We are a parent participation preschool, run by all of the members of the Burnaby French Language Preschool Society. Parents at BFLP are required to participate in all 2 volunteer categories: fundraising and volunteering.
With the registration package, the families will be asked to submit their top choices for volunteer positions. Over the summer, the volunteer coordinator will attempt to fill all positions according to your requests. If you register for the preschool after volunteer scheduling has already been completed, you will be assigned to one of the remaining positions. All parents will be informed of their volunteer duties at the mandatory September Parent Orientation.
Two ways to volunteer:
The administrative duties of operating the Preschool are carried out by parents elected to the Board of Directors. Most of the positions are filled at the General Meeting held in May, and most are held for a one year term from July to the following June. The Treasurer and Registrar terms extend from January to December to provide continuity through the summer registration period (i.e., the new Treasurer and Registrar still take over in June, but are welcome to consult with their predecessors by phone/email on as-needed basis). The retiring officers and directors assist in the overlap period in the orientation of the new directors and officers.
Board members have specific duties to fulfil. They are also expected to attend monthly board meetings, help run the 3 parent meetings, and communicate regularly with parents and other board members in between meetings. In recognition of the time this requires, Board Members will not be assigned a second volunteer duty.
Responsible for the operation of the preschool. Oversees the direction of the executive and the teachers. Acts as the emergency liaison. Responsible for planning and leading board meetings. Oversees the volunteers who sit on the board of directors.
Oversees the coordination of all social events (Christmas party and spring picnic) of the preschool. Attends to the privacy concerns of the parents. Assists the president whenever there is a need.
Encompasses all financial affairs for the preschool, from doing payroll to monthly bank deposits and bill payments. Responsible for mail pick-up at the preschool’s post office box.
Keeper of records and responsible for communications between the board and parents. Responsible for writing the minutes for all executive and general meetings; supervises on the web. Informs the volunteer-webmaster of changes to the board membership (i.e. email addresses of new board members who start mid-year should be added to the board mailing list, and of those who step down should be taken off.)
Responsible for administering the enrolment of new families to the Society and preschool, as well as the maintaining of class lists. Will receive applications from new families and maintain adequate records of enrollment. Report the enrollment figures to the government. Communicate with prospective families throughout the school year and the summer, by email and telephone, regarding enrollment inquiries.
Responsible for the promotion of the preschool through the creation and distribution of flyers, placement of advertising, maintenance of the BFLP Facebook page, assistance with BFLP open houses, and posting of signage (on school fence). The goal of publicity is to keep enrolment numbers high throughout the year.
Responsible for planning and conducting fundraising events throughout the year. The fundraising director will have a small committee of parents to assist with the fundraising projects.
Responsible for the maintenance of school building and equipment. This volunteer ideally has the skills required for minor repairs to the classroom, and maintenance (changing light bulbs, painting, etc). Oversees the Big Clean Up.
Coordinates and oversees all parent volunteers (with the exception of the Board of Directors): receives parents’ volunteer sign-up forms; assigns parents to volunteer positions in late August. Works with the classroom teachers over the year to ensure that all volunteer needs are being met, and helps to adjust the assignments if any difficulties arise or when new families enroll. Reminds clean-up teams of their upcoming duties.
Supports board members where needed (e.g., assist the Registrar with registration activities throughout the summer, open houses, and other peak recruitment times).
Can a board position be shared?
As long as 1 person stays accountable for the work associated with the position, a 2nd person can share in on the work. Only the accountable person’s name will be listed in the Society’s documentation with the BC Government.
Assistants to various board members are required every school year. In particular, the Registrar will need help as well potentially the Treasurer and other board members. For the Registrar the majority of the assistant’s work will be done in the spring organizing registration packages for the next school year: photocopying, compiling, addressing and mailing of registration packages to 50+ families pre-registered for the next school year (any expenses will be reimbursed). The assistant will potentially be asked to attend the Open Houses to assist with registration activities, such as helping parents fill out pre-registration forms and answer registration inquiries.
The treasurer may also require help in completing their duties and will assign work at their discretion (in past years the treasurer’s assistant was responsible for calculating payroll). The Publicity Director may request help distributing flyers to various places around the lower mainland (schools, libraries, community centres etc).
