Portfolio Descriptions
Portfolio Assignments – a list of parents and their “assigned” jobs.
Parent Participation Preschools by definition mean that parents get actively involved in their child’s preschool. Tom Thumb Preschool thrives because of the time and effort parents put into the school. Every 3s and 4s Class parent has a “job” (portfolio) at the school. Jobs vary in terms of time commitment and responsibility.
- Parents are asked to rank their “job choices” when they register for the 3s and 4s Classes.
- The Portfolio Review person and the Co-Presidents and the teachers assign portfolios to people for the Annual General Meeting held in May of each year.
Portfolio Assignments:
Current year portfolio holders (job assignments) and depending on the time of year, a list of proposed parents for next year’s portfolio jobs are listed on the Portfolio Assignment web page.
Portfolio Binders:
- For almost every Portfolio, there is a Binder that contains all the necessary info required to do the job for most Portfolios. Some Executive Portfolios may have more info than a binder (i.e. Treasurer needs cheque books.)
- Annually, every portfolio family is required to complete an “Annual Portfolio Report”. Place one copy in your portfolio binder for the future families and submit an electronic copy to the Portfolio Review parent. This electronic copy of the Annual Portfolio Report will be posted on the web.
- At the end of each school year, Portfolio holders can simply download the Word document on the web site, make changes in Word, and send it to the Portfolio Review parent to review and post the revised Annual Portfolio Report to the web site.
- This also gives families the opportunity to review the portfolios in more detail prior to completing their registration package.
- A blank Template is available if necessary - Annual Report Template
Executive Portfolios
Members of the Executive Committee attend an extra meeting per month on top of the General Meeting. The Executive Meeting is usually held on the last Tuesday of every month commencing at the end of August and ending in May.
1. Co-Presidents – responsible for the administration of the preschool
- Chairs monthly General and Executive Meetings
- Guides the policy of the preschool in conjunction with the Teachers and the Executive
- Assembles and coordinates the Executive and their committees
- Executes the Teachers’ contracts on behalf of the society
- Supports members in the fulfillment of their portfolios
- Meets on a regular basis with branch members
- Liaises with the landlords and negotiates the annual rental contract
- Meets with the Teachers, Enrolment Assistant, and Portfolio Review person to assign portfolio jobs for the following year
Full Description of Co-President (WORD document)
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2. Co-Treasurers – responsible for maintaining the financial records necessary to comply with the Society Act and the Income Tax Act
- Collects tuition, issues tax receipts, invests excess funds, makes deposits / payments
- Negotiates Teachers’ contracts, pays Teachers’ salaries, makes appropriate remittance to Canada Revenue Agency and issues annual T-4 forms
- Prepares monthly financial statements with the assistance of a bookkeeper
- Compares results to budget and reports to Executive as necessary
- Prepares budget for following school year
- Submits CPPP documentation necessary for membership and insurance
- Assists Member at Large with the preparation of grant applications
- Prepares annual Charity Tax Return and GST Rebate
- Arranges an audit at the end of the preschool year, pursuant to Part 12 of the By-laws
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3. Enrolment Chair – responsible for maintaining full enrolment in the preschool
- Prepares and distributes enrolment packages in January for re-enrolment in the school and conducts registration for new families in February with the assistance of the Enrolment Assistant
- Receives all applications for enrolment in the school and ensures all the necessary forms are completed in full
- Ensures full enrolment throughout the year with the aid of the Enrolment Assistant
- Maintains the register and phone lists of the members
- Assists the Orientation Chair with observations of the preschool by new members and planning the June General Meeting
Full Description of Enrolment Chair (WORD document)
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4. Orientation Chair – responsible for coordinating the orientation of new members
- Coordinates the orientation of all new members which is necessary to comply with the school’s licensing requirements (i.e. 10 hours of orientation must be completed by all parents before taking on the role of Duty parent)
- Assists the Teachers with planning the three-hour Orientation Meeting for new members which usually takes place in early September
- Coordinates observations of the preschool with all new families and liaises with the Teachers regarding observation dates
- Notifies, in writing, all new families (3′s and 4′s program) of the May Information Meeting and assists the Teachers with planning and conducting the meeting.
