GLOSSARY OF TERMS
ASSOCIATION VICPA
BOARD VICPA Executive, E.C.E. Board Representative and the Group Representatives
CCFB Community Care Facility Branch, if referring to certification or variance
CCFA Community Care Facility Act
CCR Community Care Regulations
CLASSROOM Preschool session, preschool program session
E.C.E. Early Childhood Educator
VICPA CONSULTANT Person hired by the Association
EXECUTIVE
CO-ORDINATOR Person hired by the Association
GROUP Refers to the Membership of a preschool in the Association
MEMBERSHIP YEAR Period from July 1st in any year to June 30th in any given year
PARENT/ Caregiver, helper parent, member, member of group
VOLUNTEER
ASSISTANT
POLICY A high level overall plan embracing the general goals and acceptable procedures for the Association.
PRESCHOOL Refers to the physical plant or facility
PROCEDURE A particular way of accomplishing something or of acting. A series of steps followed in a regular, definite order.
STANDARD Any definite rule, principle or resource determined by the Association's and Provincial Governing bodies authority.
SCHOOL YEAR Refers to current term from September of one year to June of the following year
VICPA Vancouver Island Cooperative Preschool Association
VICPA MISSION STATEMENT
The Vancouver Island Cooperative Preschool Association is an umbrella organization for preschools owned and operated by the members on a non-profit, non sectarian basis, which supports the parent membership with management skills training and manuals, the Early Childhood Educators with orientation and in-service training, and promotes parent education and parent participation in the classroom.
HISTORY OF THE VANCOUVER ISLAND COOPERATIVE PRESCHOOL ASSOCIATION
Mrs. Gertrude McGill started the Garden Library on her property with the building of the "Book House". The purpose of the garden library in the beginning was to encourage the children of the neighbourhood to read better books. As the popularity of the Garden Library grew, so did the facilities, mostly with the help of parents. See Spring, 1978 Parent Cooperative Preschools International, Journal for an in-depth article.
A chronological history of the Association follows:
1943 Provincial Department of Health and Welfare amended Welfare Act to include all preschool groups
1944 First Victoria cooperative play group was founded at St. Mathias Church in Gonzales district
1946 Mrs. Gertrude McGill, Provincial Preschool Convenor for British Columbia P.T.A. toured the province and organized a number of groups on the Island
1947 First non-credit preschool courses for parents at Victoria Night School
1949 Organization of the Vancouver Island Cooperative Playgroup Association. In November 50 fathers and mothers of the 8 existing playgroups moved -"desiring to pool our ideas and resources for our mutual benefit and for the promotion of the preschool movement we form a co-operative playgroup association".
1950 First publication of a newsletter entitled "The Coverall".
The first of many workshops, sponsored by the Association over the years was a "Leaders Workshop". Guest speaker was the Superintendent of Preschool groups from Seattle.
1953 Association responsible for having non-credit courses for leaders accepted at Victoria College.
1954 First preschool credit courses offered in Victoria. In an effort to raise teaching standards, Provincial Welfare Institutions Licensing Board, set a minimum of ten courses in preschool education as a requirement for a teaching certificate.
1955 Now more than 80 groups in B.C., 13 of these on Southern Vancouver Island.
1960 American Council of Parent Cooperatives founded (name changed in 1964 to Parent Cooperative Preschools International).
Brief presented to Chant Commission in co-operation with the Parent Participation Preschool groups (Vancouver).
First summer courses for credit in Victoria.
1967 Membership in the Victoria Association totals 8 local groups. Some groups have closed because public school kindergartens opened.
Association Constitution revised, committees reorganized.Co-operative Teachers group formed.
Gestetner machine acquired.
Brief sent to B.C. Teachers Federation.
Delegates sent to P.C.P.I. Conference in Vancouver.
Press and TV coverage of local groups.
1968Workshops held for group executives.
to Monthly meetings provided for teachers.
1971 Association affiliation with Vancouver Association.
Membership provided for all group members in P.C.P.I.
Newsletter every two months.
Equipment loan established.
Courses for Preschool Supervisors assumed by Institute of Adult Studies.
Insurance for groups established.
Loan Fund for new or struggling groups established.
1971 New Constitution/By-laws adopted.
to Association became incorporated under Societies Act -
1975 Extensive aid was given to help member groups to incorporate.
New portfolio for Treasurer, Secretary, all other portfolios revised.
Finance and Standards Committees formed.
Monthly in-service training program for all supervisors.
VICPA's orientation program for parent/volunteer assistants approved by Community Care Facilities Board.
Membership in Association grew to 14 groups.
Fund established for supervisors and/or parents to attend conferences.
Expanded amount and type of insurance coverage.
Yearly supervisors' salary revision.
Increased external communication through meetings and correspondence with:
a) various government officials
b) child related agencies
c) school board members
d) other interested groups, individuals, agencies,
clubs, etc.
Expansion of Association Executive Meetings to include a Delegate representative from each group.
New Supervisors Portfolio.
1975 Purchase of electric Gestetner.
to Standards Portfolio written and yearly visits instituted.
1978 A part-time paid worker was hired to start August, 1976 to handle correspondence, minutes and generally relieve President and Executive of heavy burdens, working out of her home.
Constitution rewritten, new format, new Executive officer set up encompassing Board.
Although an Orientation Supervisor had existed for many years, in 1975 we were in a financial position to reimburse this position. Spring 1978 saw rewrite of Orientation Supervisor guidelines.
New Orientation Portfolio printed.
Delegates sent to P.C.P.I. conference in Los Angeles, 1977; Toronto, 1978.
Sponsored 6 shows in Victoria, 3 in Nanaimo of Mr. Dressup as a fundraiser for schools and Association.
Enrolment Poster professionally printed.
First annual day-long workshop sponsored in conjunction with University Victoria, April, 1978.
Up-island Branch of Associate Groups formed Spring, 1978.
1978 14 Greater Victoria Groups, 1 Salt Spring Island, 4 Up-island.
Presented Brief to the Joint Commission of Teacher Education.
A lot of energy went into the best possible hospital care for children in the Capital Regional District.
A Joint Committee was established with reps from Day Care, Private Nursery Schools, B.C. Preschool Teachers and ourselves.
1979 Standards Portfolio with a special Appendix Section was adopted as the Supervisors' Portfolio.
Merit Level System adopted for Supervisor's Salary Structure.
First professionally printed Brochure, 2-fold, red/yellow format for publicity purposes was done.
Up-island Branch dissolved mainly due to distance between groups.
Orientation Supervisor title was changed to Supervisor Consultant.
Purchase of Electric Typewriter and newer hand-operated Ditto Machine for office.
Non-executive position of Purchasing Agent adopted to handle bulk orders of school supplies for all groups.
Travelling Mall Display built for use by all groups.
1980 Small fundraiser through Sharon, Lois & Bram ticket sales at McPherson Theatre.
Extensive revisions made to Standards Portfolio.
Membership Committee struck in the fall to evaluate categories and services.
The Association continues to send a representative to the Annual P.C.P.I. Conference and annually or semi-annually runs workshops for all the executive positions in the preschools.
Supervisors Orientation Program revised.
Parent Education, Enrolment and Orientation Portfolios updated.
1981 Hosted P.C.P.I. Annual Conference at University of Victoria in May with record attendance of over 500 at day-long conference on the Saturday.
Named day-long conference "Making Tomorrow" for first time and will continue to do so.
Revised services to Associate Member Groups.
Major overhaul to Constitution with new category, Affiliate Groups. First two members in that category are Pt. Hardy and Pt. McNeill.
Extensive Association Evaluation done in spring leading to new directions in Board work format.
New category for membership in Supervisors' Committee for inservice -- Independent.
First Up-island Board Meeting hosted by Ladysmith.
Delegate sent to Canadian Conference for Young Children in Calgary.
Extensive campaign against "Early Santa" in Victoria.
1982 President's Portfolio updated.
Communication Skills Workshop sponsored by Association; 4 different leaders in 4 geographic areas throughout Greater Victoria.
1983 Coverall run on goldenrod coloured paper.
1984 Submission made to Fraser Committee re Pornography & Prostitution.
Sponsored Mr. Dressup Concerts at Royal Theatre.
Purchased two photocopiers - 1 for Printer, smaller model for office.
Established Bursary for children of Supervisors and Employees.
Willa Burke, VICPA's Executive Secretary, became President of PCPI for a two year term.
New format adopted for Portfolios - Enrolment & Orientation Portfolios rewritten.
$500. line item in Budget established to fund Supervisors' Committee rent and speaker fees.
Two half-hour videos made in co-operation with Rogers Cable titled "I Am Special"; Part 1 "The Child's Experience in a Cooperative Preschool; Part 2 "The Parent's Experience in a Co-operative Preschool"
1985 Association sponsored first Fun Fair.
Established a Fundraising Resource contact person for groups.
March/April issue of Coverall typeset at a Printer.
Future Directions Committee was struck.
Service Awards established and enamelled pin of two figures (logo) made.
Cross-town Open House of all Victoria schools on a set date established.
Banner printed red on yellow, for displays, parades, etc.
VICPA TALK on large bristol board, laminated, prepared for school visits.
Decision made to make Standards visits to ALL member groups.
1986 Report presented to Parliamentary Task Force on Child Care.
Secretary's portfolio rewritten.
First P.C.P.I. Regional Idea Exchange took place in Burnaby with VICPA members chairing all workshops.
"Red Manual" written for VICPA Executive and first Orientation Meeting held for them.
Letter for Co-operating firms allowing parents flexible time to participate.
Network Committee - Provincial organizations - joined by VICPA.
1987 Co-sponsored PCPI 1-day Leadership Development Workshop.
Equipment Portfolio rewritten.
Fundraising Workshop held for first time in fall.
Salary and Merit Level Committees join forces for simpler salary information.
14 Full Member, 3 Associate and 7 Affiliate Groups
1988 Presented written brief to Royal Commission on Education.
Hosted PCPI Annual Meetings at University of Victoria.
-held 2-day Advanced and 1-day PCPI Leadership Development Workshops.
"Traditions" books sold as fundraiser.
Presidents and Vice-Presidents Portfolios rewritten.
1989 Dual-Entry Kindergarten was announced; much energy was spent in the next two years coping with this. It was cancelled in 1991.
Goal-setting meeting of VICPA Executive took place at Francis King Park.
Earthquake Committee was struck; information packets made for each school and in 1990 extensive additions were put in Standards on this topic.
