SHS Board


Saxon Hill School’s governing Board is elected by the membership at the March Full Membership Meeting. Parents are elected to serve on the Board for a one-year term. The Board consists of the President, Vice President, Registrar, Treasurer, Secretary, Communications Director, Director of Education and a Program Liaison for each program (called a Parent At Large or PAL). In addition, the Director of Education (DOE) serves on the Board.

All Board members should guide families toward the cooperative spirit of SHS by modeling appropriate behavior and maintaining open positive communication. Some of the responsibilites of each position are described below. More detailed descriptions can be found in the SHS Bylaws, located in the Family Handbook.

Saxon Hill School Board Position Descriptions

PRESIDENT

The President is responsible for overseeing the general operation of the school and shall work closely with the DOE throughout the year.

GENERAL RESPONSIBILITIES:

  • Attend and preside at all board and Full Membership Meetings
  • Encourage participation of all board members
  • Sign checks and all other contracts and obligations of the school authorized by the board
  • Manage annual contracts with staff
  • Oversee staff performance appraisals
  • Obtain any necessary legal consultation
  • Oversee purchase and maintenance of necessary insurance pursuant to Article XII of the By-Laws of Saxon Hill School, Inc.
  • Maintain copies of all documents pertinent to the administration of the school
  • Assist DOE and Treasurer in long range fiscal planning, and in preparation and review of operating budget
  • Make an effort to be aware of any concerns that may arise. Guide families toward the cooperative spirit of SHSI by modeling appropriate behavior and attempt to dispel any negative gossip by providing accurate information and maintaining open positive communication

 

VICE PRESIDENT

GENERAL RESPONSIBILITIES:

  • Attend and preside at all board and Full Membership Meetings
  • Assist the President and DOE when issues arise
  • Carry out delegated tasks from President as needed
  • Arrange class photos in the fall
  • Organize committee assignments for membership
  • Assist committee chairs when needed
  • Oversees Buildings and Grounds, Barn Sale, and Auction Committee
  • Make an effort to be aware of any concerns that may arise. Guide families toward the cooperative spirit of SHSI by modeling appropriate behavior and attempt to dispel any negative gossip by providing accurate information and maintaining open positive communication

 

REGISTRAR

The Registrar works closely with the DOE throughout the registration process.

GENERAL RESPONSIBILITIES:

  • Attend all board and Full Membership Meetings
  • Keep board up-to-date in regards to registration matters
  • Register all students and maintain up-to-date membership file in Google Docs
  • Have general information packets available at school for visitors (general letter, brochure, registration form, parent contract, tuition rates and other program info)
  • Plan and oversee at least one open house prior to annual registration in late January/February
  • Understand Act 166 and advise families on how to enroll by school district
  • Give tours of SHSI to prospective families and organize meetings with teachers if requested
  • Make an effort to be aware of any concerns that may arise. Guide families toward the cooperative spirit of SHSI by modeling appropriate behavior and attempt to dispel any negative gossip by providing accurate information and maintaining open positive communication

 

SECRETARY

GENERAL RESPONSIBILITIES:

  • Attend all board and Full Membership Meetings
  • Take minutes at all meetings
  • Take attendance at all meetings
  • Distribute typed meeting minutes to all current families, staff and director
  • File master copy of minutes and post one copy on the bulletin board
  • Maintain current address and/or email list of families for mailing purposes
  • Make handbook and by-laws available to current and past members. All updates must be filed, given or mailed to current, staff and director. Update all family handbooks in file cabinet
  • Send out written notices of upcoming board and Full Membership Meetings (this can be noted on previous month’s minutes)
  • Update SHSI master documents as needed
  • Post the current by-laws on bulletin board
  • Add non-returning families to alumni list
  • Make an effort to be aware of any concerns that may arise. Guide families toward the cooperative spirit of SHSI by modeling appropriate behavior and attempt to dispel any negative gossip by providing accurate information and maintaining open positive communication.

