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Lourdes Scholarship

298 6th Avenue
Brooklyn, NY 11215
(718) 965-3135
fax (718) 965-0381

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The Cooperative and Me: Jobs

COOP ROLES FOR MEMBERS

STEERING COMMITTEE (6 Members)

President (officer)
Vice President (officer)
Treasurer (officer)
Secretary (officer)
Member-at-Large
Membership Developer

OTHER COMMITTEES/GROUPS (each includes 1-2 co-chairs)

Fundraising (about 9-10 families; two are co-chairs)
New Members (about 6-7 families; two are co-chairs)
Maintenance (about 5-6 families; two are co-chairs)
Purchasing (about 4 families; one is chair)
Physical Plant (about 4 families; one is chair)
Newsletter (about 2 families; one is chair)
Technology (about 3 families; one is chair)
Board of Trustees (2 families)

INDIVIDUAL ROLES

Legal Resource
UPK Grant Coordinator

OTHER: Buyout Option

JOB DESCRIPTIONS

Please note that all job descriptions may change according to the changing needs of the school. Job descriptions convey the basic requirements of each committee and role. Because BFS is a member-run cooperative, we all collaborate to ensure that the classrooms, the staff, and the children of BFS get the support they need and deserve.

Steering Committee

As a unit, the Steering Committee ensures the smooth function of all the schoolÕs daily affairs year-round. If there is a problem, concern, or opportunity for BFS, Steering addresses it directly or tracks that it is being addressed.

Serving on the Steering Committee is an opportunity to be a vital presence at the start of your childÕs school education, and to learn what is involved in running a school, from its physical plant to its educational policies. It is interesting, rewarding, and sometimes demanding work.

Aspects of individual roles are listed below; more generally, Steering works to ensure the smooth function of life at BFS. Steering members interact with each other often (via email, phone calls, and meetings), as well as with the Educational Director, Administrator, co-chairs and committees, alumni, Board of Trustees, and others. Members should expect to hold monthly meetings year-round, other meetings as needed, and to communicate frequently with each other and others on behalf of BFS.

Serving on Steering is a year-round role. Coop Members who are elected to and serve on the Steering Committee get a small tuition reduction in recognition of the time, effort, and responsibility required from this committee. Steering members are exempt from Satellite responsibilities.

Steering Job Descriptions: Please note that these job descriptions are necessarily incomplete; besides the specified functions listed for each role below, the Steering Committee collectively handles or sees to the handling of any additional issues and concerns that arise for the BFS community through the course of the year.

President

Officer of the Steering Committee
General supervisor of the affairs of the Corporation
Chair Steering Committee and General Membership meetings
Set coop work assignments
Oversee committee functions and other coop work functions and monitor the participation of each member family, in conjunction with Member-at-Large and committee co-chairs (for participation) and the Secretary (for meeting attendance)
Plan Steering and General Membership meetings, with the Secretary
Ensure timely completion of all regular reports and documents for BFS (accreditation, teacher contracts, etc.) with the support of other Steering members, Educational Director, and Administrator
Authorized to sign checks, contracts, and other legal documents on behalf of the Corporation (e.g., annual staff contracts)
Liaison to Newsletter and Legal Resource, and prepared to work with all committees as needed
Liaison to BFS Educational Director, holding regular (not less than biweekly) meetings with the Director
Work with Member-at-Large, Membership Developer, and Administrator to update and distribute membership information materials (Member Handbook, etc.)

Vice President

Officer of the Steering Committee
In absence of the President, chair Steering and General Membership meetings
Assist with all PresidentÕs duties as needed
Liaison to the landlord: maintain relationship with landlord on behalf of BFS (e.g., monitor compliance with terms of the rental agreement, schedule with the landlord for use of space at the school for meetings/events, make arrangements with the landlord for repairs, etc.)
Liaison to the Maintenance and Physical Plant Committees: oversee facility issues in concert with co-chairs, and assist in organizing two annual cleanups
With Physical Plant co-chairs, create/maintain physical-plant-emergency contact list for BFS community use, and distribute to the Educational Director, teachers in each classroom, Steering, and fellow committee members; update contacts as needed
With Physical Plant co-chairs, create/maintain annotated list of contractors: plumbers, electricians, painters, handy people, boiler service, etc. Distribute updated lists each October and April to Educational Director, teachers, Steering, and Physical Plant Committees
Arrange for childcare at General Meetings, cleanups, and other BFS events with wide mandatory attendance
Authorized to sign checks, contracts, and other legal documents on behalf of the Corporation

