Jobs Portfolio

LVPPP Job List  

Note:  This list represents the job distribution of a typical year at LVPPP.   Exact job descriptions and committee numbers will vary depending on enrolment, parent skills, and number of multiple-child families in any given year.  Where indicated, a job may be more suitable for a parent of a particular class (3’s vs 4’s).  Where a parent has particular skills/experience or interest in a particular job, we try to accommodate these requests.

Parents contribute to the running of the school in the following ways:

Executive Positions:

The executive positions are elected at the May General Meeting and each Executive member is provided with a portfolio, which details the requirements for the job.  These positions can be very rewarding and look great on a resume.  The Executive meets at 6pm the first Wednesday of the month, prior to the parent education session and the General Meeting.

President:

Chairs monthly executive meetings

VP 4’s: 4’s class

Works with the VP 3’s to assist the President with the running of the preschool. They are a resource to other members in the execution of their jobs; works closely with the teachers to ensure proper communication to the parents; organizes casual social activities with the 4’s class; expected to assist with major events at the preschool and assist other jobs when needed; keeps parent manual up to date; creates the next year’s important dates; coordinates visits to the preschool for the 4s class (Elmer the Safety Elephant, etc.); books Christmas tree at the Lynn Valley Parade of Christmas Trees. Liaises with teachers and parents to coordinate a graduation event for the 4s class.

VP 3’s: 3’s class

Works with the VP 4’s to assist the President with the running of the preschool. They are a resource to other members in the execution of their jobs; works closely with the teachers to ensure proper communication to the parents; organizes casual social activities for the 3’s class; expected to assist with major events at the preschool and assist other jobs when needed; books and organizes year end picnic.

Treasurer:

Works with the preschool Administrator to prepare budgets; oversee and authorize payroll; tracks committee spending against the budget; and approves and writes cheques to reimburse member expenses. Member of the Governance Committee.

Secretary:

Records clear and organized minutes at the Executive and General Meetings to ensure we receive grants and that information can be found easily for years to come. Circulates minutes by email and posts them in the kitchen; keeps track of attendance at the General Meetings and ensures that people who have missed a meeting sign the minutes; updates procedures and deals with correspondence; creates and circulates agendas before Executive and General Meetings. The Secretary should have access to a laptop computer and be proficient in typing.

Enrolment Chair: 4’s class or returning family

Works with the preschool Administrator and the parent executive to boost waitlist numbers and ensure that incoming families are appropriately oriented and welcomed to the community; coordinates the Open House (January) Newcomer’s Day (May) and the New Parent Orientation Meeting (August). The Enrolment Chair has an assistant – ideally from the other 3s class, and receives assistance from the Scheduler.

Personnel:  4’s class or returning family

Promotes good communication within the preschool and helps deal with any difficulties members may be having with jobs; coordinates the annual preschool evaluation and facilitates staff evaluations as necessary; models and reminds parents of confidentiality (by newsletter or by positive reinforcement); assists with teacher contracts; creates the contact lists, google groups, and accountability tree; supports the President with any disciplinary issues.

CPPP Board Representative:

Represents Lynn Valley PPP at the Council of Parent Participation Preschool Board meetings on a bi-monthly basis; prepares brief report for membership, including an introductory on what/who is CPPP. Keeps members up to date on any workshops provided by the board or changes in legislation and licensing.

Marketing Chair: 4’s class or returning family

Develops strategies to promote the preschool and raise our profile in the community in order to boost enrollment and ensure successful fundraising events; works with website, social media and blog, and our communications & advertising roles in order to deliver these strategies. 

Fundraising Chair:  4’s class or returning family

Plans and organizes fundraising activities (such as Pumpkin Patch, Pub Night/Silent Auction, Purdy’s, Mabel’s Labels, etc.) to raise money in order to balance the budget; works with marketing team and website to promote events; notes funds raised from events for membership; there is a committee to share the workload.

Repairs and Maintenance Chair:  4’s class or returning family

Organizes the R&M team to keep the premises in good repair, which includes the playground, gardens, building, and equipment. Responsible for managing the budget, delegating tasks and following up with committee members to ensure jobs are completed in a timely fashion.

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Non-executive Positions:

Parent Education Coordinator: 4’s class, or returning family

Arranges a combination of in person and virtual education sessions for monthly parent education and maintains the parent education library; ensures that members who are unable to attend the parent education session complete alternate parent education.

