Column with Contents

	WFPS Committee Descriptions and Responsibilitites
COMMITTEE NAME	I. Enrichment Committee Job Description The enrichment committee, which shall consist of two parents, one from each group, will assist the teachers in the preparation of "special" classroom projects and events. Some of the areas include: classroom visitors as requested by the teachers and making arrangements for fire station field trips (for both groups),. This committee must meet with the teachers at the first Parents' meeting in August/September. Classroom participation is not required. SPECIFIC RESPONSIBILITIES: Contact appropriate people for West Falmouth Fire Station visits in October-Fire Prevention Week. This is a walking field trip. Parents are needed as chaperones. Contact people to arrange classroom visits as requested by teachers. Teachers will inform you of possible dates and times. Contact parents for donations of materials needed for special classroom projects. Communicate with teachers as to a "list of specific items" needed. Classroom participation is not required. Work as a unit to prepare for the Spring School Picnic. Prepare written notice containing pertinent information for parents as to what transpires on the day. Officers of the school are able to tell you what needs to be done. IT IS YOUR RESPONSIBILITY TO ORGANIZE A FEW GAMES, ACTIVITIES, AND SPECIALTREATS FOR THE MORNING (i.e. bubbles; scavenger hunt with scattered, wrapped candy and gum; hula hoops; different sized balls; water balloons; etc.). Anything that you can think of that might be appropriate for the age groups. Specials treats can include watermelon, popsicles, apples, Hoodsies, etc. Please ask for parental donations. This committee will also work with the Refreshment Committee to plan the refreshments needed for the Spring Class Picnic. 3-Day person must check with teachers, then arrange for a visit to the North Falmouth Kindergarten in May. Call school with possible times and dates. Arrange for transportation to and from the school. Usually, a bus is hired to TAKE us there, and a few parents meet us there to transport us back to WFPS. Each member on the committee must write a brief detailed report to be included in the Enrichment Committee folder. Include such comments as procedures, problems, complaints from parents, things that worked well or not well., ways to save time, and/or additional duties which had to be performed. This will be a great help to next year's committee. At the end of the year, please return the folder to the Chair of Chairs or the Vice President. Click here for the Enrichment Committee timeline [top] II. Fundraising Committee Job Description The fundraising committee shall consist of a chairperson from the 3-day group, a chairperson from the 2-day group (one of which must be an alumni), and six additional parents from either group. This committee is responsible for the fall and spring fundraising events. This group must meet at the first Parents' meeting in August/September to discuss its plans, and again, officially, sometime in September. A folder is available to assist with the traditional guidelines of years past, but, as a new committee, changes and improvements are sure to be added throughout the year. The chairperson should expect to receive telephone calls from the Chair of Chairs prior to and after the fundraising event. The committee is free to change certain things as they see fit. The Executive Committee and the teachers are a wonderful source of advice. Be sure that they, as well as the Chair of Chairs, are kept up-to-date as you go along. Also, please keep the parents informed as to how the money will be spent. Since the chairperson will have a co-chairperson plus additional parents, it may be a good idea to assign each member to a team captain position for these fundraisers: 1. Fall raffle (mandatory) 2. Optional fundraiser 3. Spring fundraiser (mandatory) These captains would be responsible for coordinating their particular fundraiser to make sure that everything runs smoothly. The committee chairpersons would then be responsible for each captain and be sure that the entire event runs according to plan. Some areas to consider include: Publicity (posters, newspapers, channel 13, etc.), Solicitation, Sorting and Pricing, Set-up and Clean-up, First and Second shifts. As far as the spring fundraiser is concerned, anything is a possibility. The committee may wish to brainstorm and then select ideas upon which the parents could vote. The parents could be solicited for ideas which the committee could then discuss and refine. Again, it is imperative that the committee discuss any such plans with the Chair of Chairs and the Executive Committee before a final decision is reached. Each member on the committee must write a brief report to be included in the Fundraising Committee folder. Include such comments as procedures, problems, complaints from parents, things that worked well and not so well, sign-up sheets used, ways to save time, and/or additional duties which had to be performed. This will be a great help to next year's committee. At the end of the year, please return the folder to the Chair of Chairs or the Vice President. Click here for the Fundraising Committee timeline [top] III. Graduation Committee Job Description The Graduation Committee shall consist of a chairperson from each group and four additional members. This committee's purpose is twofold, PREPARATION for the event and GRADUATION DAY responsibilities. Graduation is always held on the FIRST FRIDAY IN JUNE, check the school calendar for the actual date. This committee must meet at the first parents' meeting in August/September and again, officially, before March to discuss its plans. The chairperson should expect a call from the Chair of Chairs periodically throughout the year. PREPARATION: The committee members should discuss, order, and wrap gifts for children and others; order ribbons, type programs, calligraphy diplomas (or find someone who can); and make and hang posters for sign-ups of donations of food, flowers, and papers goods. Both groups may contribute. The day/night before graduation, upstairs in the main hall of the library, the backdrop, children's chairs, and the seating for the adults need to be set up. Check with the Librarian before this is done. Another