 

TREASURER

GENERAL RESPONSIBILITIES:

The Treasurer, assisted by Assistant Treasurers, shall:

  • Attend all board and Full Membership Meetings
  • Serve as Benefits Plan Administrator for staff retirement and health insurance plans. Includes website password authorization and bi-monthly data input as well as annual plan review and changes if necessary
  • Serve as Payroll Administrator: call in payroll to ADP twice monthly during the regular school year and summer camp staff and counselor payroll as needed. Maintain staff absence records. Coordinate payment of teacher substitutes. Review and distribute staff tax documents
  • Assist the DOE with teacher/staff contracts
  • Serve as primary signatory on all checks* and accounts, with President as joint signatory (*Treasurer will need home computer with Internet access)
  • Fulfill all obligations for timely payments of rents, utilities, insurance, and expense reimbursements incurred by staff and families on behalf of SHSI
    • Review and maintain SHSI insurance coverage policies
    • Manage cash to maintain adequate funds for upcoming expenses while maximizing interest earnings
    • Maintain website password authorization for bank accounts
  • Maintain accurate and complete accounting records, and make those records available to member families and the board at all times
  • Provide appropriate financial reports at all monthly board and Full Membership Meetings
  • Submit Act 166 invoices to school districts and deposit checks paid by said school districts
  • Assist DOE and President in preparation and review of operating budget and present a budget to the full membership for approval
  • Assist DOE and President with long range fiscal planning and make detailed proposals in support of policy decisions
  • At the end of fiscal year (end of June): arrange for prior fiscal year to be audited. Ensure that the authorization for incoming board members is in place at financial institutions and other organizations, including website password authorization. File all necessary tax documents yearly for the previous year and assist the incoming Treasurer with the current year when needed
  • Receive and evaluate scholarship applications and present to the board for consideration in accordance with the SHSI Scholarship Policy
  • Receive all monies paid to the school
  • Manage tuition deposits, keeping track of monthly payments, and making calls or emails regarding late payment of tuition
  • Make alternative off-schedule tuition payment arrangements for those member families requesting them and issue tuition receipts for those member families specifically requesting them
  • Assist the President and DOE with all regulatory compliance and reporting requirements, including monthly input of attendance records for the State of Vermont Child Care Resources when applicable
  • Inform Board monthly of all SHSI expenses incurred to maintain accountability
  • Oversees Assistant Treasurers
  • Make an effort to be aware of any concerns that may arise. Guide families toward the cooperative spirit of SHSI by modeling appropriate behavior and attempt to dispel any negative gossip by providing accurate information and maintaining open positive communication

 

COMMUNICATIONS DIRECTOR

The Communications Director is responsible for fostering clear and accurate communications within the SHSI community and with external parties. The Communications Director will ensure that SHSI’s brand is projected internally and externally in a consistent manner.

GENERAL RESPONSIBILITIES:

  • Attend all board and Full Membership Meetings
  • Communicate periodically with full membership (current and past families) via newsletter
  • Write thank you notes for general donations and when requested by President or DOE
  • Take phone calls and answer general questions about SHSI
  • Maintain SHSI general email address and public correspondence
  • Be sure answering machine is functioning at SHSI at all times, with current message
  • Oversee SHSI external communications. Ensure information on social media and website is up-to date and accurate.
  • Supervise publicity committee, fundraising committee, and technology committee
  • Oversee alumni relations
  • Make an effort to be aware of any concerns that may arise. Guide families toward the cooperative spirit of SHSI by modeling appropriate behavior and attempt to dispel any negative gossip by providing accurate information and maintaining open positive communication

 

PARENT AT LARGE (PAL) DUTIES

GENERAL RESPONSIBILITIES:

