returning members with:  a welcome letter, parent survey, index card for the emergency board , medical form (emergency care release signature, doctor's info, emergency contacts), policies and procedures document, members’ job descriptions doc. (president,
Kids’ Coop Cambridge • St. James Episcopal Church • 1991 Massachusetts Avenue• Cambridge, MA 02140 info@kidscoopcambridge.com • www.kidscoopcambridge.com • 617.868.9079 • Hours: M-F, 9am to Noon

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admin, etc.), typical co-op day doc. (snack/clean/craft), weekly schedule, monthly schedule, contact info for members, list of kids by age, & any other relevant info After a new member has been asked to join (recruiter #1 will send you his/her contact info),  inform Co-op members about the new member and start day - names, child's birthday, email, schedule, allergies, phone, address, etc (admin, sec, & website admin have things to update based on this info...)  send an updated welcome packet to the new member  check to see that the new member is in contact with the trainer and that plans have been made to train the new person (may require recruiter #2 to come in on an “off” day to help train and support the new caregiver)  collect and store in appropriate place: completed parent survey, completed medical form, completed index card for the emergency board  work with treasurer to determine and collect appropriate fees: $50 deposit (is applied to tuition - can be pro-rated), $100 refundable meeting fee (refunded if attendance requirements are met), & tuition (can be pro-rated)

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Trainer  train incoming new caregivers on tasks - snack / clean / craft (may need to stay at co-op on "off" day)  at beginning of year, work with board and other returning members to make a plan to get new members trained (maybe this involves a quick demo/talk at the first meeting)  during year, contact incoming new member (recruiter #1 will send contact info),  make sure they have "welcome packet" from recruiter  discuss how a day proceeds (e.g. 9am-10am free play time, 10am clean-up, etc.)  arrange to have extra help for the person on the first day(s)  follow up with new caregivers, answers questions, helps to integrate new members into the group  check on policy and procedures and consistency over the days  communicate with board members about issues for board and all members  check “typical day” document for accuracy and help admin to keep the document updated (for example, our daily procedure may be revised slightly based on a request by the health inspector...)

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Website administrator  maintain website kidscoopcambridge.com (requires credit card)  public and members-only areas  use standards-based formats as possible (no Flash)  post updated documents from administrator  post meeting minutes from secretary  update Kids’ Coop yahoo group with all members email info

Kids’ Coop Cambridge • St. James Episcopal Church • 1991 Massachusetts Avenue• Cambridge, MA 02140 info@kidscoopcambridge.com • www.kidscoopcambridge.com • 617.868.9079 • Hours: M-F, 9am to Noon

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Please report any changes to this document to the Board/Administrator. Last rev (9/12/05, TL)

Kids’ Coop Cambridge • St. James Episcopal Church • 1991 Massachusetts Avenue• Cambridge, MA 02140 info@kidscoopcambridge.com • www.kidscoopcambridge.com • 617.868.9079 • Hours: M-F, 9am to Noon


				
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