aspect of PREPARATION is the drawing, water coloring, cutting out, mounting, and finishing touches of the cameos. Anyone may help with this task. Once the teachers have decided on a theme, the creation of the cameo masks can start at any time. GRADUATION DAY: The 2-day group is solely responsible for this day so that the 3-day parents can enjoy the performance and in return, when you child graduates, you can also enjoy the day. RESPONSIBILITIES: Post a sign-up sheet for 3-day siblings that need to be babysat while the performance is going on. Baby-sitters are needed. It is your job to find two to three people willing to do it. Someone needs to provide a snack. Check with teachers to see if there is anything that they want to use up. Find some people to "hostess" upstairs, such as pass out programs and serve food and beverages. CLEAN UP: Disassemble the backdrop, return children's chairs to the classroom, fold and put away adult chairs, and return the library to the normal decor. Clean kitchen, sweep floor, and discard any trash and flowers. Each member on the committee must write a brief detailed report to be included in the Graduation Committee folder. Include such comments as procedures, problems, complaints from parents, things that worked will or not well, ways to save time, and/or additional duties which had to be performed. This will be a great help to next year's committee. At the end of the year, please return the folder to the Chair of Chairs or the Vice President. Click here for the Graduation Committee timeline [top] IV. Maintenance Committee Job Description The Maintenance Committee, which shall consist of a chairperson from each group and three additional parents from either group, must meet at the first Parents' Meeting in August/September to discuss its plans, and again, officially, sometime in September. It is the responsibility of this committee to provide overall maintenance of the playground and entrance door to the school, and for minor repairs inside the school, as well as raking and picking-up leaves in the fall and dealing with snow and ice in the winter, plus other projects which may come up during the year. It is imperative that this committee keep the front and back stairs free of snow and ice at all times when school is in session. This committee will also do a late summer/early fall spruce up such as plant flowers and clean up the grounds prior to the first Parents' Meeting in August/September. The Executive Committee will notify the chairpersons as to when they will be doing their annual school clean up so that it will coincide with the clean up of the outside. The chairpersons can expect periodic phone calls from the Chair of Chairs. Please consult with the President if the committee has suggestions concerning major project (such as tree removal, for example). Each member of the committee must write a brief report to be included in the Maintenance Committee folder. Include such comments as procedures, problems, complaints for parents, things that worked will or not well, ways to save time, and/or additional duties which had to be performed. This will be a great help to next year's committee. At the end of the year, please return the folder to the Chair of Chairs or the Vice President. Click here for the Maintenance Committee timeline [top] V. Publicity Committee Job Description When the community has a good feeling about the West Falmouth Preschool, they will be more likely to choose us over other schools in the area. With the goal of attaining full enrollment for both classes, the objective of the publicity committee is to project a positive over image of the WFPS in our drawing area. A variety of marketing tools can be employed, including: ADVERTISING: (i.e. paid media such as the annual springtime and back to school listings in the Falmouth Enterprise) PUBLIC RELATIONS: (i.e. press releases in the Falmouth Enterprise, messages on the local cable Channel 13, participation in the Cape Cod Children's Museum annual preschool event, publication and distribution of brochures or fliers, sponsorship of local events that potential candidates might attend) DIRECT MARKETING: (i.e. mailings to preschool candidates or alumni, WFPS web site) A reasonable goal is to try every other month to get a photo and caption in the Falmouth Enterprise, using a special activity at the preschool as your "hook". It is also a good idea to keep fresh messages on Channel 13. To do this, simply submit a new paragraph to the station every month. If the school has a particular need, or problem (i.e. low enrollment) a publicity plan, like the one attached, should be developed and executed in the spring. Other responsibilities include: Publicity for any major fundraising events and making an application announcement for our annual Tuition Assistance Program. Click here for the Publicity Committee timeline [top] VI. Refreshment Committee Job Description The Refreshment Committee shall consist of one person from each group. This committee is responsible for seeing that classroom parties (i.e. Thanksgiving, Christmas, etc.) and parent's meetings are provided with donations from the membership. They will also work in conjunction with the Enrichment Committee to decide which refreshments will be needed at the Annual Spring Picnic. This committee must meet with the Chair of Chairs at the first Parents' Meeting in August/September to discuss its plans. Each member should expect a call from the Chair of Chairs prior to parties and parents' meetings throughout the year. CHILDREN'S PARTIES AT SCHOOL: One person will be assigned by the Vice President, by way of the snack calendar, to bake something and to clean up. The committee will contact two to three other people to bring in cookies, ice cream, or other festive snack, a drink, and some holiday napkins. It is very important to give the people you are calling ample time to prepare. Call at least one week prior to the scheduled event and keep a checklist for fairness. PARENTS' MEETINGS: The committee will contact three or four people to bring in baked goods. The committee will also take care of making coffee which is usually stored in the cabinet above the pre-school sink. You'll have to check on cream and sugar. The coffee pot is in the pre-school storeroom. ANNUAL CLASS PICNIC: The Refreshment and