Constitution & Bylaws

Constitution:

 ARTICLE 1: NAME

CONSTITUTION

  The name of the group shall be the Jack and Jill Parent Participation Preschool Society, hereafter referred to as “the School”.

ARTICLE II: PURPOSE

The purpose of the school shall be:

1. to provide a program designed to help each child achieve the fullest emotional, psychological, social, and physical growth for him at that particular stage in his / her development.

These will be accomplished by:

a. guided play directed by a licensed preschool supervisor(s). b. provision of adequate equipment and supplies.

2. to provide a program of education for parents, legal guardians or care givers to increase their understanding of the development and learning processes of young children.

PROVISIONS

The purpose of the School shall be carried out without purpose of gain for the members and any profits or other accretions to the School shall be used for promoting our purpose. This is an unalterable provision.

ARTICLE III: AMENDMENTS

Amendments to this constitution require one month notice prior to any General Meeting at which two-thirds of the members must be present.

Bylaws:

Bylaws of

Jack and Jill Parent 

Participation Preschool Society

AKA 

Jack and Jill Preschool

“ The school”

June 2021

Article I: License

The Supervisor(ECE), is the licensee, who maintains compliance and holds the Preschools Community Care Facility Licence under the Community Care and Assisted Living Act – Child Care Licensing Regulation of BC, with Vancouver Coastal Health.

Article  II: Affiliation

The Schools Executive may choose if the School will hold a membership with an Early Childhood Education Organization or not.

Article III: Membership

1. Active – all families who have children enrolled in the School shall:

– pay the prescribed fees as per By-law Article XIV

– have full voting privileges

– will fulfill duties as per By-law Article XV

2. Associate – all interested persons shall:

– not vote at General Meetings

– may hold a position on the Executive with approval of the Executive Committee

– if an associate member fails to meet these requirements they will cease to be a member in good standing and at such time their associate membership will be reviewed by the Executive

3. Membership Commences: 

– on first day of the School year that the child attends, in the Year the child is enrolled for

4. Membership Ceases:

– at the time of withdrawal

– when the member fails to meet membership requirements as per Article XV they will cease to be members in good standing and at such time their membership will be reviewed by the Executive

– on the last day of the School year in June, unless a child from the family, is enrolled in the upcoming School year, the family would then continue to hold membership

Article IV: Executive Committee

  1. Shall be responsible to the general membership for:

  – conducting all General meetings

– fulfilling their duties described in the Constitution and By-laws

– submitting over budget expenditures and /or expenditures not in the budget to the membership for approval

– dispersing of funds to by way of cheque or electronic transfer

– any two members of the Executive Committee will be the signing officers.

– hire licensed or certified Teachers

– assess salaries and fees annually

The executive committee being comprised of:

a. Elected Members – Elected – voting

Director- President

Director -Vice-President

Director-Treasurer

Director-Secretary

Director-Fundraising Chair

Director-Marketing Chair

Director-Personnel Officer

b. Advisory Members – Non- elected – non voting

Supervisors/Head Teachers

Assistant Teachers

Past Presidents

Past Treasurers

2. Elected Executive Members (Directors) shall not receive remuneration or other financial benefit for their services of being an Executive committee member.

3. Members of the Executive Committee shall cease to be in good standing when they fail to meet membership responsibilities as per Article XV.

4. Resignation from the Executive shall be by way of Resignation Letter addressed to the remaining Executive Committee members via Email.

5. In the years any of the above positions are unfilled, the President will take on the responsibilities of the Marketing Chair, the Vice President will take on the responsibilities of the Secretary, the Treasurer will take on the responsibilities of the Fundraising Chair.

6. The Preschool Committees are:

– Teacher Hiring Committee

– Policy Committee

– Bylaw Committee

– Finance/Budgeting Committee

– Capital Project Committee

– Fundraising Committee

– Marketing Commitee

Article V: Removal of Members of the Executive Committee

Conditions:

– written grievances from membership

– when they cease to be members in good standing

Procedure:

Under the above conditions the remaining Executive members will meet to review eligibility of the membership and removal of the member from the Executive Committee.

Article VI: Employees

1. Licensed personnel will be employed in accordance with the school’s licensing requirements. Salary and terms of employment will be as per annual contract.

