Description of Parent Committee Positions

(Last Updated June 2, 2019)

Elections for open positions occur at our October AGM for the following school year. Consider joining our Committee! Positions are available for Lead, Vice-Lead and Education Director. It's a fun way to get to know other Playschool families and influence your child's development first-hand. If you are interested, please send us an email.

 

Playschool LEad (non-voting)

  • Coordinates all areas of the Playschool’s operational activities, within the parameters set out by the Community Association.

  • Assists the Committee and staff in understanding and carrying out their responsibilities.

  • Is responsible for the Playschool staff’s contracts, as well as contracts of board-approved hired consultants, rental agreements and various contracts with outside agencies.

  • Arranges and chairs all Committee and Annual General Meetings.

  • Handles any issues/problems that arise in consultation with the teachers and other board members.

  • Is involved in the hiring of staff with the assistance of a hiring committee.

  • In consultation with the Board members, approves the yearly budget as proposed by the treasurer.

 

Vice-LEAD

  • Conducts Committee meetings in the Lead’s absence.

  • Is responsible for ensuring operating licenses are current and followed by staff and volunteers.

  • Organizes and conducts inventory and clean up with parent volunteers and staff at year-end.

  • Assists the Lead with evaluation of current staff and selection of new staff.

  • Assists the Lead as necessary.

  • Manages the hiring of and contracts for the cleaning needs of the Playschool

 

Secretary

  • Records and distributes the minutes of Committee meetings, and Annual General Meetings.

  • Maintains meeting minutes’ book for annual audit containing all correspondence, staff and executive privacy oath, monthly agendas, minutes, budget updates, class lists, as well as other information as required.

  • Holds an updated version of the Community Association By-Laws, HHBHCA Playschool Policy and Procedure Manual and Parent Handbook. Prepares documents for modification and updates when necessary.

 

Treasurer

  • Advise and report financial operations to the Committee.

  • Track Playschool finances

  • Responsible for payment/reimbursement of Playschool expenses and completion of bank deposits, under the direction of Chair and/or Vice-Chair

  • Issue teachers’ salaries and families tax receipts in conjunction with Community Association Treasurer/Bookkeeper

  • Prepare the annual budget.

  • Prepare and support the annual audit of financial records.

  • Liaise with bookkeeper & Community Association Treasurer to share role where appropriate.

 

Registrar

  • Establishes registration procedures in conjunction with committee members.

  • Organizes spring registration, as well as ongoing registration throughout the year.

  • Accept notices of withdrawal or cancellations and manages appropriately.

  • Ensures registration information is complete for licensing purposes and provides updated class lists to teachers and the Secretary.

  • Compiles registration packages prior to Playschool commencement (end of August/beginning of September) with all required information required by licensing.

  • Ensures all families have verified their registration information in September and January (as indicated by licensing).

Class Liaison/Privacy Officer

  • Responsible for primary communication with classes.

  • Prepares Sign-Up Genius for parent special helper sign up, ensuring each family has signed up appropriately.

  • Responsible for distributing helper calendar to the classroom staff.

  • Coordinates and monitors police clearances.

  • Liaise with Communications and Marketing Coordinator to post event information as necessary.

 

Communications & Marketing Coordinator

  • Manages the Playschool’s website, and social media sites (Facebook, Instagram, etc.)

  • Liaise with Class Liaison to post Playschool event information on website and social media sites.

  • Disseminates information from teachers and parent executive board to Parents and other stakeholders through Playschool website and social media accounts as needed.

  • Responsible for coordinating advertising campaigns throughout the year (primarily online).

  • Responsible for determining most effective advertising venues in collaboration with executive members.

  • Supports the creation of, sends out to parents and compiles mid-year and year-end Parent Survey with guidance from Committee members.

  • Plans and organizes documents and support for the annual Open House

 

PARENT VOLUNTEER Coordinator (must be a returning parent)

  • Organizes parent and out-of-class member sign-up via Sign-Up Genius.

  • Liaise between teachers and parent volunteers to ensure smooth operation.

  • Assists with coordinating Playschool events, fundraising, out-of-class jobs

  • Distributes volunteer job descriptions to parents and coordinates yearly updates.

 

Community Association Education Director (MUST LIVE IN-BOUNDS)

  • Liaison between HHBHCA Playschool and HHBH Community Association.

  • This parent must live in Briar Hill or Hounsfield Heights

  • Attends both Community Association and Playschool meetings, part of Playschool Hiring Committee (as needed)

 

Past Executive Board Member (optional, non-voting)

  • Offers assistance to executive members as necessary.