1990 Mid-Island Workshop held for Affiliate Groups.
Changes to Prov. Community Care Facility Licensing Board Child Care Act; inception of Criminal Record Checks. After much effort this was eventually negated for co-op preschool parent/volunteer assistants. Medical Letter now required from family doctor.
Charitable Tax Status for VICPA and all Incorporated member preschools.
1991 A grant from Vancouver Foundation was received and a Computer, Printer and new Copy Machine was purchased.
Katharine Whiteside Taylor Bursary established for Early Childhood Education Students by P.C.P.I.
1992 "A Magic Place", half-hour video was made in co-operation with Rogers 11.
Parent Education portfolio revised.
Decision made to place emphasis on "Parent Participation Preschools in all advertising.
Extensive co-op preschool display at Making Tomorrow Conference.
Fundraiser of weekend away at up-island resort enabled purchase of small loan equipment pieces and videos.
Approval received to hold bi-monthly parent education programs up to 3 hours in length
1993 New logo - 3 figures within circle
Video loan library for parent education
Enrolment/Orientation Chair instituted
Future Directions Committee given specific parameters to work within following year
1994 Treasurer's Portfolio rewritten
Casino used as a Fundraiser; purchased Fax for office
Staff person now called Executive Co-ordinator; new job description in place
Orientation meeting for old and new Association Executive and Committee Chairs set in a 4 hour format with goal-setting component
Pilot Project Committee struck to set structure and evaluation process
1995 Directors & Officers Insurance purchased with Gordon Head funds
12 Full Member Groups, 2 Associate and 5 Affiliate as at Sept.
Policies & Procedures Manual, First Edition completed
E.C.E. Appraisal Committee struck
2007 Coverall suspended
12 Full Member Groups, 2 Associate and 1 Affiliate
Pilot Projects submitted by Lambrick Park, Sidney, Lakehill and Cordova Bay to implement various non-participating parent policies.
2008 Orientation of new ECE’s is now the responsibility of the ECE committee.
VICPA web site updated and a marketing banner is purchased.
Adoption of Toddler Time policy that adheres to insurance
Workshops for Personnel Committees (October) and Contract Negotiations (February) are offered by VICPA Consultant and VICPA VP1.
2009 Orientation of new ECE’s is now the responsibility of the VICPA consultant.
VANCOUVER ISLAND COOPERATIVE PRESCHOOL ASSOCIATION (VICPA)
PRESIDENT VICE PRESIDENTS TREASURER MARKETING/FUNDRAISING ECE
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STAFF STANDING COMMITTEES AD HOC COMMITTEES
EXECUTIVE CO-ORDINATOR E.C.E. COMMITTEE
STANDARDS
MAKING TOMORROW
VICPA CONSULTANT SALARY & MERIT LEVEL
FINANCE
NOMINATING
HIRING
CONSTITUTION & BY-LAW REVISIONS
PERSONNEL
ENROLMENT & ORIENTATION
COVERALL
WEBSITE
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VICPA BOARD
VICPA EXECUTIVE MEMBER GROUP'S REPRESENTATIVE EARLY CHILDHOOD EDUCATOR REP.
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MEMBER GROUPS
PRESIDENT VICE PRESIDENT(S) TREASURER SECRETARY PARENT EDUCATION EQUIPMENT ENROLMENT/ORIENTATION FUNDRAISING PAST PRESIDENT EARLY CHILDHOOD EDUCATOR
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Membership Status: Full Member Groups - within Capital Regional District (except Salt Spring)
Associate Member Groups - including Salt Spring to north Nanaimo city limits
Affiliate Groups - north of Nanaimo and outer Islands
VICPA Services: Guidance and Support; Portfolios; Workshops/Networking; Insurance; "Coverall" newsletter; Loan Equipment; Making Tomorrow Conference; Government Agency Liaison and Community Representation.
PHILOSOPHY
Vancouver Island Cooperative Preschool Association
Learning comes about through play
when the need for both freedom
and discipline is recognized.
Parent-participation (co-operative) Preschools are organized by groups of families who wish to provide their children with a quality preschool experience. Parent-participation Preschools are owned and operated by parents on a non-profit basis. Under the guidance of a qualified Early Childhood Educator, parents assist in the classroom and participate in the educational program which emphasizes "Learning through Play".
The educational program includes activities that promote the complete development of the child - social, emotional, language, intellectual and physical - and encourage a good self-concept, self-control and self-reliance. Children enjoy both quiet and active indoor and outdoor play. Visitors to the classroom and excursions into the community enrich the regular program. There is opportunity to use a wide range of materials and equipment. Classes are small, warm and nurturing, providing children with considerable individual attention.
Parents/caregivers in co-op preschools gain...
-A deeper understanding of children by learning about the behaviour and growth needs of children at various ages and stages in their development. Active participation in the classroom and parent education programs provide the opportunity for this growth.
-An opportunity to develop skills and insights essential for guiding children. By participation with a professional early childhood educator, the parent/caregivers, gain useful ideas for helping their child at home and in the world about him.
-A chance to meet, socialize and work co-operatively with a group of parents from a cross-section of the community, representing a variety of occupations and socio-economic levels, and to receive emotional and practical support.
-Support through parent and early childhood educator conferences, by discussing progress or difficulties being experienced by their child.
-Executive and Committee experience within your own group and through the Association.
The Vancouver Island Cooperative Preschool Association is an "umbrella" organization for parent participation (co-operative) preschools on Vancouver and outer Islands. Member groups offer educational and creative play activities in half-day programs to children aged 3-5 and a planned orientation and parent education program for parents/caregivers. Each group is licensed as required by the Community Care Facility Act and employs a fully qualified Early Childhood Educator. VICPA schools undertake an annual evaluation, striving for the highest standards of service to preschool children and parents.
VANCOUVER ISLAND COOPERATIVE PRESCHOOL ASSOCIATION
50 Marler Pl, Victoria, BC, V9B 6B8
250-598-2667
POLICY & PROCEDURE MANUAL
PURPOSE:
This manual has been written to:
1. Ensure consistency in policy and action.
2. Assist in the orientation of group and Association executive members.
3. Ensure continuity of operations from year to year.
4. Serve as a record of specific administrative decisions.
POLICY & PROCEDURE DEVELOPMENT:
1. New policies and procedures are prepared by a designated individual or committee and presented for review to the Constitution & By-law Committee. The initial draft states the identified need and the rationale for the proposed policy.
2. Following approval in principal by the Standards Committee and VICPA Executive, the policy is be ratified at a Board meeting.
3. All approved policies must be dated and referenced to origin.
4. Notification of policy and procedure changes and distribution of these is the responsibility of the VICPA office.
REVIEWS & REVISIONS:
The Policy and Procedure Manual is revised by the Constitution and By-law Committee as changes occur. To ensure current and equitable practices, the manual is also reviewed and revised every five years by a special committee struck for this purpose. All revisions must be approved by the Standards Committee and VICPA Executive and ratified at a Board meeting.
All material must be dated. The following codes after the date indicate the status:
O - (1st publication date)
R - revised
r - reviewed and reconfirmed date (no changes)
This publication reflects the history of Policy and Procedures in this Association.
18.05.2008
VANCOUVER ISLAND COOPERATIVE PRESCHOOL ASSOCIATION
50 Marler Pl, Victoria, BC, V9B 6B8
250-598-2667
TABLE OF CONTENTS
GLOSSARY OF TERMS
MISSION STATEMENT
PHILOSOPHY
STATEMENT OF STANDARDS - 3 pgs.
HISTORY OF VICPA - 5 pgs.
ORGANIZATIONAL CHART
JOB DESCRIPTIONS, VICPA Executive and Appointees - 5 pgs.
COMMITTEES - 6 pgs.
SERVICES OF ASSOCIATION and BENEFITS OF MEMBERSHIP - 4 pgs.
PORTFOLIOS
WHERE IS IT?
WHOM DO YOU CALL TO MAKE USE OF VICPA SERVICES?
MEMBERSHIP, Conduct of Members, Failure to meet Standards
ADMINISTRATION/GENERAL - 3 pgs.
ADMINISTRATION/VICPA EXECUTIVE
EMPLOYEE/VOLUNTEER REQUIREMENTS
FINANCIAL POLICIES - 2 pgs.
ORIENTATION - 2 pgs.
CONFLICT RESOLUTION PROCEDURE - 3 pgs.
PILOT PROJECT PROCEDURES - 2 pgs.
DISSOLUTION OF A PRESCHOOL - 4 pgs.
VICPA E.C.E. COMMON PRACTICES - 3 pgs.
GUIDELINES FOR THE E.C.E. HIRING COMMITTEE - 4 pgs.
VICPA CONSTITUTION & BY-LAWS - 9 pgs.
JOB DESCRIPTIONS OF VICPA ELECTED EXECUTIVE including PAST PRESIDENT AND APPOINTED POSITIONS
All positions are elected or appointed for one year. Outgoing Executive Members and Committee Chairs are responsible for orientating their successor and are available as a resource for each position. There is a detailed Job Description with a Calendar of Action for each position. Skills learned in various positions often lead to a marketable resource on a resume.
The Association permits any position to be co-chaired with the understanding that good communication between the two parties and the rest of the Executive is essential. A mutual agreement on the breakdown of duties would be required.
All VICPA Executive and Committee Chairs are responsible for raising the profile of VICPA to our membership and the public at large.
The Executive Co-ordinator is a resource for all positions.
"These jobs are a learning experience. QUALIFICATIONS are a willingness to do them!"
E L E C T E D P O S I T I O N S
PRESIDENT
This position can be shared by two people. The following duties would have to be shared. Chair all meetings of the Association Executive and Board; is a member of the Constitution and By-law Revision Committee and an ad-hoc member of all Association Committees. Maintain contact with all member groups and with any organizations concerned with the preschool child; is the official spokesperson for the Association on public relations and policy matters. Attends Early Childhood Educator Committee meetings; facilitates Presidents Workshops when necessary.
Time commitment:
1 Executive meeting monthly, except December
6 (minimum) Board Meetings (held on the same night as the Executive meetings),
President's sharing follows
1 President's Workshop at AGM
VICPA President’s year end report, to be read at the AGM
phoning and emailing
1st VICE-PRESIDENT
The 1st Vice-President is responsible for all facets of Personnel. They will probably have experienced participation on a preschool executive. They act as liaison between the Preschools, VICPA Consultant and Executive members.
