Member Responsibilities

Responsibilities of the Executive:

Responsibilities of the Committees:

 

Responsibilities of the Executive

Coordinator's)

ü      Must delegate work in a fair and democratic way.

ü      Must be center point for information coming into the Playgroup and be able to direct the information to the right committee head in the right manner.

ü      Must be a support to each committee head.

ü      Must be outgoing and make all members at Playgroup, new and old, feel welcome at the center.

ü      Plan and chair Executive meetings every 4-6 weeks.  Come prepared with an agenda.

ü      Assist the organization of the newcomers meeting to explain procedures and rules to all members.  Provide a written copy to each new member.

ü      Send out welcome letters to members at the beginning of each session.

ü      Coordinate Open house days at the Playgroup.

ü       Arrange end of year party for new and returning executive members.

ü      Attend all social events. (Kids Parties and Special Events)

ü      Have access to the Playgroup bank account.  Act as an alternative signing officer for all financial transactions.

ü      Be on hand to deal with any facility situations that may arise. (i.e.: flooding)

ü      Monitor duty days: act as contact person if a member cannot make a duty day at the last minute; do last minute replacements of duty parents whenever possible; Keep a list of members who have missed their duty days; Follow up on missed duty days with phone calls and warnings.

ü     Purchase Christmas and end of year gifts for the school staff who have contributed to the Playgroup.  This usually includes the secretary, caretaker, and the principal.  In the past, the amount spent on gifts has been reflective of the contribution of their time.

ü      Purchase year-end gifts for departing Playgroup executive and committee heads. (Approximately $20 per person)

ü      Keep track of number of photocopies made on the school photocopier and settle account with the school secretary at the end of the year.

ü      Act as liaison person with the school secretary and principal for the Playgroup executive and members.

Treasurer

ü      Attend executive meetings.

ü      Attend and assist on registration day.

ü      Keep a record of all income and expenses.

ü      Make deposits and withdrawals from savings or checking account.

ü      Pay bills.

ü      Reimburse executive members for expenses they have incurred.

ü      Prepare a budget at the beginning of each session.

Secretary

ü      Attend all executive meetings and record the minutes of these meetings.

ü      Provide a copy of the minutes to each member of the executive and a copy for the binder at the Playgroup.

ü      Must phone committee heads approximately one week prior to meetings to confirm attendance.

ü      Each session (twice a year), type and send to printers the list of committees and membership, and duty day roster.

ü      Do any other necessary typing throughout the year.

ü      Attend and assist on registration day.

Responsibilities of the Committees

ARTS AND CRAFTS

Committee Head(s)

  • Attend executive meetings.

  • Attend and assist at registration.

  • Order supplies for the beginning of the year (this is usually done in the spring of the preceding year) and as needed throughout the year.

  • Organize and maintain the art supplies in the storeroom.

  • Hold a meeting at the beginning of the year for new and returning members to review the rules and responsibilities at playgroup.  Also discuss ideas for arts and crafts activities.

  • Buy dry ingredients for play dough, and distribute these in zip lock bags with recipe at the meeting.

  • Monitor receipt and disposal of play dough (two week limit).

  • Maintain paint levels for use and keep blue shelves in arts and crafts area tidy.

 Members

  • Be responsible for set number of duty days.

  • Prepare an arts and crafts activity for your duty days.  This involves some planning and preparation at home.  At the committee meetings, we will be discussing arts and crafts ideas or you can come up with your own.  The craft should be suitable for children 2-3 years of age.  The craft should be safe, simple, and something that the child can do himself.  The younger children can of course participate, though the child will need more of his parent’s help.

  • The arts and crafts activity should start at 10:00am.  All the parents are responsible for cleaning up afterwards.

  • Attend a committee meeting each session for the purpose getting to know each other, explaining the ins and outs of playgroup and exchanging ideas for crafts activities.

  • Take turns making play dough, which is replaced every two weeks.

  • Crafts can be done any day by all members, however all materials must be returned to their proper places.

NEWSLETTER

Committee Head (editor)

  • Attend executive meetings.  Collect ideas and information to be published.

  • Attend and assist registration.

  • Set up a committee meeting in September and January to meet members and answer questions.

