Board meeting- open to those interested in joining the board

Passionate about our parent-run co-op?Have you wondered about joining the board of the Melrose Family Room to help sustain and grow our organization? Current board members are holding an interest meeting on 3/3/26 at 8 pm at the room. We also have an option to attend virtually via zoom. Please email board@melrosefamilyroom.org to express interest and join the meeting. 

 

MFR Board Job Descriptions

President

Duties include but may not be limited to: 

• Facilitate monthly board meetings, including setting an agenda and running the meeting
• Coordinate with Communications Coordinator to develop content for the recurring newsletter
• Point of Contact for Church/Landlord for maintenance and emergencies issues. 
• Answer emails directed to president@melrosefamilyroom.org and delegate as needed 
• Attend New Member Orientation and Prospective Member Open House
• Update Member Handbook with Vice President as needed 
• Manage annual board transition by setting a timeline for board members to decide to return, and filling vacant positions from the membership
• Facilitate transition between old and new board, including
  • Transition meetings as needed
  • Assist new President during board transition
  • Contact Church to let them know of new president
  • Remind and make sure Secretary files Change of Officer form via State of MA
  • Go to bank with Treasurer to update officers on the bank account

 

Vice President

 Duties include but may not be limited to:

• Attend monthly board meetings 
  • Typically, one Tuesday evening a month
• Manage online renewal process for current and new (waitlist) members 
  • Process is managed May - July 
• Review annual volunteer and/or cleaning obligations list to assess which members are eligible for renewal for the following year
• Spreadsheets of eligible and ineligible members are provided by Volunteer Coordinator and Supplies/Maintenance Coordinator, respectively 
• Manage the waitlist & tracking throughout the year
• Answer inquiries about the membership process
• Assist President and provide backup as necessary
• May include sharing event information and attending quarterly meetings
• Attend events such as Open House or New Member Orientation as needed
• Update Member Handbook with President as needed
• Orient the new VP as needed, during board transition

 

Treasurer

Duties include but may not be limited to:

• Attend monthly board meetings
• Manages MFR financial matters and attends monthly board meetings
  • Budgeting, tracking, and reporting processes have been designed to maximize time efficiency with the use of Quicken and Excel
• Managing bank accounts, accounts receivable, and accounts payable
• Categorizing transactions in Quicken
• Preparing monthly financial reports that track budget performance
• Attending monthly board meetings and identifies and communicates financial opportunities and risks 
  • Planning annual budget and producing annual financial report 
  • Completing annual state and federal filings
  • Ensure MFR maintains 501C4 (tax-exempt non-profit) status 
  • Files 990N Tax form (federal)
  • File State of MA Annual Report
  • Responsible to keep track of annual renewals (i.e. Insurance)
  • Contact Insurance Company to inform of any relevant board changes (i.e. President and Treasurer)
    • Note: Insurance company - TF Ward Insurance Agency, Franklin St, Melrose)
• Manages P.O. Box, deposit collection/returns, and any applicable reimbursement 

  

Communications Chair

Duties include but may not be limited to:

• Attend monthly board meetings 
• Maintain and distribute accurate meeting minutes of all monthly board meetings.
  • Minutes should be sent within two weeks of the officer meetings and posted in the room. Prior to posting, receive approval from the President or VP if the President is unable.
• Maintain a communications schedule from the Board to the membership; act as point person for Board communications to streamline and consolidate
• Manage member WhatsApp and Facebook groups and any other MFR social media presence
• Maintain room bulletin boards with up to date information
  • Can be offered and managed as volunteer opportunities to the membership group
• Maintain relationship with local community organizations serving families with young children, such as the North Suburban Family Network
  • Share with membership information about relevant events
• Create and distribute recurring newsletter (at least 3 per year, no more than 1 per month):
  • Coordinate with President and other board members on content
  • May include sharing volunteer opportunities, past and upcoming events, and membership updates
• Maintain and assist in updating MFR bylaws and policies
• Orient the new Secretary as needed, during board transition

 

Events Coordinator (Two Co-chairs) 

 Duties include but may not be limited to:

• Attend monthly board meetings
• Plan and execute events with Co-Chair and with the assistance of members of the events committee:
  • Four annual events: Halloween, New Year’s Eve, Valentine’s Day, and August outdoor event
  • Monthly movie nights and monthly member meetups
  • Other events at the discretion of the Coordinators
  • Includes communication to members via emails, What’s App, website, etc.
  • Gather member feedback on past or upcoming event ideas
• Coordinate with Volunteer Coordinator to maintain an accurate list of members who completed their annual volunteer requirements
• Coordinate with Volunteer Coordinator to provide a sufficient number of events or activities for which members may volunteer 
• Manage private room rentals in coordination with Treasurer and Tech Coordinator
• Orient the new Events Coordinator(s) during board transition

 

Supplies/Maintenance Coordinator

Duties include but may not be limited to:

• Attend monthly board meetings
• Responsible for the coordination and communication of 4 quarterly toy cleanings
• Address general maintenance needs of the room and notify President if Church needs to be informed
• Coordinate professional carpet cleaning during August closing week, and other possible larger maintenance projects 
• Ensure the MFR supplies are stocked including Arts/Crafts, paper/cleaning products, and snacks 
• Assist in-coming Supplies/Maintenance Coordinator in board transition

 

Tech Coordinator

Duties include but may not be limited to:

• Attend monthly board meetings
• Manage accurate list of Board members including appropriate online access and contact information 
• Maintain all applicable web platforms, including but not limited to:
  • Website 
  • TidyHQ platform
  • Email system
  • Facebook MFR Group (including adding new member requests and removing out-going and/or policy violative members)
• Work with Events Coordinator(s) on private room rental process
• Work with VP to assist and promptly resolve any new or renewing member technical issues (i.e. payment, registration and profile updates)
• Assist in-coming Tech Coordinator in board transition

 

Membership Coordinator

Duties include but may not be limited to:

• Attend monthly board meetings
• Point of Contact for any waitlisted and/or potential new members interested in learning more about the MFR. Responses include but are not limited to waitlist status, general room info, snacks, toy cleanings, and volunteer
• Organize and lead Open House and New Member Orientation events
• Ensure incoming and out-going members have key/room access needs met, including but not limited to:
  • Issue new member key code pin
  • Maintain accurate key code list depending on membership level and status (active or disabled)
  • Point of Contact for any key or key code related issues for members
  • Coordinate the annual key code assignment with landlord and VP prior to the beginning of each membership year

• Establish and maintain a list of volunteer opportunities that are shared with members (i.e. google doc, Sign-up genius etc.)
• Maintain and track record/metrics of members who completed their annual volunteer obligation and report data during Board Meeting
  • At end of each member year provide a separate list of members who did not meet volunteer obligations and therefore are not eligible for renewal
• Sending communications reminding members of the volunteer opportunities obligation and providing important reminders for any applicable volunteer deadlines.
• Point of Contact for any item(s) members wish to donate 
• Assist new Volunteer Coordinator during board transition 

 

Fundraiser

Duties include but may not be limited to:

• Attend monthly board meetings
• Raise money to help the Family Room function, via events or other methods, with the support of the Board and member volunteers as needed
• Coordinate with events chairs to assist with creating the event on the website and communicating fundraising events with membership and community at large
• In conjunction with the Treasurer and support of the Board, establishing an annual fundraising goal to meet. The monies raised will be used to pay for capital improvements, events, and other suggested Room expenses.
• Assist in-coming Fundraiser in board transition