This person in conjunction with the VICPA Consultant co-chairs the Personnel Workshop in the fall, Contract negotiations workshop in February and the VP workshop at the AGM in May.
Time commitment:
1 Executive meeting monthly, except December
6 (minimum) Board Meetings
1 Personnel Reps Workshop
1 Contract and Negotiation Workshop
1 Salary & Merit Level Committee
meeting
phoning and emailing
18.05.2008
2ND VICE-PRESIDENT
The 2nd Vice-President is responsible for Parent Education and awards. They act as a consultant to member preschools regarding speakers, annually correlating a speakers list obtained from preschool's parent education chairs in April. Strikes an Awards Committee in January. Organizes distribution of Awards forms. Receives completed forms and Chairs Awards Committee that reviews nominations, informs candidates and possibly writes the Program. Arranges for Certificates to be sent to preschools and arranges for VICPA Awards at the AGM
Time commitment:
1 Executive meeting monthly, except December
6 (minimum) Board Meetings
1 Parent Education Workshop at AGM in May
ex-officio member of Standards Committee
phoning and emailing
TREASURER
The Treasurer is responsible for all facets of our funds with the exception of the Making Tomorrow Conference. Some financial expertise is required. This includes payroll, proper books of account, monthly and year-end financial statements. The Treasurer may co-ordinate the workload with a Treasurer's Assistant. During any VICPA Fundraising activities the Treasurer will liaise with the Fundraising Resource Chair.
The Treasurer chairs the Finance Committee which is responsible for setting the proposed Budget; assists the incoming Treasurer with the Spring Workshop and holds a January Treasurer's Workshop.
Time commitment:
1 Executive meeting monthly, except December
6 (minimum) Board Meetings
2 Treasurer's Workshops
phoning and emailing
MARKETING/FUNDRAISING
Marketing/Fundraising is responsible for publicity liaisoning with parenting and educational fairs, conferences and in particular Making Tomorrow, community malls and public events. When the opportunity arises, arranges for newspaper, radio or TV coverage.
This person maintains an ongoing file of Fundraising ideas and is able to answer questions from preschools on how to set up a silent auction etc. Will facilitate any fundraiser that the VICPA sponsors and chairs the Fundraising Workshop at the AGM for Preschool Fundraisers.
Time commitment:
Co-ordinating displays throughout the year
Making Tomorrow, 1st Saturday in May (helps to organize the baskets donated for silent auction by the individual preschools)
Phoning and emailing
AGM in May
PAST PRESIDENT
The Past President is a working position on the executive. If the Past President is unable to fulfil their role, the President may appoint members to assist with some of the Past President's commitments.
The Past President serves in an advisory capacity to the President and Executive and may be asked to chair/attend the following committees:
Nominating
Constitution and By-laws Revision
Future Directions
Time commitment: 1 Executive meeting monthly, except December
6 (minimum) Board Meetings
Otherwise dependent on areas of involvement.
Phoning and emailing
A P P O I N T E D P O S I T I O N S
CONSTITUTION & BY-LAWS CHAIR
Policies & Procedures
This position is usually a role carried out by the Past President. If the Past President is unable to chair this committee a chair will be appointed. The Chair is responsible for forming a committee to annually review Constitution and By-laws and to co-ordinate a special review committee every five years for Policies & Procedures.
Is responsible to the Executive.
Time commitment: variable
attends AGM in May
COVERALL EDITOR
A fulfilling job for someone interested in learning more about journalism. Compile, edit and proofread Coverall. Solicits articles from individual members; acts as liaison with a Printer; co-ordinates proofreading; counts and distributes to preschools at appropriate Board meetings and when necessary works with the Editorial board regarding any concerns re advertising or content.
Is responsible to the President.
Time commitment: May attend Board meetings
Attends AGM
Emailing Coverall and posting to VICPA website
phoning
ENROLMENT/ORIENTATION CHAIR
Chairs an Enrolment/Orientation Workshop in November. Keeps up-to-date with changes in Standards as they effect Enrolment and Orientation procedures.
Is responsible to the 2nd Vice President.
Time commitment: 1 Workshop
phoning
AGM in May
MAKING TOMORROW CONFERENCE CHAIR
This person or persons is responsible for the overall performance of the annual day-long VICPA Conference held at University of Victoria the first Saturday in May.
It is recommended that incoming Committee Chair(s) work with the outgoing Committee during March and April to familiarize themselves with the Conference workings. They should form their committee immediately following the annual conference for the following year. A Calendar of Action and Job Descriptions for all committee members are available.
Is responsible to President.
Time commitment: 8-10 meetings with Committee members/U. Victoria staff
May attend 1 or 2 Board meetings or delegate
May visit 1 or 2 preschools to promote Conference
Busy week prior to Conference
All day Saturday Conference
Phoning and emailing
STANDARDS CHAIR
Works with the Executive Co-ordinator. Plans orientation for Standards visitors and organizes visits to all member groups. In conjunction with the 1st Vice President deals with any standard concerns that arise throughout the school term (this includes legislation and recommendations from VICPA Executive and Committees) and prepares recommended changes to the Standards Portfolio for presentation and approval at the AGM
Is responsible to the 1st Vice.
Time commitment:
2-3 School visits
AGM in May
phoning and organization
WEBSITE MANAGER
Updates and maintains the VICPA website.
Time commitment:
5-10 hours/year
VICPA COMMITTEES
Committees of the Association shall be called at the discretion of the President who is an ex-officio member of each one. The President, in consultation with the Executive, shall appoint the chair of each committee. The Executive Co-ordinator may sit on Committees at the discretion of the Executive.
The following policies apply to the establishment of various kinds of work groups within the VICPA
The organization recognizes only two kinds of work groups:
1. STANDING COMMITTEES:
A work group whose terms of reference reflect business which is ongoing and is related to the VICPA mandate. Standing committees will be established in accordance with VICPA by-laws.
2. AD HOC COMMITTEES:
Work groups whose terms of reference reflect business which is task specific and time limited.
PROCEDURE:
1. All Standing and Ad Hoc Committees must have established terms of reference which have been approved at a VICPA Executive meeting.
2. Minutes are kept of all Committee meetings.
3. Terms of reference for Standing and Ad Hoc Committees should include:
purpose, objectives, reporting relationship, membership, chair, frequency of meetings, terms of appointments, circulation of minutes, budget and definition of reporting process.
4. Standing and Ad Hoc Committee chairs are required to submit a written progress report to the Executive in January and the VICPA annual meeting using the recommended reporting form.
COMMITTEES (in alphabetical order)
1. APPEALS (see Personnel Committee)
Any appeal received by a group following a grievance procedure should be forwarded to 1st Vice President who will then request copies of all written material concerning this occurrence.
The Appeals committee is responsible for reviewing and recommending action on a group's grievance procedure.
Make-up: First Vice President, Chair; President, Past President, VICPA Consultant
The Functions of this Committee are to:
a) gather all recorded information from the group;
b) review it; and
c) make recommendations; prior to making any recommendations or decisions, the committee may request to meet with parties involved and listen to the original grievance and subsequent actions.
2. AWARDS
This committee is responsible for reviewing nominations for Service Awards and Honourary Life Memberships.
Make-up: Second Vice President, E.C.E. Representative
The Functions of this Committee are to:
a) review all nominations and notify the sponsor;
b) evaluate nominations for Honourary Life Memberships and notify the sponsor; and
c) prepare Certificates and an Awards program.
A: SERVICE AWARDS: The VICPA Service Award has been instituted to honour those individuals who have made an outstanding contribution to their co-op preschool or the co-operative preschool movement as a whole. Member schools, VICPA Board or the Early Childhood Educator's Committee may nominate candidates whom they feel are worthy of this award according to the criteria outlined below.
Criteria for Nomination
1. Nominee must be a member of the VICPA.
2. Nominee must be endorsed by a member co-op preschool, VICPA Board or
E.C.E. Committee.
3. Nominee will be considered on the basis of the following:
-involvement in their co-op preschool and/or VICPA Board extending far beyond the necessary commitment
-significant contribution in educating parents or Early Childhood Educators i.e. writing portfolios; designing workshops; establishing orientation etc.
-outstanding success in furthering the co-op philosophy in the community
-dedicated support to and involvement with the VICPA
-success in fostering healthy relationships with early childhood support groups
Nomination forms are available from the office.
B: HONOURARY LIFE MEMBERSHIP: The nomination of an individual should come in writing, covering background information of the nominee.
a) It should be someone sponsor feels is going to have an on-going interest in VICPA;
b) and the cooperative movement for years to come;
c) and who has done over and above the accepted level of cooperative preschool participation.
Definition of Rights and Privileges extended Honourary Life Members:
Receive a parchment suitable for framing at time of award.
Receipt of Coverall for two years, free of charge, thereafter the member has the option of paying individual membership fee to cover cost.
Freedom to give input on any area of the cooperative preschool field by phone or letter to current VICPA Executive or at the Executive's request. The H.L.M. will have no voice or vote at general or board meetings.
Membership in VICPA Alumnus Group.
Have access to printed materials pertaining to early childhood education.
Invited to attend Making Tomorrow Conference free of charge and receive notification of events sponsored by VICPA, e.g. Spring Workshops or any social gathering, AGM.
C. P.C.P.I. (Parent Cooperative Preschools Int'l.) AWARDS: According to P.C.P.I. policies, VICPA must support any nominees for their Awards. VICPA will assume half the cost of the Award Pin and the presentation, if the nominee is unable to attend the P.C.P.I. Awards Banquet, will take place at the VICPA Annual Meeting.
3. CONSTITUTION AND BY-LAWS
Make-up: Chair and a minimum of four members, including the VICPA Past President or President.
The Functions of this Committee are to:
a) review annually the Association's Constitution and By-laws and if necessary bring revisions to the membership thirty days prior to the AGM; and
b) review every five years the Association's Policies and Procedures and bring revisions to the Board.
4. EARLY CHILDHOOD EDUCATOR'S COMMITTEE
Make-up: This Committee is comprised of Early Childhood Educators from all member groups who elect a slate of officers from their body and the VICPA President or appointee.
E.C.E.'s in Full Member Groups are expected to attend nine full-day professional development days or equivalent, including Making Tomorrow.
E.C.E.'s in Associate Member Groups are expected to attend four of these meetings, one of which should be the September meeting, and procure frequent professional development training.