  • At committee meeting, encourage new ideas, sort and distribute assignments. 

  • Establish deadlines for newsletters and organize articles from committee members.

  • Bring to printer and pick up when ready, or delegate this task.

  • Put names of playgroup members on all individual newsletters and bring to playgroup.

  • Inform communications committee when newsletters are ready.  

Newsletter/Website Head:

  • Domain name registration and renewal (www.cppg.net)

  • Coordination of hosting services/server space (a home for our website)

  • Maintenance of website:

    • Ensure that regulations and responsibilities are kept up-to-date

    • Include reminders and communications on main page

    • Provide a copy of the quarterly newsletter in pdf format for members to view on-line.

    • Maintain a “things to do with your kids in and around Montreal” directory

  • Perform the data processing for the quarterly newsletter:

    • A minimum of 5 days must be provided to perform the processing

    • Amalgamate all submitted articles

    • Format the publication including applicable images

    • Provide a printed copy to newsletter committee head for copy-making

 Members

  • Be responsible for set number of duty days.

  • Be willing to do research for topics that are assigned.  This usually involves telephone and some footwork but all work is distributed according to individual abilities and interests.

  • Some research and an inquisitive mind are the most important job requirements.

  • Come up with new ideas for articles and stories.

  • Keep tabs on any news from the playgroup that might be interesting to share with the other members.

  • Attend one or two meetings per session.  A lot of our discussion is done over the phone.

REGISTRATION

Committee Head

  • Attend executive meetings.

  • Organize the September registration day.

  • Organize a small-scale registration day in January depending on the availability of space.

  • Keep a waiting list of potential new members.

  • Get school calendar from the school secretary; select September registration date at the end of August.

  • Prepare registration forms.

  • Call each member at the end of May to determine who will be returning, leaving or taking a leave of absence.  This may be delegated to a committee member.

  • At the end of August, call all new and returning members to advise of registration day information.

Members

  • Be responsible for set number of duty days.

  • Call members to see if they are returning for a new session.

  • Prepare schedules and sign-up sheets for registration.

  • Set up and register all members at registration.

  • Organize membership forms for the secretary.

  • Committee members must attend two meetings:  planning meeting and registration meeting to finalize lists.  

COMMUNICATIONS

Committee Head

  • Attend executive meetings

  • Attend and assist on registration day

  • Hold a meeting at the beginning of the year for new and returning members to become acquainted. Review the rules and responsibilities of playgroup, and assign a phoning list to each member. Answer any questions.

  • Hold a similar meeting in January for any new members.

  • Coordinate phone messages throughout the year and relay to committee members.

Members

  • Be responsible for a set number of duty days.

  • Phone (or e-mail) and relay messages to people assigned to you (approx.10).  Messages could include parties, emergency information, etc.

  • Phone (or a-mail) people during a two-week period to remind them of duty days. (Approx. 20-25 calls)

  • In total roughly 70-75 calls per session.  Although this committee has no need of regular meetings, there is one mandatory meeting per session to meet with your committee head and other committee members as well as to air any grievances or to offer suggestions concerning playgroup itself.

  • Remember to inform the committee head if you will be away so that someone else can forward any last minute messages.

KID'S PARTIES

Committee Head(s)

  • Attend all executive meetings

  • Attend and assist at registration.

  • Hold a meeting at the beginning of the year for new and returning members to review the rules and responsibilities at playgroup, and the expectations of the committee.

  • Book and schedule dates of events for the calendar.

  • Plan meetings with committee members to prepare for the parties.

  • Coordinate parties and delegate responsibilities to the committee members.

  • Book performers and confirm in writing.

  • Make church reservations. (Always have an indoor alternate when planning an outdoor party)

  • Keep budget for parties

  • Keep an inventory of supplies.

  • Report committee news to the newsletter and communications committees.

Members

  • Be responsible for a set number of duty days.

  • Attend 2 meetings per session of about 2 hours each, to discuss crafts and activities for the parties.

  • Bake or buy cookies, cupcakes or squares.  The cost will be reimbursed by the Playgroup.  Expenses must be pre-authorized by the committee head(s).

  • Shop for juice and food, craft supplies, floor plastic, odds and ends, etc.