Parent Education Assistant: 3’s class

Parent from the 3’s class, assists the Parent Education Coordinator and is prepared to take on position of Coordinator the following year. Arranges 2 parent education sessions with help from the Parent Ed Coordinator and organizes refreshments for monthly General Meetings (including staying after the meeting to tidy up kitchen and put classroom back together, disposing of any food, running dishwasher if required, and emptying dishwasher the next day).

Repair and Maintenance Committee (Minimum of 3 people) Mix of 3’s and 4’s class

The committee works with the Repair and Maintenance Chair. R&M Chair will ensure the team comes together to keep the building and premises in good shape by using schedules and delegating tasks. Obtain quotes for the building repairs; make small school repairs; keep toys and equipment in working order; maintain the water feature. Some ‘handyman’ experience preferred for some members on this team. Two members will be responsible for Gardening and Playground. They are responsible for co-ordinating the upkeep of the outdoor areas including ensuring paths and stairways are free of debris, mowing lawn, pruning bushes, and clearing a path to the preschool when there is snow.

Resources

Assists the Teachers in preparing the school at the start of the school year and may be called upon to assist teachers with materials for the program such as purchasing art supplies, refreshing library books, and collecting materials for science projects. This role is part of the R&M Committee and will be expected to assist with R&M tasks throughout the year.

Cleaning

Maintains the stock of cleaning supplies in the preschool and keeps cupboards organized; schedules the monthly preschool clean up; organizes year-end cleaning with the Teachers; ensures back door closet, furnace room, and shed are well organized with appropriate hooks and shelving. This role is part of the R&M Committee and will be expected to assist with R&M tasks throughout the year.

Enrolment Assistant: 3’s class

Works with the Preschool Administrator to respond to incoming inquiries in a timely manner and ensure that incoming families are appropriately oriented and welcomed to the community; works with the Enrolment Chair to coordinate the Open House (January) Newcomer’s Day (May) and the New Parent Orientation Meeting (August). A parent in the 3’s class who will be returning the following year is the ideal candidate; the assistant should be willing to take over the Chair position the following year.

Fundraising Committee: (minimum of 3 people) Mix of 3’s and 4’s class

Works with the Fundraising Chair to organize events (Pumpkin Patch, Pub Night/Silent Auction, Purdy’s, Mabels Labels, etc.) to raise money for special projects and to keep our enrollment fees affordable.

Assistant Treasurer:

Responsible for monthly bank deposits, tracking donations, and financial records keeping in our CRM for annual tax receipts. Works with Treasurer and Preschool Administrator.

Safety:

In charge of all aspects of maintaining a safe environment for our children. Ensures first aid supplies in the emergency backpack and shed are adequately stocked; ensures earthquake supplies are updated as needed and that emergency procedures are maintained; keeps adequate non-peanut emergency snacks for both upstairs and the shed; creates and maintains allergy profile sheet as well as anaphylactic action plan sheets as necessary; checks fire pull system and exit lights once per month; schedules and oversees annual fire inspection; completes monthly playground safety checklist; creates sign-up sheets before the start of classes as well as maintains them throughout the year; prints and facilitates annual safety orientation tour at the beginning of the school year.

Scheduling and Orientation: 4’s class or returning family

Organizes and circulates the monthly duty day schedules for both classes. Also tracks orientation hours for all families to ensure that everyone has the appropriate number of hours before scheduling them for duty. In the spring after schedules have been posted for the remainder of the school year, this position joins the Enrolment team to help with Orientation Activities for incoming families, including Newcomer’s Day and New Family Orientation Evening.

Communications and Advertising:

Works closely with the Teachers and the Marketing Chair to organize promotions for preschool special events (such as open houses, Special Person’s Day, Preschool Fair, Newcomer’s Day, Christmas Tree decorating, end of year picnic, parade decorating night, and Lynn Valley Days etc.); Keeps parents informed of the plans and ensures proper signage is displayed and distributed throughout the community to advertise our preschool.

Website:

Maintains and updates the school website (www.lvppp.org) on a monthly basis, ensures website material is up to date, refreshes content as requested by executive or marketing. Proposes and executes any special projects to enhance and update the website in order to keep the preschool’s profile up to date. Works with Enrolment in January to coordinate waitlist requests submitted via website.

Social media and blog:

Writes monthly blog posts, takes photos and manages our social media presence in order to develop a sense of community, promote our events and encourage enrolment at the preschool. 

Revised March 2021

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