Enrichment Committees will decide what treats to provide for the children and to contact sufficient people to make baked goods, if that is what is decided. If it is decided to provide ice cream or something similar which needs to be purchased, check with the treasurer to see if sufficient school funds are available to cover the expense before asking for money from parent.s. A suggestion for making things run smoothly for the Refreshment Committee: at the beginning of the year, make a list of all parties and parent meetings for the entire year and assign different parents to these with what they should supply (juice, paper napkins, cupcakes, etc.). If the date scheduled for parents is not good for them, it would be up to the parents to replace themselves. If this is done, parents will have plenty of time in advance to plan. It would be up to the Refreshment Committee to call assigned parents to remind them of their assigned party at least one week in advance. Finally, both members of this committee must write a short report at the end of the year explaining any problems or changes that could be made. Include what refreshments went over well, and what you chose to do for the picnic. This will be very helpful to next year's committee. Please turn in the report to the Chair of Chairs or the Vice President. Click here for the Refreshment Committee timeline [top] VII. Vacation Cleanup Committee Job Description The vacation cleanup committee, which consists of one chair and four members, is responsible for cleaning the school during the vacations (December, February, and April). This committee will also need to assist with the set up of the classroom before the September parents' meeting, and with the breakdown of the classroom in June. Each committee member is expected to do equal amounts of work, with the chairperson delegating and coordinating the chores. The Chairperson should check with the teachers before each vacation week regarding specific cleaning needs. The Chairperson should also check with the Treasurer to determine whether sufficient school funds are available to cover any expenses if need be. The Chair of Chairs will call the Chairperson of this committee prior to each school vacation. Mandatory duties are as follows: Two deep cleanings (December and April vacation). One light cleaning (February vacation). Have floors washed professionally, or by committee members (depending on funds) and waxed. Rugs must come up and all furniture moved out.. Vacuum rugs. Defrost and clean refrigerator. Wipe out cubbies and other furniture/woodwork in coat room. Thoroughly clean and disinfect bathrooms, including walls. Clean cabinet under sink. Wipe off windowsills. Clean all furniture and toys. These can be taken home by the parents on the committee in boxes with a contents inventory list taped to the outside of each box. Included are sand and rice table toys. Take stuffed animals, dolls, doll clothes, dramatic play clothes, and hats home to wash. Wash out glue cups, paint sets (replace empty paint colors), easel paint cups, and brushes. After the April vacation cleaning, everyone must write a brief report to be included in the Vacation Cleanup Committee folder. Include any problems which you came across, ways to save time, and any additional duties which you had to perform. At the end of the year, please return the folder to the Chair of Chairs or the Vice President. Click here for the Vacation Cleanup Committee timeline [top] VIII. Working Parents & Evaluation Committee Job Description The Working Parents & Evaluation Committee shall consist of two working parent members (one 2-day and one 3-day) and one alumni member from either group to act as Chair. This committee assists teachers in preparing materials for classroom projects, and establishes evaluation tools and procedures for the school year. This committee must meet at the first parents' meeting in August/September to discuss its plans, and again, officially, sometime in September. The chairperson should expect a call from the Chair of Chairs prior to evaluations. Responsibilities: Assist in preparatory work for the classes (i.e. cutting things out at home, making up batches of playdough, assembling materials for an art project, etc.) Committee members will be responsible for communicating with the teachers in regard to what help is needed and when. Chores will be distributed equally to the members of the committee regardless of which group the work is for. Written parent evaluations are conducted once a year. This committee will be responsible for collecting data and presenting it to the Executive Committee. They will also meet with the Executive Committee to determine how the parents can best assess the existing program and teachers and to encourage suggestions for the future. A member of this committee should be present at the March Executive Committee meeting to present the proposed evaluation before it goes out to the parents, and then again in May to present the results. The original evaluations which parents fill in must be kept on file at the school each year. As soon as the results are compiled, copies should be given to the President, even if it is prior to being reported to the Executive Committee, and then given to the Chair of Chairs to be filed. Results should also be posted in the coatroom. Specific suggestions should be passed along to whomever they apply, such as the Fundraising Committee, along with comments and/or suggestions to the teachers. This is a very important part of your job since it is the only way that the program can be improved and new suggestions implemented. Each member on this committee must write a brief report to be included in the committee folder at the end of the year. Include problems, time saving procedures, and copies of forms and reports which were used. This will be a great help to next year's committee. Return the folder, along with your report, to the Chair of Chairs or the Vice President at the end of the year. Click here for the Enrichment Committee timeline [top]
Enrichment
Fundraising
Graduation
Maintenance
Publicity
Refreshment
Vacation Cleanup
Working Parents & Evaluation

The information contained herein is private/proprietary to the West Falmouth Preschool (WFPS). Not for use or disclosure outside of WFPS without prior written consent.