  • Attend all board and Full Membership Meetings
  • Act as a liaison between families in each class, teachers and the board. Maintain open communication with the teachers at all times. Encourage and guide families to discuss any class concerns directly with the teachers
  • Act as a liaison between the board and two or more committees. Gather information pertaining to committee activities prior to monthly board meetings and report those to the board. Maintain communication, offer support and provide direction as needed to all assigned committees
  • Oversee specific committees:
  • 2-Day:  Fundraising and Cleaning
  • 3-Day:  Publicity
  • 4-Day:  Buildings & Grounds, Health Officer
  • Create a folder for each class family containing important documents for the year (class list, family helper schedule, family helping tips, nut-free guideline, committee lists…).
  • Facilitate a meeting for new families prior to the first FMM in August.
  • Organize summer playdate(s) prior to the start of school, so that children and families may become familiar with each other and the school grounds.
  • Organize a Welcome Back Potluck at the beginning of the school year to foster school-wide community
  • Organize a school-wide winter holiday giving project in honor of teachers and staff
  • Generate ideas in collaboration with families and teachers for a class gift to create and donate to the Artisan Auction
  • Decide upon the notification system for each class. (email, text, phone tree, etc.) Communicate this with the families in your class
  • Initiate the SHSI notification system with pertinent messages for families such as Full Membership Meeting or upcoming special event reminders, notification of special board meetings, or any other topic deemed appropriate for the class
  • Notify families about their responsibility to install appropriate car seats for their children when carpooling for field trips.
  • Participate in staff evaluations as requested by the President
  • Make an effort to be aware of any concerns that may arise. Guide families toward the cooperative spirit of SHSI by modeling appropriate behavior and attempt to dispel any negative gossip by providing accurate information and maintaining open positive communication.

 

DIRECTOR OF EDUCATION DUTIES

The DOE oversees the educational programs and staff at SHSI, provides leadership to staff’s implementation of mission, promotes teamwork among staff and families, responds proactively to changing conditions to enhance program quality, and supports an organizational climate that fosters trust, collaboration and inclusion.

GENERAL RESPONSIBILITIES:

Program coordination responsibilities:

  • Promotes teamwork to enhance program elements that are consistent across all classes
  • Conducts weekly staff meetings to consult on program planning. Works as a team with staff to plan and review the implementation and assessment of goals for individual children and class as a whole. Works with the Board to maintain high quality programs that serve the needs of children and families and ensure financial stability for SHSI
  • Works with SHSI and the community (school districts, area preschools, child care centers) to meet the needs of young children and families
  • Responds proactively to changing conditions to enhance program quality (uses parent surveys, market research, professional publications, staff input, etc.)
  • Collects mail from SHSI post office mailbox.

 

Staff Management Responsibilities:

  • Supervises all staff members and is responsible for staff recruitment and retention
  • Maintains staff files, ensuring that staff meet: job requirements as described in  their job descriptions, CPR and Pediatric First Aid training, and staff development expectations by VT DCF licensing and NAEYC accreditation requirements, STARs accreditation, Independent Schools accreditation, and PreK partnerships in a locked, confidential personnel file
  • Communicates personal issues, year-end reviews, salary and benefit recommendations to the president of SHSI
  • Reviews and evaluates staff performance annually based on identified goals of each staff member (staff members evaluate themselves using their IPDP plans & goals. DOE includes information from classroom observations, parent surveys, and team members’ input)
  • Identifies and provides regular training opportunities for staff to improve skills in working with children and families (may include workshops, seminars, access to resource materials, in-service sessions, and visits to other programs)
  • Conducts orientation for new staff, including an overview of: goals and philosophy of programs, emergency health/safety procedures, guidance and classroom management techniques, and expectations for Code of Ethical Conduct (NAEYC)
  • Provides training and other opportunities for staff and families to keep abreast of latest developments in the field of early childhood education, including new practices, pending policy, legislation and/or regulatory changes
  • Works in partnership with each staff member to meet program goals and special needs of individual children
  • Oversees the summer camp coordinator and forever home committee
  • Make an effort to be aware of any concerns that may arise. Guide families toward the cooperative spirit of SHSI by modeling appropriate behavior and attempt to dispel any negative gossip by providing accurate information and maintaining open positive communication.