E.C.E.'s in Affiliate Member Groups are welcome to attend these meetings and are expected to procure frequent professional development training.
The Functions of this Committee are to:
a) provide a minimum of nine monthly professional development days per school year;
b) assist in the orientation of new E.C.E.'s in member groups;
c) elect a Chair who shall chair E.C.E. Committee meetings and sit as E.C.E. Representative on the VICPA Association Executive;
d) elect a Board Representative who shall represent the E.C.E.'s Committee at Board Meetings; and
e) appoint working representatives to Association committees and specified workshops.
5. ENROLMENT/ORIENTATION
Make-up: Chair; E.C.E. representative and all Enrolment and Orientation Chairs from member groups.
The Functions of this Committee are to:
a) hold one E/O workshops during the fall
b) act as a resource on Enrolment/Orientation throughout the year.
6. FINANCE COMMITTEE
Make-up: Treasurer as Chair and a minimum of two members at large with some financial expertise. Ideally representation should comprise both large and small groups.
The Functions of this Committee are to:
a) assist the Association Treasurer with the annual Budget; and
b) pursue and apply for funding i.e. grants, government subsidy, etc.
7. FUNDRAISING
Make-up: Chair, members at large as required.
The Functions of this Committee are to:
a) facilitate any Fundraising undertaken on behalf of the Association; and
b) act as a fundraising information resource for individual groups.
8. HIRING COMMITTEE
Make-up: the Past, Past President or someone equally knowledgeable but removed from immediate involvement with the Executive, as Chair. VICPA President, 1st Vice President and Treasurer, but a minimum of four people in the event of a Director's absence.
When an VICPA Consultant is being hired the Hiring Committee will also include two E.C.E.'s working within the Association. The current VICPA Consultant may be included as an advisor.
When an Executive Coordinator is being hired, the Hiring Committee may also include the current Executive Coordinator as an advisor.
The Functions of this Committee are to:
a) advertise for, interview and select personnel for the Association.
The VICPA Consultant must have very recent experience in parent participation preschools.
New personnel are hired on a three-month probationary contract. A Review to assess performance and make a recommendation to the Board should be conducted by the 1st Vice President and appropriate members (E.C.E.'s on the Hiring Committee to review an VICPA Consultant; President and Treasurer to review an Executive Co-ordinator). The employee's Personnel Representative would become involved in the review process only if concerns needed to be addressed. If the review proves satisfactory, a permanent contract should be signed for the balance of the year. Contracts are reviewed annually and renewed bi-annually after proper salary negotiations. To enable the smooth turnover of positions, the outgoing and incoming employees should work together for one month if possible, both on payroll for this phase. Copies of contracts should be kept by the President, 1st Vice President, Treasurer, office and employee.
9. NOMINATING
Make-up: Chair and the Board Representatives.
The Functions of this Committee are to:
a) keep an up-to-date list of possible candidates for VICPA Executive and Standards Committee on file at all times;
b) liaise with Nominating Chairs in member groups; and
c) present nominees for election and appointment at the Annual Meeting.
10. SALARY AND MERIT LEVEL
Make-up: First Vice President as Chair, VICPA Consultant, one additional representative from the E.C.E. Committee and two members at large preferably with a background history of the Merit Level System.
The Functions of this Committee are to:
a) investigate and distribute the annual Victoria and B.C. Consumer Price Index (CPI) to member groups prior to salary negotiations;
b) aid groups in interpreting the Merit Level System;
c) provide suggestions for enhancements to salary: and
d) revise, when deemed necessary, categories within the Merit Level System.
11. STANDARDS COMMITTEE
Make-up: Chair, E.C.E. representative, previous Chair(s) and a minimum of five other experienced co-op preschool members. This committee is comprised of 'invited' members.
The Functions of this Committee are to:
a) review Standards annually; bring forth licensing changes including recommendations from the general membership and E.C.E. Committee for inclusion in the Standards portfolio;
b) make annual visits meeting with Standards committee of member groups to ensure that all efforts are being made to uphold the standards as stated in the Association Standards Manual;
c) recommend the membership of a group be withdrawn if efforts are not being made to uphold the standards; and
d) visit applicant groups during their probationary period to assess their position with regard to our Standards.
13. PERSONNEL COMMITTEE
A Personnel - VICPA Employees
Make-up: First Vice President, Chair, a representative of the Association Executive and the Treasurer. When reviewing or negotiating contracts (the VICPA Consultant representative or Executive Co-ordinator representative may be included) for Association employees.
The Functions of this Committee are to:
a) review and negotiate annual contracts;
b) review time sheets;
c) mediate concerns when necessary; and
d) reassign personnel responsibilities.
B Personnel - VICPA Membership
Make-up: Variable due to circumstances but may include some of the following: First Vice, President, Past President, VICPA Consultant or H.L.M.
The Functions of this Committee are to:
a) mediate personnel concerns in the membership.
C BUSINESS & OPERATING RESOURCE - VICPA Groups
Make-up: Executive and E.C.E. from member preschool and Association Executive. Also may include long standing VICPA members, VICPA Consultant, Executive Co-ordinator or continuing parents in preschool.
This committee may be struck on request by a member preschool or by the VICPA in response to a perceived business or operational concern.
The Functions of this Committee are to:
a) provide objective and experienced advice and assistance to address problems of a business or operational nature;
b) be able to address problems at an early stage; and
c) to work co-operatively and provide support within the Association.
Refer to related topics: Section on Conflict Resolution and Appeals Committee.
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SERVICES OF THE ASSOCIATION and SALARIED PERSONNEL
Association office: 250-598-2667 (phone)
250-704-0415 (fax)
Mailing address: 50 Marler Pl, Victoria, BC, V9B 6B8
Email: vicpa@vicpa.org
Web site: www.vicpa.org
Some office equipment is available for school use. Arrangements for such must be made through the Executive Co-ordinator.
I Salaried Personnel:
A. VICPA Consultant:
An experienced member of VICPA who orientates new E.C.E.'s to the cooperative philosophy, standards and procedures. She is also available, along with the Association's 1st Vice President, to assist with any personnel concerns or contract negotiation concerns involving E.C.E.'s. She works out of her home.
B. Executive Co-ordinator:
Provides continuity to the Association as the sustaining communication link between parents, E.C.E.'s, all Groups and Committees, the Board, Executive and Governmental Agencies. She is available to all members for information and assistance and maintains the Association office in her home.
Staff work on a part-time, flexible basis and are responsible to the three signing officers of the Association, normally the President, First Vice President and Treasurer.
II Association Executive:
This body is comprised of experienced, cooperative parents who are available by phone or visits for assistance and information in running your preschool. See Job Descriptions.
President
1st Vice President
2nd Vice President
Marketing/Fundraising
Treasurer
Standards
By-Laws and Constitution
Website
Past President
E.C.E. Representative
III VICPA Services:
A. Standards: Sets and maintains a high standard of excellence in preschool education. This is accomplished by:
a) Committee - struck annually.
b) Standards Portfolio - sets down the minimum guidelines for our member groups to uphold and is revised yearly keeping up-to-date with current trends and Government regulations.
c) School Visits - annually.
B. Educational Services:
a) Orientation Program for new E.C.E.'s - designed to give insight into cooperative preschool programs and working with parents.
b) Workshops for E.C.E.'s - monthly meeting designed to facilitate communication between E.C.E.'s, provide up-to-date information in the preschool field and offer a forum for in-service training.
c) Workshops for Group Executive - held throughout the year, these workshops are designed to assist members in running their preschool effectively and offer a forum for sharing with their counterparts. As well, Personnel Reps and Contract Negotiation workshops are held annually.
d) Speakers - available upon request to interpret values of cooperative preschools and the benefits of belonging to the Association.
e) Parent Orientation - help is available upon request for orientating new parents.
f) Observations in other Groups - arranged through Group Vice Presidents (with permission from the ECE). Members are welcome to observe in other member schools. "The best learning to be gained is seeing how others do the job".
g) Conference - Making Tomorrow is held annually the first Saturday in May at the University of Victoria.
C. Practical Aid:
a) Portfolios - upon membership, groups are provided with portfolios for every Executive position. These are a valuable source of information and help you perform your job well. Revisions are made as necessary. See description of Portfolios.
b) Insurance - Current information available from your Treasurer or Office. Insurance coverage protects Groups (E.C.E., parents of enrolled children and enrolled children registered with the Association) against legal claims for bodily injury and property damage arising from their activities; fire and theft; Directors & Officers. Be sure the Association always has an up-to-date list of your children and an up-to-date inventory.
c) Loan Equipment
E.C.E. Committee - Offers a wide range of equipment to support the preschool program and also professional development resources.
d) Advertising - Yellow Page listing; pertinent paid advertising when budget allows; mall and conference displays.
- Posters and Pamphlets, professionally printed. Can be ordered through the office.
e) Salary Negotiating - A Merit Level System has been established with recommended salary rates based on the E.C.E.'s qualifications and experience. A yearly cost of living % increase is recommended by the Salary and Merit Level Committee.
f) Standardized forms and Contracts - Carefully worded forms and contracts, checked by a lawyer and regularly updated.
g) Business and Operating Advice - Groups are provided access to experienced VICPA personnel who can offer the preschool an objective approach to solve problems of a business or operational nature. Refer to Committees.
D. Communication:
a) Coverall - The Association's newsletter. The Editor may enlist help from any member of the Association and form a committee if they choose.
The functions of the Editor and/or Committee are:
* to compile and edit a regular newsletter throughout the school term;
* to work in cooperation with the Community Liaison Chair;
* to arrange for regular reporting from preschool groups and the E.C.E. Committee;
* to email Coverall to preschools and post on VICPA web site
* work to guidelines dated June, 1988.
Editorial Board: Editor, 2nd Vice President and Community Liaison Chair.
Classified Ads may be placed by anyone in the community free of charge as space allows and at the discretion of the Editorial Board.
Non-profit community groups may submit announcements about upcoming events to be printed if space allows and at the discretion of the Editorial Board. They may purchase space to guarantee coverage.
All advertisements are to be prepaid and submitted camera-ready. Advertisers will be provided with a copy of the newsletter in which their ad appears.
Advertising which simulates editorial content will be accepted only if captioned "advertisement".
