Board of Directors Positions
FCCI Board Job Guidelines
(udated August 2008)
Elected Positions (8)
1. President
· Preside at all meetings (general and board)
· Manage Association
· Execute and sign all documents
· Arrange facilities and meeting times
· Inform members of activities concerning child care
· Appoint special committees and chairpersons
· Have knowledge of all officers’ duties
· Complete an End of Year Report
· Collect, open and distribute the mail from the PO Box Office on a regular basis
· Schedule representatives from FCCI to attend monthly New Provider Orientations
· Review the FCCI Bylaws on even years
· Submit letters to the Post Bulletin announcing Board Officers for the new year
· Serve as a contact person for FCCI with CCRR and Olmsted County Licensors and partnership organizations (i.e. CR&R, First Steps, etc.)
· Arrange for a past president, if possible, to assume the President’s duties in his/her absence
· Check email and reply to association emails or redirect emails to appropriate board member
· Facilitate board retreat
· Maintain necessary documents in safe
· Coordinate door prizes for workshops
· Maintain appropriate documentation on the FlipDrive website
2. Secretary
· Attend all general and board meetings
· Record the minutes of the general and Board of Director’s meetings
· Read the minutes of the previous month’s minutes at the general meeting
· Distribute minutes at the Board of Director’s meeting 7 days prior to the board meeting
· Upload minutes to FlipDrive website
· Maintain a binder with current year of minutes (General and Board) to be accessible to the members at workshops. At the end of the year, compile minutes onto a CD for storage in the safe
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
3. Treasurer
· Maintain accurate financial records
· Maintain up to date names on bank records
· Collect, record, and deposit all income
· Pay association bills
· Provide a financial report for the general and Board meetings at the close of the financial year
· Maintain and provide a binder with current year’s financial record to be accessible to the members at workshops
· Distribute and collect cash box funds for Membership Coordinator and Sales and Purchasing Coordinator at general meeting
· Arrange audit/internal audit/checks-and-balances system
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
4. Newsletter Editor
· Organize and publish a quarterly newsletter
· Contact child care related businesses for newsletter advertising
· Provides electronic copy of newsletter to website coordinator
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
5. Training Coordinator
· Coordinate speakers for Workshops and maintain a record of speaker information
· Present listing of workshop titles and speakers at Board meeting for review and suggestions
· Send a listing of the workshop title and speakers for the year to Licensing Staff for county approval
· Submit requests to CCRR for grant approval on appropriate workshops.
· Contact workshop speaker the week before each workshop to verify date, time, location, and any equipment or room set-up needed
· Assist presenter with any material and/or equipment to bring in/out of workshop space
· Assist presenter with distribution of any materials to providers
· Write thank you notes to the Workshop speakers
· Tabulate evaluations
· Present feedback report to board based on member evaluation comments
· Provide the names of any new volunteers to the volunteer coordinator
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
6. Sales – Purchasing Coordinator
· Oversee supply sales
· Maintain accurate records of sales, cost, and inventory.
· Coordinate sales at conferences that FCCI attends as vendors
· Coordinate with Treasurer and Assistant Treasurer for workshop income turn-in
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
7. Membership Coordinator
· Attend monthly general meetings to sell memberships.
· Maintain accurate records of membership
· Process any membership request received by mail
· Verify request for training certificates with Workshop Coordinator and mail certificates upon request
· Order yearly membership cards
· Coordinate yearly membership bonus items and distribute at workshops.
· Coordinate with Treasurer and Assistant Treasurer for workshop cash box and income turn-in
· Provide Hospitality Coordinator with the names and addresses of new FCCI members for welcome cards
· Provider newsletter editor with names of “mystery providers” for bimonthly newsletter.
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
8. Community Outreach Coordinator
· Notify Community Calendars of upcoming workshops
· Promote the association and child care through newspaper, TV, and radio
· Publicize any pertinent association business such Week of the Family Child Care Provider, garage sale
· Coordinate Provider of the Year process, garage sale, Family Fun Night, etc
· Coordinate Rochester Post Bulletin Classified ads
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
Appointed Positions (7)
1. Assistant Treasurer
· Assist with Sales and Purchasing at general member meeting
· Verify income from Sales and Purchasing, and Membership Coordinator at the general member meeting; turn income over to Treasurer for deposit.
· Assist Treasurer as needed
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
2. Technology Coordinator
· Maintain web hosting for website
· Update website as needed with current newsletters, provider directory information, articles, graphics, and any pertinent information
· Prepare a FCCI member directory for Board members to use.
· Email current newsletter address list to printer quarterly
· Assists with the membership database
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
3. Workshop Coordinator
· Prepare 6:30 pm viewing of Shaken Baby Syndrome video at workshops
· Coordinate with Member-at-Large, Volunteer Coordinator, and Community Outreach Coordinator for room set-up and takedown for workshops.
· Place and collect appropriate signs used at workshops
· Prepare training certificates for distribution at monthly workshops, forward left over training certificates to Membership Coordinator
· Maintain member sign-in book at workshops and verify member attendance when requested by Membership Coordinator
· Prepare evaluations for distribution at workshops; once collected turn over to Training Coordinator.
· Assist with the collection of evaluations and distribution of training certificates at the end of the workshop.
· Assist President as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
4. Volunteer Coordinator
· Solicit volunteers for monthly workshop, or as requested by other board members
· Keep an up to date record of volunteers
· Maintain volunteer sign-in book at FCCI events for accurate volunteer recognition
· Organize volunteer recognition at the May banquet
· Order lite dinner for volunteers working at the January workshop
· Order lite dinner for October board retreat
· Assist President and Board Members as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
5. Hospitality Coordinator
· Coordinate treats and snack schedule for workshops
· Coordinate Meet and greet with general membership at workshops
· Coordinate Sending correspondence to membership (i.e. death, births, welcome new members etc.)
· Assist President and Board Members as needed
· Attend monthly workshop and Board meeting
· Maintain appropriate documentation on the FlipDrive website
6. Member at Large
· Assist President and Board Members as needed
· Attend monthly workshop and Board meeting
ie assist with membership table, sales and purchasing, handing out training certificates, table set up
· Maintain appropriate documentation on the FlipDrive website
7. Advisor
· Attend monthly workshop and Board meeting
· Assist President as needed
· Maintain appropriate documentation on the FlipDrive website
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