- Notifies all new families (2′s, 3′s and 4′s program) of the June General Meeting
- Plans and executes the June General Meeting with the assistance of the Teachers and Executive
Full Description of Orientation Chair (WORD document)
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5. Co-Fundraising Chairs – responsible for coordinating established fundraising activities / events and implementing new ideas if needed
- Solicits feedback from the membership on preferred fundraising activities
- Plans and executes fundraising activities with the assistance of four to six fundraising assistants and the support of the membership to meet annual fundraising budgeted goal
- Communicates on a regular basis with the membership (General Meetings / Newsletter)
- Attends Executive Meetings but this can be shared between the co-Chairs and/or the Fundraising Assistants
Full Description of Fundraising Co-Chair Portfolio 2008-2009 (WORD document)
See also the description of the Fundraising Assistants Portfolio (WORD document)
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6. Secretary – responsible for correspondence from the Society as directed by the Co-Presidents
- Records and posts Minutes of all meetings of the Society and Executive
- Maintains all current records and documents of the Society except those required to be kept by the Co-Presidents, Co-Treasurers, Enrolment Chair and Teachers
- Assists Teachers with typing the sign-in forms for attendance
- Assists the Executive and Teachers with the Society’s documents as needed
Full Description of Secretary Portfolio (WORD document)
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7. Class Representatives (one from each class)
- Acts as the communication link between the Teachers / Executive and class members
- Compiles and distributes the Duty parent schedule
- Maintains record of attendance at General / Parent Education Meetings and ensures absent parents participate in an alternative parent education activity to make-up for missed meetings
- Communicates items of note to the members of their class via e-mail or telephone
- Collects money and may purchase gifts for special occasions such as a new baby
- Assists Co-Presidents, as needed, and assumes responsibility if required due to illness or absence
Full Description of Class Representative – 2s Class (WORD document)
Full Description of Class Representative – 3s Class (WORD document)
Full Description of Class Representative – 4s Class (WORD document)
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Non-Executive Portfolios
Members holding Non-Executive portfolios must attend the monthly General / Parent Education Meeting usually held on the second Tuesday of every month from September through to June.
1. Adult Social
- Coordinates the classroom set-up for the monthly General / Parent Education Meeting
- Prepares and distributes snack Duty schedule for General / Parent Education Meetings
- Maintains coffee and tea supplies for meetings and general consumption at the school
- Assists with the coordination of additional social events for members as needed
Full Description of Adult Social Portfolio (WORD document)
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2. Enrolment Assistant
- Coordinates enrolment for the two year old class
- Maintains full enrolment of the two year old class throughout the year
- Assists the Enrolment Chair with the annual registration of current and new members, as well as, other enrolment tasks as requested by the Chair
- Maintains, updates and distributes the school’s brochure
- Coordinates the window display at the Dunbar Community Centre (December / January)
- Advertises the preschool in the Dunbar community especially if enrolment is below 100%
- Assists the Teachers with the school’s open house (January)
- Coordinates other marketing initiatives as requested by the Executive and Teachers
- Co-chairs (along with Portfolio Review person) the committee consisting of the Co-Presidents, Orientation Chair and Teachers to elect the Executive and assign portfolio positions for the following school year.
Full Description of Enrolment Assistant (WORD document)
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3. Fundraising Assistants (4 to 6 people)
- Assists the Fundraising Chair and other fundraising assistants with the planned fundraising activities / events for the year
- Attends Executive Meeting if the Fundraising Chair is unable to attend
Full Description of Fundraising Assistants Portfolio (WORD document)
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4. Historian Photographer
- Coordinates and maintains the digital photographs taken by the Teachers/members on the classroom camera (must have working knowledge of digital photography)
- Compiles various photographs on DVD for purchase by the members
- Coordinates the annual class and individual pictures
- Assists the Teachers with the year-end DVD show
Full Description of Historian & Photographer 2009-10 (WORD document)
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5. Indoor Equipment
- Repairs, maintains and purchases the classroom equipment and toys
- Assists with the year-end classroom inventory
- Maintains the earthquake kit ensuring all the necessary supplies and up-to-date emergency contact forms are contained in the kitchen
Full Description of Indoor Equipment (WORD document)
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6. Laundry, Supplies & Sewing
- Launders towels, dish cloths, smocks, dress-up clothing, etc on a weekly basis (dirty laundry is placed in a bag for pick-up and clean laundry is returned to the proper storage place)
- Replenishes the school’s household cleaning supplies as needed
- Assists the Teachers with any sewing projects as needed
Full Description of Laundry, Supplies & Sewing Portfolio (WORD document)
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7. Librarian
- Maintains the children’s and adult libraries
- Re-shelves books on a weekly basis
- Conducts yearly inventory of books
- Purchases new books as requested by the Teachers
- Coordinates and advertises the annual story night with the assistance of the Teachers
Full Description – Librarian Portfolio (WORD document)
8. Scholastic Books
- Distributes the Scholastic Book catalogue to all members on a monthly basis
- Coordinates book orders and distributes books to members
Full Description of Scholastic Portfolio (WORD document)
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9. Member-At-Large
There may be more than one Member-at-Large portfolio. This depends on the number of parents in the 3s and 4s Class (this varies depending if there are many families with more than one child at Tom Thumb). This job can be thought of as a “Special Project” position and is expected to change each year, depending on the needs of the teachers and the Executive.