This important position is assigned in June and starts in July along with the elected board members.
For the health of the children, the classroom needs a thorough disinfectant cleaning of all toys and surfaces once every month. The “big toy cleanup” job may sound daunting, but, in reality, it is a very reasonable time commitment. Cleanup crews will be divided into alternating teams. Each team will be scheduled for 4 cleaning days over the course of the year. Crews of 5-8 parents can expect to spend no more than 2 hours in the classroom on their cleaning days. However, if a family is absent then it will take the crew longer. Please indicate whether you are interested in team A or team B.
If you are unable to come to your assigned day, you may trade with another parent or have another adult fill your spot (i.e. grandparent, friend, neighbour). One person in each team is assigned the Team Lead role and is responsible for sending reminders to their team prior to the scheduled clean up. The team lead should also secure the classroom access key on the last school day that their child attends prior to the scheduled clean up, and return the key to the teachers on the following school day. The team lead takes attendance on the day of clean up. Please note that the Big Toy Cleanup is to clean toys only, no cleaning of carpets, kitchen, bathrooms etc. is required. There are janitors who clean up the school on a regular basis.
The Class representative should be a parent who can drop off or pick up his/her child at the preschool, as regular communication with parents and the classroom teachers is necessary for this position. The class representative acts as a liaison between the teacher(s), the Executive Board, and the parents so that all parents are aware of upcoming events, meetings and any problems that may arise.
The class rep informs parents regarding upcoming activities distributes raffle tickets and collects field trip forms and money. Ideally, the class representative will attend field trips and be responsible for handling the payments/check-in for their specific class on field trip day. If this is not always possible, the class rep may find a designate.
In addition, the Class Representative may occasionally be invited to attend the Executive board meetings in a nonvoting capacity in order to be more aware of Preschool matters and/or relay concerns affecting his or her class.
One person is required to assist the teacher(s) in booking field trip activities and distributing consent forms. This person will also act as the party coordinator who will chair the party committee (consisting of the three Class Representatives as well as the Vice President as needed).
The party committee will organize the annual winter and spring parties for the children. The committee arranges a location (if the party is not a "classroom event"), arranges for a visit from Santa, potluck food, etc. Information about previous parties is available.
These parents work with the Fundraising Director (board member) to organize fundraising events and activities throughout the school year. Help with planning, promoting, sorting, compiling orders, and distributing goods.
This duty must be performed daily by the person who picks up your child at the end of class. These volunteers will collect the garbage from the classroom and dispose of it (usually in the nearby Marlborough School dumpster). These volunteers will also monitor the quantity of recyclable goods, and will take the recycling home with them when a sufficient amount has been collected (or at the request of the teacher).
This duty entails taking home towels, tablecloths, dress up clothing, paint smocks and other laundry to be washed and mended. The teachers will send items home with any parent on the team, as required. Estimate one load of laundry per week. This works best if laundry goes home on a Friday and is returned (clean & folded) on the following Monday. As a result, these positions are best held by parents from the 4-year-old classes (M/W/F schedule).
These volunteers photocopy materials as needed by the preschool teachers and board members. Please note the costs of making the copies are not reimbursed. Generally, the teachers will require 15 photocopies per class for monthly newsletters, field trip consent forms etc.
This volunteer circulates order forms or online notices via email to parents approximately once a month. The volunteer subsequently collects, compiles, and places the order (by phone or online). When the order arrives, the book coordinator will divide up the materials according to individual orders, and will return them to the classroom where parents can pick them up. The orders we make at BFLP contribute to earned points for teachers to buy new books for the school on a credit basis.
This duty entails shopping for supplies as requested by the teacher(s) (usually once every 2-3 months). This person should be available on short notice, and perhaps have a Costco (or other wholesale) card. All supplies purchased will be reimbursed (please keep all receipts). This duty also requires that play dough be prepared, either at home or in the classroom, on a monthly basis. Expenses can be reimbursed by the Preschool upon request.
This parent is responsible for the maintaining and upgrading of the BFLP website at www.bflp.org. This position is suited for a tech savvy parent with experience programming in HTML. The website volunteer will be in regular communication with the Board of Directors, but will not hold a voting position at the board meetings. The webmaster will also maintain the parents’ and board’s mailing lists.