Treasurer

Officer of the Steering Committee
Work with BFS Administrator on school budget issues
Assist Educational Director with budget-related issues pertaining to BFSÕs UPK contract with NYC DOE, in partnership with the UPK Grant Coordinator
Work with Educational Director and Administrator on maintaining and improving systems for payroll, budget, accounting, etc. (updating procedures and software, ordering and implementing any internal audits at BFS, etc.)
Evaluate/update/augment the BFS employee benefit package (health insurance, etc.) and relationships with financial institutions (banks, other)
With Administrator, evaluate relationships with financial institutions (banks, etc.)
Authorized to sign checks, contracts, and other legal documents on behalf of the Corporation
Liaison to Fundraising Committee, Purchasing Committee, and UPK Grant Coordinator

Secretary

Officer of the Steering Committee
Work with the Educational Director, Administrator, and Steering Committee to prepare Steering and General Meeting schedules and agendas
Post, distribute, and email reminders to the membership concerning Steering Committee and General Meetings at least one week in advance
Attend all Steering Committee and General Meetings, and record minutes
Prepare and distribute minutes to all members and BFS community (usually via email to membership/Trustees and hard copies to BFS staff)
Keep attendance records for General and Steering meetings
Serve reminders to fellow Steering officers as needed about outstanding business from earlier meetings
Keep chronological file of school communications so there is a permanent set of paperwork for future members to work from
Point person for all BFS filings with other agencies, etc. (works with Administrator, Educational Director and President on this): create and maintain yearly schedule for filings, give status reports as requested, monitor progress, facilitate filings (send reminders about deadlines etc.)
Liaison to the Technology Committee (provide webmaster with regular updated per events, etc.)
Authorized to sign checks, contracts, and other legal documents on behalf of the Corporation

Member-at-Large

Member of the Board of Trustees
Liaison between the Board of Trustees and the Steering Committee
Liaison between the Board of Trustees and the current membership. This entails working independently or with other current-coop-member Trustees to convey to the current membership, and promote as is relevant, the long-term priorities of the BoT; and, working independently or with other current-coop-member Trustees to convey to the BoT, and promote as are relevant, the current concerns and priorities of the coop membership
Assist with all PresidentÕs duties as needed
Coop ÒmechanicÓ/efficiency specialistÑhelps the member coop function; increase consistency/efficiency to support the classrooms.
Maintain/update coop job descriptions
Go-to person for SteeringÕs special projects/tasks
Present reports to Board of Trustees from the Steering Committee and General Membership meeting, and reports from Board of Trustees to Steering Committee and/or General Membership
Coordinate extracurricular social gatherings for current member families
Work with the President, Member Developer, and Administrator to update and distribute membership information materials (Member Handbook, etc.)

Membership Developer

Liaison to the New Members Committee
Provide guidance as needed to New Members Committee and Educational Director as they process applications throughout the year
Assist Educational Director with recruitment for summer program if requested
Assist Educational Director in function/expansion of After School programs, special programs if requested
Enrich (with President, Administrator and Marketing/PR personnel from Fundraising and/or New Members Committees) alumni relationships with BFS
In charge of communicating/enforcing coop policies related to admissions of new members to BFS: age ranges, applications and fees, tuition deposits, admissions lottery, etc.
In charge of communicating/enforcing coop policies related to current membership on behalf of BFS; communicate as needed with members about non-performance of coop obligations, including giving required written notice
Communicate with Webmaster as needed to update admissions-related information on the BFS web site
Work with the President, Member-at-Large, and Administrator to update and distribute membership information materials (Member Handbook, etc.)

COOP WORK ASSIGNMENTS

All Committee Co-chairs

Ensure that the committeeÕs members work as a collaborative and cohesive unit to complete its needed functions for BFS in a complete, timely, and effective manner
Organize and delegate the work and responsibilities of the committee among all its members, and share in work to meet those responsibilities
Ensure effective, prompt communication within the committee and with others in the BFS community, via email, phone calls, and meetings, as needed
Give status and progress reports to the membership at General Meetings
Communicate with the Steering Committee through a designated Steering liaison
Maintain file(s) of Committee activities on behalf of BFS
Ensure effective handoff of responsibilities to the following yearÕs committee co-chairs at the end of the school year by providing information, passing on files and materials, and answering questions as needed

Holders of Individual Roles

Work independently to complete the needed functions for BFS in a complete, timely, and effective manner
Organize and delegate the work and responsibilities associated with the coop role
Ensure effective, prompt communication with others in the BFS community, via email, phone calls, and meetings, as needed
Communicate with the Steering Committee through a designated Steering liaison
Maintain file(s) of activities on behalf of BFS
Ensure effective handoff of responsibilities to the following yearÕs holder of the position at the end of the school year by providing information, passing on files and materials, and answering questions as needed
Give status and progress reports to the membership at General Meetings as needed