Reciprocal ads may be placed in appropriate organization's newsletter.
b) Media - The President or designated alternate from the elected Executive must be on hand for any media interviews arranged by member groups. Rationale: The Executive has a more knowledgeable overview of the organization as a whole.
c) Community Groups and Government Agencies - As a voice representing the needs of preschoolers and their families, we have established lines of communication with Governmental agencies, Educational facilities and other groups with related interests, giving us a voice in determining policy and interpreting changes as they occur.
d) National and International Preschool Affiliations - Member of long standing of Parent Cooperative Preschools International; Association of Canadian Child Care Co-operatives.
e) Publicity
Annually we -
*insert a list of member groups in the Making Tomorrow Conference Registration Package
*participate in Parenting/Educational Fair events when possible with display board and handouts, encouraging preschools to use our materials for local events
*have two printed brochures available; a general information one and one on our philosophy
*Banner available for use in parades or displays (new as of 2008)
*Yellow Pages and other paid advertising when budget permits
f) Service Recognition
-Awards, both VICPA and PCPI.
BENEFITS OF MEMBERSHIP
I FULL GROUP MEMBERSHIP - receives all of the services.
II ASSOCIATE GROUP MEMBERSHIP - receives most of the above mentioned services with the following exceptions:
1. VICPA Consultant - 1 visit to observe with a new E.C.E. in any given school term.
2. Equipment - yearly loan only and E.C.E. Committee if the E.C.E. attends regular meetings.
3. Coverall – Electronic copy for President, E.C.E., Parent Ed Library
4. Board Meetings - welcome and encouraged to attend all, but must attend a minimum of 3 to support open and knowledgeable communication.
5. E.C.E.'s Committee - E.C.E.'s are welcome to attend all meetings but must attend four, one of which is September's Orientation meeting.
III AFFILIATE GROUP MEMBERSHIP - receives the following services:
1. A Publicity Kit on joining Association.
2. Coverall – Electronic copy for President, E.C.E., Parent Ed Library
3. Portfolios - complete set for executive, continuously updated
4. Insurance - group benefits
5. Workshops - welcome to attend whenever possible
6. Standards visit - as can be arranged
7. E.C.E.'s are welcome to attend all E.C.E. Committee meetings.
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ADMINISTRATION/GENERAL
CONSTITUTIONS/BY-LAWS
The Registrar of Companies requires that all copies of constitutions distributed to the membership, either the Association's or individual group's, must be clear and legible
"CO-OPERATIVE" - This word may not be used in the title of a preschool. This is a legality re the "Co-operative Act" and member groups who are registered under the "Societies Act".
*note this statement is being looked into as of May 22, 2008
EVALUATIONS
Each group is responsible for carrying out annual preschool evaluations during each school term by February 28th. Any information gathered re the Association from the members should be compiled and forwarded to the First Vice President as soon as possible.
The VICPA Executive will be responsible for carrying out Board Evaluations in March of each year. The procedure for this and questions to be asked will be discussed at the February and March executive meetings.
GREEN ISSUES
The VICPA and member groups carry out good environmental practices (eg. recycling paper, lugging mugs, using recycled paper).
LABORATORY/RESEARCH PROJECTS
Requests for use of a member group as a laboratory for a research project must be put in writing, spelling out in layman's language precisely how, what, when and why the project is to be undertaken. Following approval by the preschool(s) interested for use, the E.C.E. Committee and the VICPA Executive, notification will be given the applicant in writing. If the project is approved, a copy of the completed project report will be requested for our Library.
LETTERS OF REFERENCE
Executive members should be extended this privilege should they request one for their resume.
LETTERS FOR CO-OPERATING FIRMS
The VICPA will send a letter to any firm who releases parents/caregivers on flex time to do their participation days. The Board Representative should supply the name of the firm and parent/caregiver to the office.
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LOGO - Member groups may use the VICPA logo on any enrolment or publicity material but must incorporate underneath the wording "a member of the Vancouver Island Cooperative Preschool Association".
MEETINGS
Board Meetings are held on the THIRD Tuesday of each of the following months -- September, October, November, January and March. (Additional Board Meetings at call of President). An Annual Meeting takes place in May. This is considered to be the sixth board meeting.
Each Full member group is required to send representation to all Board meetings. Each Associate group is required to send a representative to at least three Board meetings.
Affiliate groups are not required to attend.
It is expected that alternates who can be available at short notice, are in place to represent your group. In the event that there will not be someone from the group attending the Board meeting, a message to this effect should be left either at the office or with one of the executive members. It is then the group's responsibility to organize pick-up of papers or loan equipment distributed at the meeting.
Groups are to schedule their monthly meetings on a preset, consistent day within the first two weeks of the month in order to avoid conflict with VICPA meetings and workshops scheduled in the last two weeks of the month.
The VICPA Executive may send representatives to any preschool executive or general meeting or may call for a meeting with key preschool executive members.
RECORD RETENTION/CONFIDENTIALITY
Procedures and controls must be in effect to ensure that personal information is used only for the purpose for which it was collected. Locked filing cabinets should be used.
Class Lists/Executive Lists, etc. - Should not be posted in preschools where the general public has access to them. Keep one set for Archival purposes.
Constitution, By-laws, Policies - Destroy old versions OR mark archival if kept.
Criminal Record Checks - Keep for one year after E.C.E. or volunteer leaves and then destroy. Must be kept in locked cabinet/container.
Doctor's Letter - Valid for duration of parent's involvement; return to leaving parent.
E.C.E. Contracts - Confidential within preschool. Keep 7 years as part of Financial Records. Information may only be divulged having obtained written permission from the E.C.E. Groups may contact the VICPA 1st Vice President or VICPA Consultant for further information.
Emergency Release forms/Cards - Destroy annually.
Enrolment Form - Retain one year, then destroy.
Financial Records - Retain 7 years including the current year - see Treasurer's Portfolio.
First Aid Certificates - Destroy if expired. Return to leaving parent.
VICPA Membership Application Form - Send yearly to VICPA office. Destroyed at year-end.
Newsletters - Keep one of each issue for Archival purposes.
Parent Agreement Form - May be initiated and redated until family leaves preschool, then destroy.
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Minutes - Executive, General and Annual Meetings - Keep one set for Archival purposes; other more current copies as required.
REPORTS
Preschools are required to submit an annual Parent Education Speaker report to the 2nd Vice President for compilation into a joint resource list for the upcoming school year.
Preschools are required to submit an annual Fundraising report to the Fundraising Resource Chair for compilation into a joint resource list for the upcoming school year.
Preschools are required to submit an annual New Parent Orientation report to the Enrolment & Orientation Chair in the fall.
WORKSHOPS
The Association will provide regular practical workshops throughout the year. These workshops are an excellent opportunity for learning among new and experienced participants. Attendance by at least one representative from each group is expected at these workshops. Recognize that emergencies may arise. Groups should have designated alternates in place to attend if necessary.
Exceptions to this are: 1) the Vice Presidents and Personnel Reps; 3) Contract Negotiation (ECE reps and 1st Vice Presidents) where attendance is mandatory and recorded.
1. Vice-Presidents and Personnel Reps Workshop - Each group is required to send their Personnel Committee. In the event the Vice-President is unable to attend a designated alternate from the group executive is to attend; a minimum of one class rep must attend; if the E.C.E. Rep is unable to attend it is in the best interest of the E.C.E. to attend. Groups who do not send required representation to this Workshop are responsible for obtaining all workshop materials and calling a Personnel Committee meeting (all members) at their preschool within a two week period of this workshop to discuss this material. Following this meeting comments and/or minutes are to be forwarded to the VICPA 1st Vice President. Personnel Rep handbooks and ECE Rep handbooks MUST be brought to this workshop (can be downloaded and printed from the VICPA web site, www.vicpa.org).
2. Contract Negotiation Workshop – Each group is required to send their Vice-President and ECE Rep(s). In the event the Vice-President is unable to attend a designated alternate from the group executive is to attend; if the E.C.E. Rep is unable to attend it is in the best interest of the E.C.E. to attend. Groups who do not send required representation to this Workshop are responsible for obtaining all workshop materials and calling a Contract Negotiation Committee meeting (all members) at their preschool within a two week period of this workshop to discuss this material. Following this meeting comments and/or minutes are to be forwarded to the VICPA 1st Vice President. ECE Rep handbooks MUST be brought to this workshop (can be downloaded and printed from the VICPA web site, www.vicpa.org).
3. Treasurers Workshop - Each group is required to send their Treasurer regardless of their accounting experience. A sound understanding of the fiscal operation of your preschool is necessary. Treasurer's portfolios must be brought to these workshops. Groups who do not send representation to this Workshop are responsible for obtaining all required materials immediately.
4. Enrolment & Orientation Workshop - Each group is required to send their Enrolment and Orientation Chairs including experienced and incoming officers. Enrolment and Orientation is the key to a successful preschool. Groups who do not send representation to this Workshop are responsible for obtaining all required materials immediately.
NON-ATTENDANCE AT THESE WORKSHOPS HAS PROVEN IN THE PAST TO PUT A PRESCHOOL AT RISK.
Groups who require ongoing assistance from VICPA in order to maintain a smooth running operation may be billed for cost of services.
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ADMINISTRATION/VICPA EXECUTIVE
"CHANGE-OVER" VICPA EXECUTIVE
Each Executive member is responsible for arranging to meet with the person elected, or appointed, to that portfolio for the following year. At this meeting all portfolios, files etc. will be handed over. In the event that there is no-one available for a particular position, the location or storage of materials will be decided between the Executive member, Past-President and Executive Co-ordinator.
A JUNE meeting will be a joint meeting between the out-going and in-coming executive. The out-going executive will remain as contact persons for the member groups. until the end of the school year.
CONFERENCE TRAVEL
The VICPA President or designate is to be fully funded for their attendance at the Parent Cooperative Preschools International Annual conference. This is to cover travel expenses, accommodation, meals and registration fees.
EXECUTIVE and COMMITTEE CHAIRS
In the event a full slate of Executive officers and Committee Chairs is not in place by the Nominating Committee by May 10th, the outgoing President of each group must send 1 member, (prepared to take on a VICPA job or play a role), for every 25 registered in their preschool to the Annual Meeting in order to fill these positions.
OUT OF POCKET EXPENSES
-Any executive member who is required to drive over 30 K, 'round trip, to an Executive or Board meeting may claim any mileage over this amount.
-Any Executive member may claim mileage to a scheduled meeting other than an Executive or Board meeting.
-Babysitting costs and meal allowances may also be claimed. Executive and Board meetings do not qualify unless previous arrangements have been made with the VICPA Executive.
