Board Members
The Board of Directors is comprised of volunteer members* elected annually by its members at the Annual General Meeting. The Board is responsible for conducting the affairs of the co-operative (REFENS) in compliance with the Co-operatives Act, REFENS By-Laws and all licensing requirements. The Board will implement and determine General Policies for the Nursery School while operating within the given finances.
We encourage anyone who is interested in being on the Board of Directors to read the following job descriptions and talk to a current board member. The Board meets monthly to ensure smooth operation of the school. (at certain times of the year more frequent meetings may be required)
(*a member is someone who has paid the annual membership fee and is interested in helping our Nursery School function by volunteering their time and skills)
All parents/members are encouraged to attend the AGM in April, contact the co-chair at This email address is being protected from spambots. You need JavaScript enabled to view it.
for more details.
Introducing the 2018-2019 REFENS Board Of Directors
Duties of Chair
- Responsible for supervision, administration and management of the affairs for the co-operative
- Functions as the Board coordinator
- Prepares agenda and chairs the Board and General Meetings
- Is a signing officer
- Prepares bi-monthly newsletter
- Hires teacher in conjunction with others on the Board of Directors
- Negotiates teacher’s salary
- Takes care of registration if the co-chairperson position is vacant
- Updates and maintains the Chairperson’s binder
- Attends monthly meetings
- Comes to the class on a regular basis
Duties of Co-Chair
- Performs duties of the Chair in their absence
- Responsible for program registration and ensuring that all necessary forms are completed for each child
- Compiles a waiting list and informs these families when a space becomes available
- Distributes parent survey and compiles results every second year
- Chairs meetings in Chairperson’s absence
- Is a signing officer
- Updates and maintains the Co-Chairperson’s binder
- Attends monthly meetings
- Comes to the class on a regular basis
Duties of SECRETARY
- Records minutes of the General Meeting and all Board meetings
- Responsible for typing/writing of minutes
- Responsible for archiving minutes in the classroom and on the Cloud
- Responsible for distributing minutes to Board members
- Post highlights of Monthly meeting in the classroom
- Writes letters and thank-you notes deemed necessary by the Board
- Updates and maintains the Secretary’s Binder, Minutes Binder and “In Camera” Binder
- Attends monthly meetings
Duties of TREASURER
- Responsible for teacher’s payroll, Receiver General remittance and insurance payments
- Keeps and maintains up to date records of all monies received or paid out by the Nursery School
- Submits and presents a monthly written financial report at each Board Meeting, as well as an annual revenue and expense report to Parents/Guardians at the General Meeting
- Is a signing officer
- Provides an income tax receipt for each family for the period of September to December and then again for January to June
- Responsible for submitting records to the Worker’s Compensation and the Canada Revenue Agency
- Helps during registration with the writing of receipts, collecting postdated cheques, and collection of cash payments
- Deposits cheques monthly, deals with any N.S.F. cheques and collects all cash payments
- Collects money from Fundraiser or Class Coordinators for Nursery School events/outings
- Works together with the accountant to ensure all audits and financial statements are accurate and on time
- Updates and maintains the Treasurer’s binder
- Attends monthly meetings
- Comes to the class on a regular basis
- Archives all documents in the classroom and to the REFENS ownCloud in June
Duties of Fundraiser
- Presents fundraising suggestions/ideas to the Board
- Organizes fundraising activities
- Arranges with Class Coordinators to collect money and orders at fundraising deadlines
- Distributes products to Nursery School families
- Updates and maintains the Fundraiser’s binder
- Attends monthly meetings
Class Coordinators
Duties of Class Coordinators
- Ensures that each parent/family completes the required number of helper days for their class
- Ensures that the Parent Helper calendar is filled out and posted in the classroom
- Arranges extra volunteers for class when requested by the teacher
- Compiles a list of parents who are available to do extra parent helper days and/or may be available as an emergency parent helper
- Assists Fundraiser in arranging pick-up of money and forms from their class
- Adjusts the Helper Calendar when a new student joins/leaves a class mid-way through the school year
- Responsible for posting party sign-up sheet prior to class parties.
- Responsible for distribution and collection of permission slips for each class outing in conjunction with the teacher
- Compiles a list of all children attending a class outing and the name of adult responsible for the child (for the teacher)
- Helps out parents with transportation issues (assists in arrangements, does not provide the ride)
- Updates and maintains the Class Coordinator’s binder
- Attends monthly meetings
- Comes to the class on a regular basis
Duties of CLASSROOM SUPPLY COORDINATOR
- Responsible for purchase of supplies required by the teacher
- Responsible for purchasing gifts/treats for parties when funds permit
- Arranges to find an Elf for each class’ Christmas Party
- Updates and maintains the Classroom Supply Coordinator binder
- Attends monthly meetings
- Comes to the class on a regular basis
Duties of ALUMNI REPRESTENTIVE
Alumni Representative (must be an Alumni of REFENS)
- Contacts REFENS Alumni with all pertinent information as determined by the Board
- Organizes a Special Event for the enjoyment of all current students, alumni and their families
- Responsible for organizing the Christmas Hamper
- Arranges babysitters when needed during members meetings
- Responsible for organizing with the teacher, the Kindergarten Parent Information Night (held in February)
- Updates and maintains the Alumni Rep. binder
- Attends monthly meetings
Duties of HR/TRAINING
- Attend monthly meetings
- Keep binder updated
- Book meeting rooms
- Booking training for board members
- Attending board of directors training
- Researching new training opportunities for the teacher/teacher support at least twice a year.
- Employee yearly evaluation
- Liaison with labour board
- Ensure policy and procedures are up to date
- Create job descriptions, market position, recommend to board potential candidates
- First contact for employees (sick days, vacation request, grievances)
- Help create/maintain potential substitute teacher list
Duties of Teacher
Teacher (employee of REFENS)
- Responsible for the Educational Curriculum and day to day operation of the Nursery School
- Establishes a permanent inventory of supplies
- Supplies a list for Classroom Supply Coordinator to replenish supplies required for crafts and activities
- Notifies Chair/Board Members of any problems or situation that arises in the classroom regarding Health and Safety of any child
- Arranges a list of duties for classroom cleaning
- Prepares a monthly planner and distributes to all Parents/Guardians
- Discusses activities and program criteria with the Board Members
- Acts as an advisor to the Board of Directors
Welcome to REFENS!
Our school has provided a gentle first step into our children's eduction for more than 40 years. REFENS was started by a group of local parents and remains a parent cooperative to this day.
Fundraising Events
REFENS is a non-profit organization therefore some of the money required to operate is acquired through fund raising events. Parents’ involvement in this area is essential to keeping our fees reasonable and allows us to cover the costs related to class outings throughout the year. New ideas and suggestions are always welcome.
Donations
Donations are always welcome! If you have toys, books, software, costumes/dress-up clothes and craft items (e.g. yarn, felt, fabric paint, etc.) that you no longer need, please check with the teacher to see if REFENS could put them to use.