Committees

Fundraising Committee

Plan, organize, and run events in order to raise money for the school. Events have included, but are not limited to: Gala (with raffle, silent auction), Family Movie Night, Family Concerts, puppet show, holiday Òmake a giftÓ fair
Coordinate in advance of events at the school with the Maintenance Committee to arrange breakdown and setup of school equipment
Coordinate at least 2 weeks in advance of events with the Purchasing Committee about the purchasing of any supplies needed for Fundraising events
Send an annual appeal to BFS alumni to contribute tax-free to the BFS Scholarship Fund (in conjunction with BFS President)
Create/order, and organize the sale of, promotional items (BFS logo t-shirts, tote bags, and/or other items)
Organize coop-wide efforts in working on the Gala and other BFS events
The main role of one committee member should be to advertise/promote Fundraising events to the BFS community, and to the surrounding local community as applies; and to create advertising/promotion materials for submission to Webmaster as needed

New Members Committee

Update application and New Member information materials as necessary
Field potential member inquiries throughout the year
Provide tours of school for potential members
Organize and host January Open House for prospective members
Ensure that all applicants and new members receive necessary information and application packages
Plan annual Member get-together (June: New MemberÕs Picnic)
Conduct lottery/admissions with Educational Director
Inform applicants of their acceptance status, and maintain wait-list
Coordinate with Webmaster and Public Relations Committee on advertising and promotion of Open House and /or other events
Coordinate at least 2 weeks in advance of events with the Purchasing Committee about the purchasing of any supplies needed for NM events
Work with the Steering Committee (President, Membership Developer, Member-at-Large and/or other) to plan one or two extracurricular social gatherings early in the school year for current member families
Read and follow the guidance of the New Members Handbook; co-chairs should suggest updates to Handbook as needed to the Steering Committee
The main role of one member of the committee should be to advertise/promote NM events to the BFS community and to the surrounding local community; and to create advertising/promotion materials for submission to Webmaster as needed

Maintenance Committee

Break down and store Big Room equipment on Wednesday and Friday afternoons
Remove Big Room equipment from storage and set up the Big Room on Monday and Thursday mornings (by 8:30 AM)
Perform laundry & toy cleaning in each classroom monthly or as requested by the Educational Director and classroom staff
Create, maintain, update, and post a committee schedule for weekly and monthly Maintenance tasks, including co-chair contact numbers to be called when problems arise (no-shows, scheduling conflicts with other groups using the space, etc.)
Sweep up/pick up debris in front of the building and in stairwell leading to the lower level, weekly at minimum, or as needed
Organize and direct the school-wide Fall and Spring Cleanups on behalf of BFS; maintain, update, and share as needed a list of cleaning tasks and other tasks to be completed at each cleanup
Set up and break down Big Room equipment as needed for all BFS events that take place at the school

Physical Plant Committee

Perform repairs to school property & fixtures, responding quickly as needed
Hire and oversee contractors to perform repairs and maintenance of the BFS premises, including all classrooms and common space (Coordinate with the landlord, Educational Director, and Steering Committee through Vice President, as needed)
Send reports as needed via email to the Steering Committee, relaying information about needed repairs; plans for, status, and costs of repairs; and resolution
Maintain entryways into and walkways leading to the building in the case of snow, ice, or other potentially dangerous conditions
With Steering Vice-President, create/maintain physical-plant-emergency contact list for BFS community use, and distribute to the Educational Director, teachers in each classroom, Steering, and fellow committee members; update contacts as needed
With Steering Vice-President, create/maintain annotated list of contractors: plumbers, electricians, painters, handy people, boiler service, etc. Distribute updated list each fall (by Nov. 1) and spring (by May 1) to Educational Director, Steering, and fellow committee members
Assemble new equipment for BFS as requested by the Educational Director or Steering Committee

Purchasing Committee

Purchase of large quantities of supplies for the school (i.e., juice, snacks, paper/cleaning products) at least twice a month, in consultation with others on the committee, the Educational Director, classroom staff, and Treasurer
Coordinate at least 2 weeks in advance of events with the New Members and Fundraising Committees for the purchasing of supplies for those events
Assist Educational Director and Treasurer with purchasing equipment for the school (new appliances, shelf units, etc.) This task includes thorough comparison shopping
Purchasers should have a reliably available method of transporting supplies to school (car/vehicle for CostCo purchasers; carts, etc. for Food Coop purchases)
Purchasers should be members of Costco, Food Coop, or other like buying institutions
The committee is broken into two groups those who purchase in bulk and those who purchase food/snacks

