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:

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.

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.

VP 4’s: 4’s class

Works with the VP 4’s to assist the President with the administration of the preschool. They are a resource to other members in the execution of their jobs according to the accountability tree by contacting them each month – Parent Education Chair, Parent Education Assistant, Cleaning, and Scheduling. Meets with the licensing officer on their annual visit and follows up on any short comings; 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.

VP 3’s: 3’s class

Works with the VP 3’s to assist the President with the administration of the preschool. They are a resource to other members in the execution of their jobs according to the accountability tree – Resources Chair and Committee, Safety, Website/Social Media, and Newsletter; 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; keeps duty parent jobs lists up to date.

Treasurer 1:

Maintains the preschool financial records on a computerized bookkeeping program and writes cheques.  Creates the budget. Currently is assisted by a paid bookkeeper. 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; keeps the kitchen office supplied and tidy; creates and circulates agendas before Executive and General Meetings.  The Secretary should have access to a laptop computer and be proficient in typing.   Member of the Governance Committee.

Enrolment Chair: 4’s class or returning family

Establishes and maintains waitlist of those interested in the preschool; explains the philosophy and workings of the preschool to prospective members; updates and collects registration documents and orients new families (includes tracking of orientation hours); checks phone messages daily, arranges observation sessions for prospective members; arranges teacher visit for new members, helps coordinate Newcomer’s Day, New Parent Orientation Meeting. The Enrolment Chair has an assistant – ideally from the other class, and receives assistance from the PR/Enrolment Assistant 2 and the Scheduler. Chairs the Jobs Committee.

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, phone tree, 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; writes brief report to put into our newsletter, 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 licencing.  This position is an Executive ‘member at large’ position.

FUNdraising Chair:  4’s class or returning family, 1 or 2 positions

Plans and organizes fundraising activities (Pumpkin Patch, Pub Night/Silent Auction, Purdy’s, Mabel’s Labels, etc.) to raise money in order to balance the budget; outlines typical fundraising events in newsletter ahead of time; notes funds raised from events in the newsletter; there is a committee to share the workload. This position is an Executive ‘member at large’ position.

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. Follows up with committee members to ensure jobs are completed in a timely fashion. This position is an Executive ‘member at large’ position.

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Non-executive Positions:

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

Arranges education speakers for the 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 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.

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Resource and Inventory Chair: 4’s class or returning family

Assists the Teachers in preparing materials for the program; purchases art supplies, refreshes library books, makes games and flannel board stories, collects materials for science projects, etc; and oversees the records keeping of incoming and outgoing inventory and budget spent/remaining during the school year. This Chair has a committee to share the workload.

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

The committee works with the Resource Chair.  One member of this committee serves as the Inventory Controller. She/he keeps records of incoming and outgoing inventory and budget spent/remaining during the school year; organizes year-end inventory and updates electronic inventory lists.

Enrolment Assistant 1: 3’s class

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; see Enrolment Chair under Executive positions for more details.

Public Relation Chair: (Ideally 2 people, one from each class)

Works closely with the Teachers and the Social Chair to organize preschool special events (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.); coordinates visits to the preschool (Elmer the Safety Elephant, etc.) Keeps parents informed of the plans and handles advertising and promotions throughout the year.

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PR and Enrolment Assistant 2:

Works closely with the PR Chair and Enrolment to organize preschool special events (open houses, Special Person’s Day, Preschool Fair, Newcomer’s Day, Christmas Tree decorating, end of year picnic, parade decorating, and Lynn Valley Days, etc.). Ensures proper signage is displayed and distributed to advertise our preschool.

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

Works with the FUNdraising Chair to organize fundraising events (Pumpkin Patch, Pub Night/Silent Auction, Purdy’s, Mabels Labels, etc.) to raise money in order to balance the budget.

Grant Writer:

The grant writer works closely with the President, Treasurer, and Secretary to identify and apply for various grants.  As a member of the Governance Committee, they will support the secretary to create clear minutes in order to receive grants.

Treasurer 2:

Responsible for monthly bank deposits, payroll, and tax receipts. Works with personnel on Teacher’s contracts.

 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.

Cleaning:

Maintains the stock of cleaning supplies in the preschool and keeps cupboards organized; schedules the monthly; ensures that all the cleaning tasks are done on a monthly basis and the preschool is opened and closed on cleaning nights; organizes year-end cleaning and inventory day(s) with Teachers, Resource Chair, and R&M Chair; ensures back door closet, furnace room, and shed are well organized with appropriate hooks and shelving.

Scheduling and Orientation: 4’s class or returning family

Organizes and circulates the duty day schedules for both classes.  In the spring after schedules have been posted for the remainder of the school year, joins the Enrolment team to help with Orientation Activities for incoming families, including Newcomer’s Day and New Family Orientation Evening.  As a lighter position, you are expected to offer your assistance to the FUNdraising and R&M committees.

Communications Team:

The communications team consists of the following 2 positions, who work together to distribute relevant material both within the preschool and/or to the general public.  Although these are independent positions, there is a certain amount of overlap and these positions benefit by working together to share content (photos, calendar of events, links to other resources, etc).

  1. Website and Social Media:

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.

Posts upcoming events on both website and social media (Facebook, Twitter).  Ensures teacher pictures and bios are current.  Works with Enrolment in January to coordinate waitlist requests submitted via website.  Adds relevant material from monthly Newsletter to blog portion of website (ex: articles written by teachers).

  1. Newsletter and Photos:

Collects submissions from members and reports from the committee chairs following the monthly Executive Meeting; assembles and edits the newsletter; distributes the newsletter to current members and alumni in the week preceding the General Meeting.  Collects pictures throughout the year for Newsletter, also prepares year-end photo books for 4’s class.

Revised May 2017

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