  • Be n duty at kids’ party in addition to regular duty days (4 parties a year) to do the following:  decorate, set up and oversee crafts, serve juice and cookies, welcome performer, clean up afterwards, wash cups (if in use) and store supplies.

  • If you being on duty will mean that your child does not enjoy the party, you may bring someone along (such as a relative or friend) to be with your child while you are working so that he/she can enjoy the party too.

TOYS AND FACILITIES

Committee Head(s)

  • Attend all executive meetings

  • Attend and assist at registration

  • Schedule cleanup dates to be included in the calendar (3 or 4)

  • Hold a meeting/cleanup session before playgroup opens in September and again in November, January and April.

·        Review Playgroup and committee expectations of members

·        Answer any questions about playgroup

·        Clean the activity and toy rooms, the hallway and the storeroom

·        Wash and sort all the toys and put them on display ready for use.

  • Hold a small scale clean up in June in order to sort toys and throw out any that are in need of replacement.  Close up shop.

  • Must be aware of problems and damages at playgroup and delegate repairs to capable individuals.

  • Ensure adequate supplies of large sized diapers, wipes, Kleenex, paper towels, dishcloths, soap, cleaners, garbage bags, vacuum cleaner bags, masking tape, and batteries.

  • Ensure vacuum bag is changed once a month and vacuum filter is changed once a session.

  • Ensure dust buster is cleaned once a month.

  • Oversee purchase of toys and equipment for the playgroup.

Members

  • Be responsible for a set number of duty days.  

  • Be available for 4 evenings a year for clean-ups.  Do you have a babysitter?

  • Attend meeting/ cleanup sessions, clean activity and toy rooms, hallway and storeroom.

  • Wash and sort all the toys and put them on display ready to use. Discuss purchase of new toys.

  • Sort toys on a regular basis (put them in their proper place) Report any damage.

  • Vacuum gym room when it is your duty day.

SPECIAL EVENTS

Committee Head(s)

  • Attend all executive meetings

  • Attend and assist at registration.

  • Schedule event dates (two per session) to be included in the calendar

  • Hold a committee meeting in September and again in January to review playgroup and committee expectations, and answer any questions.  Brainstorm for event ideas.

  • Arrange social events (movie nights, dinner out, cruises) with the committee.  Delegate responsibilities (food preparation and party purchases) to committee members.

  • Book any necessary locations, speakers, or entertainment.

  • Provide details of upcoming events to newsletter and communications committees.  Also provide descriptions of past events to be included in the newsletter.

  • Ensure that events run smoothly, and stay within budget.

Members

  • Be responsible for a set number of duty days.

  • Must attend two committee meetings per session in order to plan and organize events.

  • Must help with the preparation for two events per session. Any costs incurred will be reimbursed by the playgroup.  All costs must be pre-authorized by the committee head.

  • Must attend and assist at events.

  • When necessary, sell and distribute tickets for events.

MUSIC AND MOVEMENT

Committee Head

  • Attend all executive meetings

  • Attend and assist at registration

  • Hold a meeting in September to review expectations of the playgroup and the committee.  Answer any questions.  Demonstrate a music session to motivate and encourage the members.

  • Maintain a resource binder with ideas for committee members.

  • Purchase new materials for the playgroup such as tapes/CDs, musical instruments, and suggestion booklets.

  • Periodically check that the Music & Movement bin is in order.  The bin is stored in the storeroom. 

  • Contact each member in January to announce any new materials that have been purchased.  Provide suggestions for new games, songs, and activities for the remainder of the year.

Members

  • Be responsible for a set number of duty days.

  • Prepare a Music & Movement activity for your duty days.  This could include a sing along, musical games, dancing, marching, rhymes, and finger-plays.  The playgroup has a parachute, portable stereo, tapes/CDs, and many instruments.  You can also bring a book from home or use one from the playgroup for story time.  The choice of activities often depends on the children participating on any given day.  Don’t worry you won’t be alone!  The other parents join along and often offer ideas and suggestions.

  • The Music & Movement activity should start at 10:00am.  The session could last from ten to twenty minutes, depending on the attention span of the children that day.

  • Attend a committee meeting each session for the purpose of getting to know one another, explaining the ins and outs of playgroup and exchanging ideas for Music and Movement activities.