Newsletter Committee

Act as Editor/writer/photographer/designer/publisher of the BFS community newsletter
Consult with BFS Director and classroom staff, committees, enrichment teachers, and others in the BFS community to get and publish accurate, current information about each classroom, school events/issues, personalities, and student birthdays. Main focus should be describing classroom activities and giving information about school events (before/after events)
Interview/research, write articles, take photos, design, lay out, publish, and distribute each issue to the school community
Suggested publishing schedule: 8 monthly 2-page issues (2 sides of one sheet) beginning in October. This monthly schedule will serve the BFS community best. Must publish a minimum of four issues during the school year. If newsletter is quarterly, it should be 4 pages, with these suggested dates: late October, mid-December, early March, early June. Note that at least two issues should be distributed before the annual BFS Open House in early January.
Send file of each completed newsletter to Webmaster@brooklynfreespace.org to publish on the BFS site

Technology Committee

Act as Webmaster to maintain and update www.brooklynfreespace.org website. The website is a vital source of information for the school community and the surrounding community, and must offer current, complete, accurate information. Webmaster(s) should actively seek whatever information is needed to keep the site current.
Post information/ads about BFS and its events in consultation with BFS staff, Steering, Fundraising, New Members, and or other committees.
Maintain a complete and current online school calendar in consultation with others in the BFS community
Maintain brooklynfreespace.org email addresses
Manage BFS email lists and member contact sheets
Archive BFS information (including meeting minutes and BFS Newsletter)
Maintain/evaluate/improve/update BFS computers and Internet service
Monitor incoming e-mails daily, filtering out spam as needed (when in doubt about whether a given message is spam, consult with Steering liaison)
Maintain BFS phone fax systems, answering machine, voice mail, and other technology

Board of Trustees Members

Represent the current BFS membership on the Board of Trustees
Attend BoT meetings, vote in BoT votes, and function on BoT as needed
Assist the Steering Committee Member-at-Large in conveying to the current membership, and promoting as is relevant, the long-term priorities of the BoT
Assist the Steering Committee Member-at-Large in conveying to the BoT, and promoting as is relevant, the current concerns and priorities of the coop membership

Individual Roles

Legal Resource

Provide counsel and help draft BFS documents, including By-laws and leases
Provide consultation on all legal matters affecting or potentially affecting BFS
Review BFS application for Universal Pre-Kindergarten (UPK) funding, and the like, as necessary

UPK Grant Coordinator

Distribute, submit, keep records of, and track status of all relevant forms and paperwork pertaining to BFS participation in UPK (Universal Pre-Kindergarten)
Work with the Educational Director, Treasurer, and others to ensure BFSÕs compliance with UPK Program requirements and communicate as needed to UPK-eligible member families at BFS
Act on behalf of BFS as the contact person for and at UPK-related agencies/individuals/events.

Satellite Committee Work

Each Participating Member family selects a secondary committee (Fundraising or New Members) to assist as a satellite member. (Jitterbug Participating families may serve as a satellite to another committee by pre-arrangement with the Steering Committee.) The functions of the Fundraising Committee (raising funds) and the New Members Committee (recruitment) are vital to the wellbeing of BFS. Satellite members help as requested according to need, such as hanging flyers to advertise BFS and its events (both committees), contributing refreshments/supplies for events, working on or at the Open House and picnic (New Members Committee); or selling raffle tickets and working shifts at events (Fundraising Committee). Note: If you are on either the Fundraising or the New Members committee, the other committee is your satellite committee.

Other

Buyout Option

Pay monthly Buyout surcharge in addition to monthly tuition
Attend all General Meetings
Subscribe to member email list
No obligation to participate in BFS committee work or responsibilities

NONPARTICIPATION PENALTIES

Participation will be measured in three ways:

Fulfillment of duties of co-op work position (according to co-chairs, other committee members, and/or others who work closely with the committee)
Attendance at General Meetings (at least four of five yearly meetings). Note: At least one adult from each member family must attend each General Meeting. ALL coop member families, including Buyout member families, who miss more than one General Meeting will be required to pay a $100 tuition surcharge for any and all absences after the first. The charge will be assessed as part of tuition for the month following any missed General Meeting after the first. This is an automatic charge, and members are responsible for adding it to tuition in the first month following the missed meeting in which tuition is due. Written appeals can be made to the Steering Committee in cases when an absence was due to genuinely serious and unavoidable circumstances. For consideration of waiving this penalty surcharge, an appeal should establish in detail that an absence was genuinely unavoidable, and be submitted in writing for consideration and a final decision.
Participation in school-wide events/efforts (cleanups, Gala, satellite committee work, etc.)

Member families who are not meeting standards of minimum participation will be issued a warning. If no improvement is made within six weeks, the familyÕs status will change to "Buyout Member."Õ The monthly Buyout fee will be added as a tuition surcharge, and be regarded as part of tuition, for the remainder of the school year.

Revised June 2008

This page was last modified June, 2008.
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