-Executive members will be issued with a B.C. Tel Calling Card number. Wherever possible this will only be used when away from home. Any cost incurred by placing long distance calls will be reimbursed by the Treasurer on receipt of a copy of their Telephone bill.
VICPA PRESIDENT AS LIAISON WITH E.C.E. COMMITTEE
When the President of VICPA is from the ranks of the E.C.E. Committee, an Executive member other than the President shall attend the monthly E.C.E. committee meetings to act as liaison with the parent body.
EMPLOYEE/VOLUNTEER REQUIREMENTS
CRIMINAL RECORD CHECKS
The Group requires that all E.C.E.'s, employed assistants, practicum students and regular non-parent volunteers submit to a criminal record check prior to employment. Practicum students must have their criminal record check processed prior to participating in a centre. Parent assistants will be excluded from criminal record checks in facilities where their children or designated charges are registered.
E.C.E. CONTRACT, GUIDELINES, SALARY & MERIT LEVEL
These forms are required for use in all groups.
FIRST AID REQUIREMENTS
Refer to Community Care Facility Act, Child Care Regulation for appropriate courses. Note: First Aid Certificates must be current.
In the absence of your E.C.E., one of the parents participating, preferably the substitute, must have a valid First Aid Certificate, a copy of which must be on file at the school. The session must be cancelled if this condition is not met.
MEDICAL REQUIREMENTS
Each group is responsible for checking with their local Licensing Officer to determine what regulations apply and what immunizations are required for E.C.E.'s and parent assistants.
TB Testing is dependent on the regulations of each area health department. Parent Assistants, if required, must supply proof of having had a T.B. test before beginning participation in the classroom. E.C.E.'s show proof of having been tested for T.B. before employment.
Parents, volunteers and staff members who are foreign born, from countries with a high incidence of TB (i.e. South East Asia, Africa, Central and South America and Eastern Europe), should be tested prior to employment or prior to being involved in child care.
Medical letters for E.C.E.'s and parent assistants signed by a physician must be on file. Parent's letters are necessary at the onset of volunteering and are valid for the duration of that member's time in the preschool (absence from the group does not invalidate the letter), unless it is apparent that re-evaluation is necessary. It is expected that the requirement for a re-evaluation would come through the Group's Personnel Committee with input from the E.C.E.
PARENTAL LEAVE FOR PARENT ASSISTANTS
Parents on maternity and or adoption leave and not doing participation days are still expected to attend the monthly preschool business and parent education meeting and meet other obligations of membership. (See Parent Agreement Form).
Groups are to arrange maternity and/or adoption leave for parent assistants as appropriate. It is suggested that parent assistants be granted maternity leave immediately prior to the expected date of birth and immediately following the birth. The appropriate extent of the leave should be dependent on the parents condition and upon the advice of her doctor. Additional leaves of absence may be granted before and/or after the birth if circumstances warrant, and upon receipt of a doctor's letter.
Parents who adopt a young child may be excused from participation days for a length of time following the adoption. The length of time granted will be determined by discussion between the parent and the group's Personnel Committee.
Refer to Standards/Enrolment.
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MEMBERSHIP
Refer to current VICPA By-laws.
CONDUCT OF MEMBERS
No member of the Vancouver Island Cooperative Preschool Association (Group or Individual) should knowingly enter into any circumstances that would constitute a conflict of interest, violating Association philosophy, policy and/or standards.
GROUP MEMBERSHIP
Upon application for membership, the groups shall read and abide by all regulations and standards and confirm this by having the President, Treasurer and E.C.E. sign the appropriate Group Contract (i.e. Full, Associate or Affiliate Member).
LICENSING REQUIREMENT
Each group must comply with Community Child Care Facility Act, Child Care Regulation licensing requirements and hold a business licence for the municipality or area in which they are located (where applicable).
FAILURE TO MEET ASSOCIATION STANDARDS
When any Group ceases to be in good standing i.e. fails to abide by the Standards, Constitution, By-laws and Policies, or fails to pay dues and file reports, and generally meet the administrative requirements, the following steps will be taken:
1. A meeting will be held between the VICPA President, the 1st Vice President, and the Past President. Standards Chair and/or an Honourary Life Member may be consulted.
2. The Committee's recommendation re membership status is to be made to the VICPA Executive who will decide whether to place the group on probation and for how long.
3. A Registered letter will be sent to the group outlining areas of deficiency and length of probation.
Groups who withdraw their membership or whose membership is terminated by the VICPA may not reapply for membership for a three year period following the withdrawal/termination date.
LEAVING THE ASSOCIATION
A Group member may voluntarily terminate its membership at any time. Upon leaving the Association all Association Manuals and property must be returned and any outstanding financial obligations to the Association must be honoured.
Any new Group application may be voluntarily withdrawn at any time prior to the signing of the contract. Refer By-laws 2.03 (5)
VICPA E.C.E. COMMON PRACTICES
I. STATEMENT OF PURPOSE
With the purpose of providing the best possible preschool experience for children in our preschools, the Vancouver Island Cooperative Preschool Association Policy Committee and the Early Childhood Educator's Committee compiled and revised policies that are practices common to Co-op Early Childhood Educators.
II. COMMON PRACTICES
A. Role of the Early Childhood Educator
PLEASE NOTE THAT THE VANCOUVER ISLAND COOPERATIVE PRESCHOOL ASSOCIATION STANDARDS PORTFOLIO CONTAINS RELEVANT INFORMATION IN THE EARLY CHILDHOOD EDUCATORS AND CHILDREN'S PROGRAM SECTIONS REGARDING THE ROLE OF THE EARLY CHILDHOOD EDUCATOR.
1. A Co-op E.C.E.'s Role with the Individual Child and their Family
The E.C.E.:
1-participates in the new parent orientation programs;
2-investigates community resources - health units, libraries, etc.;
3-sets the tone for a good relationship and the sharing of information re the child and his environment;
4-plans ways to communicate to parents --- after a participation day, parent-E.C.E. conferences, etc.;
5-points out individual child development and group development as a whole;
6-endeavours to relate happenings at home to the school and vice-versa;
7-utilizes the helping services of professionals in Early Childhood Development when deemed necessary;
8-considers concerns of the parents and attempts to incorporate educational material at monthly meetings; and
9-makes opportunities to appreciate parents for daily and special help.
10-follows Guidance Policy (refer to Statement of Standards-VII Children's Program.
2. A Co-op E.C.E.'s responsibilities with the Parent Group
The E.C.E.:
1-is familiar with the Community Care Facility Act and Child Care Regulation;
2-has a working knowledge of the school's history and constitution;
3-attends monthly, executive and committee meetings of the group;
4-takes an active role in the planning of and participation in orientation and ongoing parent education programs;
5-interprets the philosophy regarding the children's program and outlines playroom procedures;
6-selects a person to represent them on the Personnel Committee and at meetings where the E.C.E. contract or preschool program is being discussed;
7-is actively involved in the equipment committee;
8-helps the group become a unit, adapting to its changing needs;
9-encourages parent's contributions which will enhance the E.C.E.'s planned program (i.e. hobbies, professional etc.); and
10-welcomes parents as classroom assistants.
III. MAINTENANCE OF COMMON PRACTICES
Along with the Common Practices covered here in policies, further common practices are covered in Vancouver Island Cooperative Preschool Association Standards Portfolio.
1. The E.C.E. may attend conferences and workshops to update skills and knowledge. The E.C.E. may be assisted financially by the Employer whenever possible. If Weekend Workshops are selected by the E.C.E. Committee as their monthly in-service training, preschools should be informed in advance so that reimbursement can be considered by them.
2. The E.C.E. shall be in charge of and responsible for the Preschool program, the physical environment and overall discipline during class hours.
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3. The E.C.E., in consultation with the Executive, determines whether or not he/she will sponsor a Practicum Student studying Early Childhood Education.
4. E.C.E.'s are to be asked to send a committee representative to attend VICPA Workshops throughout the year, particularly Equipment, Parent Education, Enrolment and Orientation.
Rationale: E.C.E.'s experience provides support to the Workshop Facilitator and a different perspective to help orientate parents about their roles.
Reimbursement E.C.E.'s attending VICPA sponsored executive workshops will receive an honourarium.
5. E.C.E reps or the Educator must attend the mandatory Personnel Committee Workshop. Educators are responsible for ensuring their current Rep has an up-to-date E.C.E. Rep handbook.
6. E.C.E.'s should be using VICPA's Standard Basic Contract with interpretive Guidelines.
7. E.C.E.'s must complete the VICPA Membership Application Form when they are employed by a member group to become a member of VICPA. There is no membership fee. This membership carries full voting privileges.
IV. VICPA E.C.E. COMMITTEE
1. In order to maintain a high quality of preschool programs and education for parents and children and to keep abreast of current developments in the preschool field, the Association Executive agrees with the vote taken at the E.C.E.'s and President's meetings to have a mandatory, monthly, full-day in-service training program for all Co-op E.C.E.'s. March 5, 1974
E.C.E.'s of Full member Groups are expected to attend all E.C.E. Committee meetings. These meetings are held monthly excluding December with the following exception: April's meeting is held on the Friday prior to Making Tomorrow Conference to take advantage of Conference speakers. May's meeting is the Making Tomorrow Conference. September's meeting is held the first Friday following Labour Day to facilitate the orientation of new E.C.E.'s and to avoid E.C.E.'s absence from the classroom in the early weeks of preschool.
Associate member Group E.C.E.'s are expected to attend a minimum of four meetings, one of which should be September's Orientation meeting, but are welcome to attend all. Affiliate member Group E.C.E.'s are encouraged to attend but if unable to must maintain ongoing upgrading of credentials.
Any Full or Associate member Group E.C.E. not being able to attend the monthly E.C.E. Committee Meeting should inform the VICPA Consultant and officers of their own preschool. The Secretary of the E.C.E. Committee will report absentees in the minutes. Making Tomorrow is considered an E.C.E. Committee meeting.
Procedure: Irregular absences will be looked into by the VICPA Consultant and the 1st Vice President of the Association. Contractually, Full Member Groups are expected to send the preschool's Early Childhood Educator(s) to all E.C.E. Committee Meetings and Associate Member Groups are expected to send the preschool's E.C.E.(s) to a minimum of four E.C.E. Committee Meetings.
