Oak Park Moms and Tots Board job Descriptions
The Chairperson
The chairperson shall be the chief executive officer of the corporation. She
shall preside at all meetings of the corporation and of the board of directors.
She shall have the general and active management of the affairs of the
corporation. She shall see that all orders and resolutions of the board of
directors are carried into effect.
The Vice-Chairperson
The vice-chairperson shall, in the absence or disability of the chair, perform
the duties and exercise the powers of the chair and shall perform such other
duties as shall from time to time be imposed upon her by the board of directors.
As a special duty the vice-chairperson shall be responsible for fundraising for
the corporation and charitable drives. She shall maintain current initiatives
including: the Silent Auction (Oak Park Fall Fair), and winter book drive. She
will develop a once a year fundraiser and may oversee a committee of volunteers
to assist her.
Treasurer
The Treasurer shall have the custody of the funds and
securities of the corporation and shall keep full and accurate accounts of all
assets, liabilities, receipts and disbursements of the corporation in the books
belonging to the corporation and shall deposit all monies, securities and other
valuable effects in the name and to the credit of the corporation in such
chartered bank of trust company, or, in the case of securities, in such
registered dealer in securities as may be designated by the board of directors
from time to time. She shall disburse the funds of the corporation as may be
directed by proper authority taking proper vouchers for such disbursements, and
shall render to the Chair and directors at the regular meeting of the board of
directors, or whenever they may require it, an accounting of all the
transactions and a statement of the financial position, of the corporation. She
shall also perform such other duties as may from time to time be directed by the
board of directors.
The treasurer shall be responsible for collecting all money and giving it to the bookkeeper for deposit.
She shall write donation receipts, giving one
copy to the donor and one copy to the accountant.
The treasurer shall be responsible for filling
out all cheque requisitions and giving them to the accountant for processing.
The treasurer is responsible for obtaining two
signatures on all cheques.
She shall be responsible for floats at all
fundraisers and functions, counting all money received and turning it over to
bookkeeper.
The treasurer will present a balanced financial
statement monthly to the Board.
Secretary
The secretary may be empowered by the board of directors, upon resolution of the
board of directors, to carry out her affairs of the corporation generally under
the supervision of the officers thereof and shall attend all meetings and act as
clerk, recording all votes and minutes of all proceedings in the books to be
kept for that purpose. She shall maintain the archives for the organization. She
shall give notice of all meetings of the members and of the board of directors,
and shall perform such other duties as may be prescribed by the board of
directors or chair, under whose supervision she shall be.
Communications Director
This person
shall oversee and/or perform the organization of all e-mails, newsletters, forms
and flyers upon resolution and approval of the board. She will also coordinate
all press releases as dictated and approved by the board. She will ensure a
continuous flow of open communication to all members and may coordinate this by
various means including the phone tree.
Membership Secretary
Will maintain and update the membership database. Provide the communications
director with email addresses so she can send out the newsletters, provide
volunteer information to the volunteer coordinator and maintain the emergency
information list for children and parents with medical conditions and provide
updates to staff.
Social Director
The Social
Director will be the contact person and coordinator for adult and children's
social activities. This may include developing a committee. This person will
also be responsible for organizing and overseeing children's activities at the
annual Oak Park Fall Fair and will maintain the continuance of the monthly Mom's
Night Out and special annual events such as the Christmas Cookie Exchange.
Workshop Representative
This person will be the main contact
for workshop participants and facilitators. This person will be available to
assist the staff and volunteers with issues relating to organising at least 4
workshops a year. The Annual Early Learning and Childcare Fair will be organised
under the direction of the Workshop Director. All internet postings and
flyers for workshops and a monthly sign-up binder will be maintained by this
individual. This person is responsible for advising the board of any concerns
and reports relating to workshops and will develop and oversee a committee to
assist and advise her on matters relating to workshops at OPMT.
Volunteer Coordinator
The volunteer coordinator will ensure that all members have submitted a
completed volunteer questionnaire and will from time-to-time update these forms
with changes as needed. She will ensure that all available volunteers are
selected and their information passed on to the board for submission to the
appropriate committee or the staff person.