- Acts as a resource for the Teachers and Executive for special projects or assignments such as purchasing major items for the school, sitting on the personnel committee, acting as the Privacy Officer, etc.)
Evaluation:
- Plans and coordinates the school’s evaluation (March / April) under the direction of the Executive
Nomination Letters for CPPP Awards
- Receives nominations from the Executive and membership for the annual Council of Parent Participation Preschool Awards (February / March) and writes the letters of nomination which are typically one-page in length and based on material provided by the nominating individual
Grant Proposal
- Responsible for preparing and submitting grant applications; works with Treasurer in relation to school’s financials
Full Description of Member At Large (WORD document)
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10. Newsletter Editor and Communication Officer
For 2010-2011, this position was divided into 2 positions (Web Editor and Newsletter/Communication Editor). It had been combined into one position in 2008-09 when the Newsletter was converted into an on-line form, and a secure web site was developed for Tom Thumb families. Need to work with the Web Editor to post Newsletters.
- Coordinates the monthly newsletter
- Takes photos as per needed for the Newsletter
Receives members’ submissions, organizes material and publishes the Thumbprint Newsletter
- Works with the Web Editor to post the Newsletter to the web site
- Sends communication as per required to the Tom Thumb community – maintains email list for all classes
Full Description of Newsletter Editor and Communication Officer (WORD document)
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11. Outdoor Equipment
- Maintains and repairs the school’s outdoor area and play equipment
- Rakes and loosens bark mulch on a regular basis (monthly)
- Ensures window ledges, stairs and sandbox area are kept clean
- Organizes annual work party to conduct a thorough cleaning of outdoor equipment
- Assists with annual inventory
Full Description of Outdoor Equipment (WORD document)
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12. Gardening
- Maintains and repairs the school’s gardens
- Rakes and loosens bark mulch on a regular basis (monthly)
- Ensures window ledges, stairs and sandbox area are kept clean
- Organizes annual work party to conduct planting of flowers in the garden
Full Description of Gardening (WORD document)
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13. Parent Education
- Plans and coordinates the monthly parent education program
- Chairs and introduces the parent education speakers at each monthly meeting
- Advertises the monthly parent education speakers in the newsletter
Full Description of Parent Education Portfolio (WORD document)
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14. Portfolio Review and Special Projects / Assignments
- Reviews and updates the portfolio descriptions annually and ensures Enrolment Chair has updated descriptions for the enrolment packages which are distributed in January / February
- Collects portfolio binders and members’ annual portfolio summaries in May
- Surveys the members to obtain feedback about their respective portfolios
- Assists Executive with the portfolio assignments for the next year
- Acts as a resource for the Co-Presidents and assists with special projects/assignments as requested by the Co-Presidents
- Co-chairs (along with Enrolment Assistant) the committee consisting of the Co-Presidents, Orientation Chair and Teachers to elect the Executive and assign portfolio positions for the following school year.
Full Description of Portfolio Review and Special Projects(WORD document)
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15. Program Enrichment / Aquarium (3’s Class)
- Assists the Teachers with the planning of activities outside the usual daily program and activities for special occasions (Halloween, Christmas, etc)
- Assists the Teachers with on-going class projects, preparing art materials and providing supplies for seasonal and teaching themes
- Plans and coordinates the year-end picnic in early June
- Cleans and maintains the classroom aquarium and ensures it is taken care of during the holidays and over the summer break
- Prepares the children’s name tags for the coat hooks, as well as, the children’s and parent’s nametags for the mail cubbies at the beginning of the year
Full Description of Program Enrichment – 3s Class (WORD document)
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16. Program Enrichment (4’s Class)
- Assists the Teachers with the planning of activities outside the usual daily program and activities for special occasions (Halloween, Christmas, etc)
- Assists the Teachers with on-going class projects, preparing art materials and providing supplies for seasonal and teaching themes
- Assists the Teachers with organizing various field trips throughout the year and coordinates the collection of money and drivers needed for the field trips
- Assists with the planning of the year-end picnic if required
Full Description of Program Enrichment – 4s Class (WORD document)
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17. Web Editor
For 2010-2011, this position was divided into 2 positions (Web Editor and Newsletter/Communication Editor). It had been combined into one position in 2008-09 when the Newsletter was converted into an on-line form, and a secure web site was developed for Tom Thumb families. Note due to the timely nature of material needed for the web site, this position either attends the Executive meetings or receives copies of Executive Minutes.
- Maintains and updates the school’s web site
- Keeps the Calendar of important dates up-to-date on the web
- Takes photos as per needed for the web site
Full Description of Web Editor (WORD document)
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