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V. SUBSTITUTE'S FOR E.C.E.'S
Long-term Substitute. It is recommended that each group develop a list of licensed, qualified E.C.E.'s that hold current first-aid certificates and criminal record checks, who would be available to substitute at the school if necessary.
Short-term Substitute. Particularly in the 3 year old classes, the same substitute should be used as often as possible and especially on consecutive days.
It is recommended that one person i.e. President, be responsible for obtaining substitutes in an emergency situation.
VI MATERNITY LEAVE EARLY CHILDHOOD EDUCATORS
Please refer to BC Employment Standards for more info. www.labour.gov.bc/esb
Leaves of Absence:
According the Employment Standards, employees are entitled to unpaid leaves for maternity (detailed below), family responsibility (up to 5 unpaid days), compassionate care (up to 8 unpaid weeks), bereavement (up to 3 days unpaid) and jury duty.
Refer to "Personal Leave" section of the ECE Standard Contract for VICPA guidelines re: leave for personal or family illness and compassionate leave.
Our ECE Standard Contract allows for paid leave for some of these.
Chronic Illness:
Given that by Licensing Regulations the ECE must submit to the preschool a letter from her doctor attesting to her physical and mental health, if the ECE is chronically ill or ill during pregnancy, the preschool should request an updated Dr's note to prove ECE is still fit to work.
Sickness Benefits:
With a doctor's note, the employee can apply for up to 15 wks of Sickness Benefits through Employment Insurance.
• She will need to have her Record of Employment to apply. Please consult the website (Service Canada) to learn about employers' obligations re: issuing the ROE.
These sickness benefits are in addition to pregnancy and parental leave benefits.
Maternity Leave:
The employee is entitled to up to 17 wks of unpaid (by employer) pregnancy leave, beginning no earlier than 11 weeks prior to the due date and beginning as late as the date of birth.
The employee can decide when leave is to begin (and as long as she can prove she is still "fit to work." If in doubt, preschool could request a Dr's note)
The employee is also entitled to up to 35 consecutive weeks unpaid (by employer) parental leave. This can be extended by another 5 weeks if child requires longer parental care. The employer can ask for a doctor's certificate for this.
Therefore, the employee is entitled to up to 52 weeks of unpaid maternity leave, longer if child requires additional care (special circumstances).
Notice of Maternity Leave:
According to Employment Standards, the employee is supposed to put in writing to the employer the start and end date of both the pregnancy and parental leaves.
The request for leave is supposed to be given to the employer at least 4 weeks before the employee proposes to begin leave. The employer can also request a doctor's certificate.
However, the courts and the Employment Standards Tribunal "have said that failure to give written notice does not affect the employee's entitlement to the leave." Therefore, the employee should be "encouraged" to put it into writing to avoid misunderstandings but would still be granted the leave even if notice was only given verbally.
Conditions of Employment:
An employer cannot terminate an employee, or change a condition of employment, because of a maternity leave.
It is the employer's responsibility to contact the employee to make arrangements for her return to work.
Employment Considered Continuous:
While on maternity leave, the employee is to be treated as though her employment has been continuous. That means, if the employee has been receiving benefits paid for by the employer, these are to continue. If the employee shares in payment of the benefits, and the employee chooses not to continue payment, the employer can then discontinue their share as well.
HIRING KIT
Hiring Kit is available for download from the VICPA web site, www.vicpa.org
CONFLICT RESOLUTION PROCEDURE
All individuals involved with member groups (including E.C.E.s) and the VICPA apply for annual membership within the Association. This membership requires that the individual and group must abide by the Constitution and By-laws of the Association, as well as the Policies and Standards (refer to Bylaws 2.03-2.08). Member groups also have a Constitution, By-laws, and Policies which individuals agree to abide by when joining the group (VICPA Parent Agreement).
At all times members must remember that the goal is to provide a happy, safe, healthy preschool environment for the children.
Inevitably when working with a group of volunteers concerns will arise. When individuals, E.C.E.s, or member groups have a concern, conflict or grievance with an individual, E.C.E., member group, executive(s), or the VICPA it is necessary that the complainant direct the grievance to the appropriate individuals for resolution.
Individuals are encouraged to communicate directly and try to resolve their concerns.
Conflicts can only be resolved if the parties involved want to resolve them.
CONFIDENTIALITY is essential in all personnel matters. All personnel concerns must be dealt with promptly; delay only aggravates the problem.
Should any dispute/grievance require a mediator, costs and expenses of arbitration shall be equally dvidied by each party involved.
ANONYMOUS CONCERNS WILL NOT BE PURSUED.
When concerns are not resolved by talking, the Personnel Representative and/or Committee at either group or association level are called upon for support.
Each group has a Personnel Committee comprised of: 1st or 2nd Vice President, E.C.E. Rep.(s) and the class Reps. The V.I.C.P.A.'s Personnel Committee is comprised of: 1st Vice President, E.C.E. Consultant, and Paid Worker's Reps depending on issue.
Depending on the nature of the grievance, the Committee may include the Preschool's Personnel Committee and some or all of the V.I.C.P.A. Personnel Committee.
For a detailed description of the Conflict Resolution Procedure, refer to Personnel Handbook or ECE Rep handbook for conflict resolution flow chart, available for download from the VICPA web site, www.vicpa.org
Note: Refer to Appeals Committee
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DISSOLUTION OF A PRESCHOOL
On occasion a school is required to close its doors and either dissolve its operation or amalgamate with another preschool. This is a difficult and emotional decision, however, the process will be facilitated if the preschool is prepared for that possible eventuality and approaches the closure in a logical and professional manner.
Dissolution:
Prior to a group reaching a decision to dissolve, its constitution and/or bylaws should state where any remaining assets remaining will be directed upon dissolution. As a Society with a charitable purpose, remaining assets must be directed to the Minister of Finance unless provision has been made in the constitution to transfer them to another charitable institution (see Society Act, Section 73). The VICPA recommends and hopes that the group's remaining assets would be used to help promote the philosophy of the cooperative (parent participation) preschool movement, thus naming the VICPA as beneficiary of all remaining assets..
A suggested or bylaw is:
The preschool may be dissolved at any time by an ordinary resolution passed by 50% of all members present and eligible to vote at any duly convened meeting of which 14 days notice of motion has been given in writing specifying the intention to propose a resolution of winding-up. After payment of all debts and sale of inventory, net assets will be transferred to the Vancouver Island Cooperative Preschool Association.
Amalgamation:
Amalgamation with another member preschool may be an alternative to dissolution. All assets (ie. equipment, funds, people) must be combined. The two original Societies are dissolved and a new Society formed. The new Society may have the same name as one of the originals. Dispersal of any casino/bingo funds must be cleared with the Gaming Commission. The local Community Care Facility Branch must be notified of the merger.
Responsibilities of the Group
* When dissolution of the group becomes a possibility, the VICPA 1st Vice-President and ECE Consultant must be notified. A VICPA Dissolution Committee (1st Vice President, Treasurer, and one other VICPA Executive member or H.L.M.) will meet with the preschool Executive to consider possible actions.
* An ordinary resolution to dissolve the group must be approved by a simple majority. All members should be notified in writing about the subject of the meeting. Check your bylaws regarding quorums, length of notice, etc.
* If the dissolution is approved, the group must forward to the VICPA the following:
1) The date of preschool closure (try to allow at least 3 preschool months). Remember to check conditions of your lease and your ECE's contract.
2) The names and telephone numbers of two people to sit on the Dissolution Committee for at least three preschool months following closure. These people should have signing authority.
3) A complete up-to-date inventory
* Equipment, furnishings, and materials are to be offered for sale with these priorities:
1) Other VICPA member group
2) VICPA general membership
3) Other preschools and their members
4) General public
* The inventory list must be distributed to the ECE Committee along with the sale date and nature of the sale (eg. silent auction, sale by lots, etc.).
* The group will return all VICPA loan equipment (prior to any sales) to the VICPA Equipment Chair and all portfolios, including Standards and ECE's, to the VICPA office.
* Remember, you are closing a business (with a charitable purpose):
* notify your landlord; consult current lease for specifics
* notify BC Hydro and Telephone if applicable
* notify Revenue Canada with appropriate section of payroll deduction remittance form
* a T4 Supplementary form must be given to your ECE and a T4 Summary forwarded to Revenue Canada within 30 days of closure
* provide your ECE with a Record of Employment form if Unemployment Insurance premiums have been deducted. This must be done within 5 calendar days of the end of employment
* provide your ECE with a letter of reference for his/her resume
* notify the Workers' Compensation Board and forward appropriate premium
* pay all bills up to date, including outstanding amounts due VICPA
* notify your financial institution and allow time for issued cheques to clear before closing/transferring your account(s)
* arrange for a final audit of the financial records NOTE: Monies received through the Gaming Commission (ie. bingo, casino, lotteries) may not be held in trust. "Monies received through public gaming shall be disbursed to other charities or returned to the Minister of Finance" (Gaming Commission).
* any assets remaining after all debts are settled are to be disbursed according to your Constitution.
* return license to the Community Care Facility Branch
* complete and submit a Registered Charity Information Return for the period from the last report to the date of closure. Send a separate letter to Revenue Canada, Charities Division, Ottawa, advising the date your charity is dissolved and the name, address, and registered charity number of the group(s) to which your assets have been disbursed
* file with the Registrar of Companies, with applicable fees, the ordinary resolution approving the dissolution, in duplicate, and a joint affidavit by two directors, sworn before a Commissioner for Oaths or a Notary Public, stating how the Society has disposed of its assets, and specifically stating that the Society has no debts or liabilities (a dissolution package is available from the Registrar of Companies).
* return all original certificates of incorporation, change of name or amalgamation to the Registrar of Companies
* route your mail (change of address) to a willing receiver (eg. President, Treasurer) or VICPA office
Responsibilities of the VICPA
* When notified that a group is facing possible dissolution, the VICPA 1st Vice-President, Treasurer, and one other VICPA Executive member (or Honourary Life Member) will arrange to meet with the group's Executive.
* If the group's members approve a resolution to dissolve, the Dissolution Committee will remain active until full closure, and make recommendations regarding dispersal of assets.
* The VICPA will distribute information/notices to the other groups via the Board Meetings. However, the information must be in the VICPA office one week prior to the Board Meeting.
* The VICPA will inform the insurance company of the upcoming closure.
* The VICPA will act as custodian of all financial records, minutes, membership information, and historical archives of the group.
* The VICPA will act as a resource and support throughout the dissolution process.
