V’là l’bon vent is a parent-run preschool. Our success depends on the support and contribution of all parents.

This section provides a detailed description of the positions you can take up, thereby making your own contribution to building a solid foundation to the education of your child / children. The fulfilment of the activities as described in this section will help V’là l’bon vent to reach its high potential. This way, it can ensure that each child will have the opportunity to receive a high quality education in a pleasant and unparalleled learning environment.

Each family commits to

• To attend two parent annual meetings: Orientation session; Annual general meetings
• To carry out diligently the duties and responsibilities as required by the position either chosen by or assigned to the family.

To the extent possible, each family has to select the tasks it chooses to carry out all year long. Please note that

• Some positions require you to participate either before or after the school year has begun or ended; some tasks should be done at certain times of year or at special events.

• Some tasks are very specific (Classroom and toys cleaning), others are largely self-driven (preschool promotion, fundraising).

• Some roles/activities apply only one class while others involve both classes.

• It might be helpful to get in touch as soon as possible with your predecessor to learn more about the position you will have chosen. The Communication coordinator will be pleased to assist you in contacting your predecessor.

• Should you have any questions about your position but not answered in this manual, please contact the Preschool Administrator.

 

Members of the Board of Directors 

	Positions
1	President
2	Vice President
3	Treasurer
4	Secretary
5	Registrar

Ordinary members 

	Positions	Number of Parents Required
1	Treasurer’s Assistant	1
2	Registrar’s Assistant	1
3	Health and Safety Coordinator	1
4	Representative to Partner’s Committee	1
5	Communication Coordinator	1
6	Documents and Web Content Coordinator	2
7	Party and children’s birthdays Organizer	3
8	Maintenance and repair coordinator	2
9	Procurement of school supplies coordinator	1
10	Promotion Coordinator	2
	Total	15

Board members

1. President presidentvbv@gmail.com

Duties and responsibilities:

• Coordinates Board activities, including setting up committees
• Calls monthly Board meetings as well as extraordinary meetings
• Prepares agenda of Board meetings in cooperation with the Educator and Board members
• Chairs Board meetings
• Prepares activity report for each Annual general assembly
• Signs cheques, reports and all documents that require his (her) signature
• May be requested to participate or represent the Board at meetings with third parties (such as meetings with new school construction committee) and conferences (such as Annual conference of the Fédération des parents francophones de Colombie britannique), and provides Board members with feedback.
• Conveys instantly to interested position holders, especially to the Educator, any information of her / their interest (e-mails from inbox of the President presidentvbv@gmail.com)
• Other issues under my purview as they may occur

2. Vice President vpvbv@gmail.com

Duties and responsibilities:

• Assists and replaces the President in case of unavailability
• Assists the President in setting up committees
• Participates in meetings
• Has the power to sign cheques, reports and other documents
• May lead special committees (e.g. for promotion, fundraising, requests for subsidies, human resources, equipment acquisition, repairs, party and field trip organization, etc.)
• Coordinates fundraising
• Coordinates volunteers’ tasks and other issues under my purview as they may occur

3. Treasurer tresorerievbv@gmail.com

Duties and responsibilities:

• Manages the preschool’s finances
• Responsible for bookkeeping
• Participates in meetings
• Submits a financial report and gives the Board full account of all transactions at each Board meeting
• Ensures staff pay as well as payments of all bills, membership fees, subscriptions dues and all other charges in relation to the Board activities
• Prepares financial reports
• Presents at each Annual general assembly the financial report of the year as well as a preliminary budget for the coming year
• Signs cheques jointly with the President
• Prepares tax forms for all parents
• Applies for subsidies with the Ministry of Children and Family Development of British Columbia and other issues under my purview as they may occur

4. Secretary 

Duties and responsibilities:

• Calls meetings and distributes agenda (if not done by the President) and presents an annual report of the secretariat activities to the Annual general assembly
• Participates in Board meetings
• Takes minutes of meetings
• Writes, distributes, updates, and files minutes of meetings in classroom in prominently displayed binders for the parents’ perusal
• Keeps in binders any official document that belongs to the Board’s scope, including a copy of Rules and Regulations and submits to the ministry any modification made to them, with a copy to the school Rose-des-vents
• Informs Board members of all incoming correspondences during ordinary meetings and files them
• Keeps an up-to-date record of the Board members (names, telephone numbers, email and postal addresses) jointly with the treasurer and other issues under my purview as they may occur

5. Registrar inscriptionsvbv@gmail.com

Duties and responsibilities:

