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CLCP Parent Committee

Role Descriptions:

The Committee consists of parent volunteers whose role is to be collectively responsible for day to day operations of the playschool. Each Committee member must commit to attending monthly meetings and general meetings. Committee meetings are typically held the first Thursday evening of every month. General meetings occur 3 times per year. Below is a list of the CLCP Parent Committee positions and current volunteer for the 2020/2021 school year. For more information regarding each position, just click on the position you would like to learn more about. The CLCP is always looking for volunteers throughout the year, please watch for info in the classroom, website, Facebook & newsletters for other ways you can help out.

Contact a CLCP PC member

Please email all general playschool questions, concerns & comments to our registrar clcpadmin@callingwoodlymburn.com.  Or you can fill out information on our Contact Us page.  We will make sure the email goes to the correct CLCP PC member.

2020 / 2021 CLCP Committee members: (Currently being updated)

Secretary –

• Records minutes at every Committee and general meeting.
• Prepares a typed version of all meeting minutes for the Committee and Community Leagues submission.
• Works in conjunction with the Committee to produce the monthly newsletter.
• Corresponds, mails, or delivers all responses of appreciation.
• Meets with the new Secretary for training and info sharing.

Callingwood-Lymburn Community League Reps

• This position is a member from the CLCL that works with the CLCP
• Attends CLCP meeting
• Provides updates with regards to CLCL
• Acts as a liaison between CLCL and CLCP
• Provides an accurate financial report at each monthly meeting including bank balance
• Meets with the new CLCL Representative for training and info sharing
• If you wish to contact the CLCL and find out more about the Callingwood-Lymburn

Media Coordinator / Publisher – clcpmedia@callingwoodlymburn.com

• Maintains & updates website
• Maintains & updates CLCP Facebook page
• Management and regular checking of CLCP email account
• Submission to monthly newsletter as required.
• Responsible for updating CLCP bulletin board, including constructing posters for events
• In partnership with Registrar update Parent Handbook and registration form
• Meets with the new Media Coordinator/Publisher for training and info sharing.
• Coordinates and pays web hosting account fees yearly.

Roster Coordinator – clcproster@callingwoodlymburn.com

• Compiles the Helper Parent/ Roster schedule for the all classes with assistance from Class Representatives to fill all days.
• Ensures all allergies are noted on respective schedule handouts.
• Completes any modifications to roster if necessary throughout the year and notifies the parents and class reps involved.
• Ensures all parents sign up for allotted number of helper days.
• Put a copy of the roster along with the contact sheet in each child’s mailbox at the beginning of each semester.
• Meets with the new Roster Parent for training and info sharing.

Events Coordinator – clcpevents@callingwoodlymburn.com

• Coordinates playschool events in collaboration with the teachers and Parent Committee (i.e. – Halloween party, Christmas concert, end of year Carnival). This will include booking venues, entertainment (as required) and coordinating parent volunteers.
• Works collaboratively with Donations Coordinator regarding special event fundraiser. Include booking venue, entertainment (DJ) and coordinating parent volunteers.
• Creates invitations for events.
• Submission to monthly newsletter.
• Assists the teachers as needed with field trip bookings, etc.
• Meets with new coordinator for training and information sharing

Donation Coordinator

• Requires criminal record check
• Coordinates chocolates fundraiser at the beginning of the year
• Coordinates chocolates for mid school year registrants
• Coordinates chocolates for additional sales throughout the school year and restocking of chocolates as needed
• Coordinates chocolates for September delivery by end of June, in collaboration with Chair
• Plans, advertises, coordinates donations and solicits donations for special event fundraiser – Family Dance February or March. This will include coordinating booking venues, entertainment (DJ) and coordinating parent volunteers in collaboration with Events Coordinator. Works with other parent committee members and/or parent volunteers to obtain donation and prepare items for the event. Coordinates ticket sales for the event with class reps.
• Sends out thank you letters for donations after the event has taken place.
• Meets with new coordinator for training and information sharing

Class Representatives
•  (3am) &  (3pm)
•  (4am) &  (4pm)

FOUR POSITIONS: one rep for each class to act as contact person for the class.
• Ideally, the class rep would consistently be dropping off or picking up their child so as to have regular contact with other parents and the teacher.
• Should arrive a few minutes prior to class each day to facilitate that communication.
• Act as a communication link between parents and the Committee
• Collects any family submissions (i.e. – fundraising) and helps coordinate events (i.e. – gather numbers attending Christmas Concert, yearend Carnival, etc)
• Contacts the Helper Parents on a monthly and weekly basis with reminders for helper days and assigned snacks. Includes important dates and reminders in weekly emails.
• Coordinates and informs helper parents of snack rotation
• Helps the Roster parent fill in vacant helper days.
• Assists the Registrar in maintaining up to date family information (i.e. – authorized persons for pickup; contact information)
• Meets with the new Class Reps for training and info sharing