* Where the group has directed that the VICPA receive its assets, the VICPA Board will distribute those assets according to its bylaws (Bylaw 5.02 (f) (ii)), considering the recommendations of the Dissolution Committee. The monies will be held in a separate account for a period of not less than three months after receipt.
Society Act, Section 73
This excerpt is provided for your information.
Disposal of assets -
73. (1) On the winding up and dissolution of a society with a charitable purpose, the assets shall not be distributed among the members, and unless the constitution, bylaws or a resolution of the members provides for the payment, transfer and delivery of the assets remaining, after all debts have been paid or provision for payment has been made, to a charitable institution or to trustees on trust for a charitable purpose, the assets remaining shall be paid, transferred or delivered to the Minister of Finance.
(2) On the winding up and dissolution of a society without a charitable purpose, unless the constitution, bylaws or resolution of the members provides otherwise, after all debts have been paid or provision for payment has been made, the assets remaining shall be paid, transferred or delivered to the Minister of Finance.
(3) In this section, a society having any of the following purposes has a charitable purpose:
(a) the relief of poverty;
(b) the advancement of education;
(c) the advancement of religion;
(d) any other purpose beneficial to the community.
(4) Where a society is wound up, the assets remaining, after all debts have been paid or provision for payment has been made, shall be paid, transferred or delivered to the persons entitled to receive those assets.
FINANCIAL POLICIES
ACCOUNTING PRACTICES
Books
Groups must ensure their books have been reviewed and signed (including address and phone number), by an experienced accounting professional, preferably before your Annual Meeting. A copy of the letter or statement received from the Auditor or Reviewer must be forwarded to the VICPA Treasurer.
Contingency Fund
The VICPA recommends that member groups hold in reserve sufficient funds to cover a minimum of three (3) months' operating expenses for emergency situations. This fund may also be used on a short-term basis to support the E.C.E. in developing a strategy for an unidentified high-needs child.
Overdue Accounts
The VICPA will levy a monthly service charge of 1.5% on accounts overdue more than 60 days unless the Association Treasurer is notified within that time of a group's inability to pay and a payment schedule is arranged.
Monies in Trust
Any monies held in trust for a specified purpose are to be held in a separate account.
FEES
VICPA Fee Payment
Membership fees covering the first five months of the school year (September - January) are due from member groups by September 30; fees for the second five months (February - June) are due by February 1.
Transfers Between Member Groups
When a registered family transfers to another VICPA member group, the VICPA Registration and Insurance fees are transferable. Groups may charge up to $10.00 as a non-refundable administrative fee; any balance of the paid enrolment fee remaining is refundable. Refunds for withdrawing families are subject to individual group's bylaws or policies.
GENERAL
E.C.E. Committee
Line item in budget is to cover cost of room rental and speaker's fees. E.C.E. Committee's share of Bursary does not come out of this figure. Unspent monies may accumulate and be used to fund, in addition to room rental and speaker's fees, participation at relevant conferences/workshops on behalf of the E.C.E. Committee. It is understood that the E.C.E. participant would subsequently provide in-service training to the Committee.
ORIENTATION
In 1975 Community Care Facilities Branch adopted the following policy:
"In any nursery school where assistants are volunteers as well as being parents/caregivers of children enrolled in the program, an approved orientation program for the assistants must be provided by the licensee".
Following this the program accepted by licensing required a minimum of ten (10) hours orientation prior to a volunteer assisting in the classroom plus one and a half (1-1/2) hours parent education at each monthly meeting. We have since received approval to hold a three hour parent education program bi-monthly if this better meets the need of the topic.
With these requirements in mind it is essential that member groups pre-plan their orientation programs prior to enroling members.
All groups organize their orientation programs differently dependent on the level of enrolment, time of highest enrolment, etc. but however the program is arranged the following points must be covered:
COMMUNICATION:
1) Enrolment Chair must inform Orientation Chair when all required forms are on file at the preschool and all cheques received.
2) E.C.E. and Orientation Chair must meet and discuss the orientation program and be clear of their own role in the program. The E.C.E. plays a vital role in this process. The Orientation Chair should contact the E.C.E. in advance to schedule the Orientation Program dates and hours in accordance with their contract.
3) Class Rep - All pre-orientation hours must be completed prior to the parent/caregiver participating in the classroom. It is the responsibility of the Orientation Chair to keep up-to-date records of the number of hours completed by each person and to inform the class rep once orientation is finished so that person's name may be included in the participation schedule.
LATE ENTRY:
Parents must observe a full session in the centre prior to registration. They may complete their orientation hours in a variety of ways e.g. meet with the E.C.E. to discuss parent's role in the classroom, guidance techniques and philosophy; preview possible video's for parent education; act as a buddy on participation day; refer to Orientation Portfolio for further information.
It is vital to the smooth-running of the group that every member has a thorough orientation regardless of the time they enrol. Be vigilant that at the time your Orientation Chairs are changing over, late entrants receive a thorough orientation and fully understand the co-op preschool philosophy and "Learning through Play" concept as well as their personal obligations and time commitments.
MISSED MEETINGS:
Group policy re missed meetings must be clear and must be explained to members during orientation. The reason for the need to attend meetings must be covered along with ways of fulfilling educational needs if meeting is missed. (Refer to Licensing requirements).
BY-LAWS and POLICIES:
All members involved in orientation of new members must be knowledgeable of their preschool's and VICPA's by-laws and policies and be aware of where to find additional information if required.
ORIENTATION REPORT:
Orientation Chairs are responsible for sending in an Orientation report for new members by October 31st to the VICPA. This report should highlight topics covered at various meetings and the length of time. Note: A checklist is not sufficient.
WHERE IS IT?
From time to time you may have need of information available in other Portfolios in your preschool. The following is a partial list of items and where to find them. Overall administrative procedures are fully outlined in the Standards Portfolio.
Registered CHARITY: Treasurer's
-Must be filed annually regardless of whether you receive any donations or wrote any receipts.
COMMUNITY CARE FACILITY ACT, Child Care Regulation:
www.qp.gov.bc.ca/statreg/reg/C/CommuCareAssisted/332_2007.htm
ENROLMENT FORMS: Enrolment, Orientation and Standards
EQUIPMENT: Equipment
GST REBATE: Treasurer's
-Non-profit Societies with a Registered Charitable Tax # are eligible for 50% GST Rebate.
INCORPORATION PROCEDURE: Secretary's
INSURANCE COVERAGE SUMMARY: Treasurer's
INVENTORIES: Equipment
ORIENTATION OF NEW PARENTS: Appendix I, Enrolment and Orientation
-Historical overview of how the need for orientation arose and the agreement reached between the Community Care Facility Branch and Cooperative Preschools.
PARENT EDUCATION, GUIDELINES AND ALTERNATIVES FOR INTERPRETING: Orientation, Appendix 1-a; Parent Education, Appendix J
PARENT EDUCATION SURVEY: Parent Education
-A good way to offer parent education programs to meet the needs of your current membership.
SOCIETY ACT: Secretary's
-Incorporated Preschools must file an Annual Report and filing fee. This is handled jointly by your Secretary and Treasurer.
REPORT FORMS FOR SOCIETIES: Secretary's
NOTE: Pages should never be permanently removed from any Portfolio. PLEASE ENSURE that any pages removed are copied immediately and replaced.
PORTFOLIOS
The Association supplies portfolios for all elected/appointed positions in the Preschool. These portfolios have been written and rewritten by volunteers in our organization. They are meant to be a resource manual containing helpful information for specific positions. In tandem with our Standards and Policies & Procedures they form a complete administrative and operational picture.
The following portfolios are available:
PRESIDENT: Contains information on parliamentary procedure, effective meetings, group dynamics, landlord relationships, salary negotiations to name a few.
VICE-PRESIDENT: Identical to President's portfolio with a preface appendix including information on Personnel, Standards and Fundraising committees.
TREASURER: How to's for all bookkeeping procedures. Sample forms and aids on how to fill them in.
SECRETARY: Examples of agenda setting and minute taking; letters and proper forms of address. How to Incorporate and why.
EQUIPMENT: Loan Equipment and Videos available from Association. Safety on the playground; inventory taking; where to shop at a discount and patterns for equipment.
PARENT EDUCATION: Ideas for various formats for parent education meetings. Speaker evaluation. How to set up a parent education library. Speaker lists.
ENROLLMENT: How to track enrolment from initial contact to registration. Standard forms. Ideas for advertising.
ORIENTATION: A complement to above portfolio outlining practical ways to fulfil the require ten hours pre-orientation.
Note: In groups where only one person is appointed to Enrolment/Orientation they should be responsible for both portfolios.
STANDARDS: A comprehensive guide on how to run a co-op preschool, broken down into nine categories and an Appendix of standard VICPA forms.
PERSONNEL REPS
HANDBOOK: An aid to their role on the personnel committee.
E.C.E. REPS
HANDBOOK: An aid to their role as E.C.E. Rep responsible for dealing with personnel concerns and contract negotiation.
From time to time update pages are issued for various portfolios. It is the President's responsibility to ensure that these pages have indeed been placed in the required portfolio and that the 'old' pages have been discarded.
The office can, for a fee, update portfolios.
Incoming preschool executive should be given every advantage to do their job well. A current portfolio is one of the tools to help them succeed.
22.05.2008
VANCOUVER ISLAND COOPERATIVE PRESCHOOL ASSOCIATION
50 Marler Pl, Victoria, BC, V9B 6B8
250-598-2667
TABLE OF CONTENTS
GLOSSARY OF TERMS
MISSION STATEMENT
PHILOSOPHY
STATEMENT OF STANDARDS
HISTORY OF VICPA
ORGANIZATIONAL CHART
JOB DESCRIPTIONS, VICPA Executive and Appointees
COMMITTEES
SERVICES OF ASSOCIATION and BENEFITS OF MEMBERSHIP
PORTFOLIOS
WHERE IS IT?
MEMBERSHIP, Conduct of Members, Failure to meet Standards
ADMINISTRATION/GENERAL
ADMINISTRATION/VICPA EXECUTIVE
EMPLOYEE/VOLUNTEER REQUIREMENTS
FINANCIAL POLICIES
ORIENTATION
CONFLICT RESOLUTION
PILOT PROJECT PROCEDURES
DISSOLUTION OF A PRESCHOOL
VICPA E.C.E. COMMON PRACTICES
HIRING KIT
VICPA CONSTITUTION & BY-LAWS
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