• Participates in Board meetings
• Collects registration forms
• Manages online records of registration forms
• Responds to parent inquiries
• Keeps parents informed of the status of their children’s application
• Collects cheques for pre-registration fees, official registration fees, preschool fees, and deposit cheques for performance guarantee
• Reports up-to-date enrolment status to the Board
• Maintains a database of current, pre-registered, and potential clients and other issues under my purview as they may occur

Ordinary Members

6. Treasurer’s Assistant 

Number of volunteers: 1

Reports to: Treasurer

Duties and responsibilities:

• Plans and organizes fundraising events (December, May)
• Assists the Treasurer with all ongoing duties
• Purchases supplies (stationery, rice, beans for the exploration table) as requested by the Educator and Board and other issues under my purview as they may occur

7. Registrar’s Assistant 

Number of volunteer: 1

Reports to: Registrar

Duties and responsibilities:

• Assists the Registrar with various duties, including:
  • responding to inquiries from potential registrants
  • collecting tuition and fees
  • assisting registration at the Open House
• Prepares Thank you cards for parent participating in events
• Maintains a list of alumni families interested in early registration for their younger siblings and other issues under my purview as they may occur

8. Health and Safety Coordinator

Duties and responsibilities:

• Participates in some Board meetings
• Carries out emergency drills (fire, earthquake)
• Participates in Rose-des-vents meetings on safety on behalf of V’là l’bon vent
• Notifying and educating families about current and/or emerging health and safety issues
• Provides advices on hygiene related to classroom and toys cleaning and other issues under my purview as they may occur

9. Representative to the Partner’s Committee 

Duties and responsibilities:

• Participates in some Board meetings
• Attends monthly partners’ meetings (Association des parents d’élèves de Rose-des-vents, Association des parents d’élèves de Jules Verne, Fédération des parents francophones de Colombie britannique, Child care, Day care) and reports to the Board
• Keeps the Board informed of the preschool relocation issues
• Searches for possible venues for preschool and informs the Board
• Writes the minutes of the last meeting with the Partnership Committee and other issues under my purview as they may occur

10. Communication Coordinator

Duties and responsibilities:

• Participates in some Board meetings
• Ensures continuous face-to-face communication with the Educator and parents
• Contacts parents via email on a monthly basis, asking for suggestions and comments or providing feedback
• Sends parents newsletters (activities, important dates, other announcements, etc.) once in two months
• Assists the President in reaching out to parents and other issues under my purview as they may occur

11. Documents and Web Content Coordinator

Number of volunteers: 2

Report to: President

Duties and responsibilities:

• Works with the Board to update the Family Guide as necessary
• Works with the Board to update the Parent Participation Manual
• Works with the Board to update website content, including:
  • editing and updating existing content
  • writing new content
  • getting new or updated content reviewed
• Upgrades, fixes, or purchases office equipments such as computers, printers and telephone
• Makes sure local land line is functional and won’t expire and other issues under my purview as they may occur

12. Party and kids’ birthdays organizer 

Number of volunteers: 3

Report to: Vice-President

Duties and responsibilities:

• Plans and organizes all aspects of class parties (Christmas and School year end)
• Meets with the Educator in October to discuss plans for Christmas and in April for School year end
• Organizes kids’ birthdays in the classroom (30 minutes), makes arrangement with parents to obtain photos/videos, stories about birthday girl/boy and other issues under my purview as they may occur

13. Maintenance and repair coordinator 

Number of volunteers: 2

Report to: Health and Safety Coordinator

Duties and responsibilities:

• Organizes classroom and toys cleaning in December and March
• Gets toys and furnishings repaired
• Toys cleaning on a regular basis (once a month) and other issues under my purview as they may occur

14. Procurement of school supplies coordinator 

Number of volunteer: 1

Reports to: Vice-President

Duties and responsibilities:

• Coordinates supplies of Scholastic items such book orders for the           preschool (Detailed instructions on how to fulfill this role is available from the Educator) and other issues under my purview as they may occur

15. Promotion Coordinator

Number of volunteers: 2

Report to: President

Duties and responsibilities:

• Plans and organizes the Open House in February/March, including:
  • distributing advertising
  • preparing crafts and activities
  • organizing food and drinks
  • participates the Open House itself
  • cleaning up before and after the event
• Liaises with Web Content Coordinator to ensure preschool’s promotion on the website
• Promotes preschool on a regular basis
• Produces and places promotion leaflets at community centers and French speaking communities and other issues under my purview as they may occur