2. Teacher Aids will be hired hourly.

Article VII: Dissolution

Dissolution of the School requires one month notice of motion and 51% majority at any General Meeting. Liquidation will be consistent with the BC Society Act [section 124].

Article VIII: Parliamentary Authority

The current edition of Roberts Rule of Order will be the reference except where there is a discrepancy with the Constitution and By-laws; The School’s Constitution and By-laws will prevail.

Article IX: Meetings

1. General (regular) – There shall be 3-4 General meetings held yearly, to conduct the School’s business, education program, and receive committee reports.

2. Executive – Executive meetings shall be held prior to General Meetings and whenever necessary for the proper conduction of the school’s business. They shall be called by the President or on the written request of two Executive members.

3. Planning – A Planning Meeting will be held in the Spring(Feb/Mar), shall present any changes in fees, contracts, programs and policies for the upcoming fall term.

4. Annual – The Annual General Meeting shall be the first General Meeting held after the Summer Closure but before the end of the current financial year. The Annual General Meeting shall vote in existing Executives, approve Previous Years Financials, agree on the upcoming School Years proposed budget, and anything else that requires approval.

5. Special Meetings or Online Voting shall be called by the Executive or on the written request of 10% of the voting members, Fourteen days’ notice shall be given.

Article X: Quorum

1. Executive: 50% of the voting board shall be a quorum

2. General (annual): Two-thirds of the voting members shall be a quorum

3. General (monthly): 50% of the voting members shall be a quorum

4. Online Voting: Two-thirds of the voting membership shall be a quorum

NOTE: A quorum shall never be less than three persons.

Article XI: Nominations, Elections and Resignations

1. Nominations 

– Nominations can be made at any time through out the year, if there is a vacancy.

-further nominations will be received from the floor at the last General Meeting before the summer closure

– nominee not present must have indicated willingness to stand

  – if there is only one nominee, that person shall be declared elected

2. Elections – can take place through out the year if there is a vacancy in that position. 

– Elections can be by way of Email to members or in a General Meeting.

3. Resignations – shall be in form a resignation letter from the member. Where vacancies occur in the Executive, replacements will be appointed by the President until it can be ratified by the membership after discussion with the Executive.

Article XII: Executive Committee 

1. President

– shall preside at all meetings

– casts the decisive vote in the case of a tie

– ex officio member of all committees

– submits yearly Donation Acknowledgement to Coast Reporter Acknowledgement now on Preschool Website year round.

2. Vice President

– shall preside at all meetings in the absence of the President

– assists the President as required

– Manages Parent Job list

3. Treasurer

– makes deposits to bank

– receives accounting paperwork from Teacher and submits to Book keeper

– presents financial reports to General and Executive Meeting as required

– presents yearly Budget to membership

4. Secretary

– keeps an accurate record of meetings

– posts/emails the minutes of the Executive, General and Annual Meetings to the President

5. Fundraising Director

– sets fundraisers with established accounts

– manages Fundraising Committee

6. Marketing Director –

– Posts to Facebook pages & group

7. Personnel Officer

– serves as a liaison between the parents and the Executive, as a liaison between the teachers and Executive, and as liaison between Preschool and Community.

Article XIII: Enrolments and With drawls

1. Eligibility –  a child must be 36 months of age by December 31st of the current school year to enter school. At 48 months of age by December 31st of the current school year the child will be considered a 4 year old for class purposes. Children will be accepted for membership on the following basis:

A) children of present members

B) children of associate members

C) all other children

Children will be accepted for membership or placed on a class waiting list, on a first come, first serve basis. Special needs children will be considered individually. Parents of these children must fulfil all the requirements for membership just as other members do. A child of 30 months of age may be considered, based on the Supervisors desecration.

2. With drawls – the first month of a child’s enrolment is considered a trial period. The Executive, on the advice of the Supervisor, reserves the right to request the withdrawal of a child (at any time) who is unable to adjust to the program.

– withdraws require one calendar month written notice to the Supervisor, or forfeit one month’s fees in lieu of notice (family emergencies may be considered expectations at the discretion of the Executive)

Article XIV: Fees and Assessments

Registration and Tuition fees will be set annually.

1. Registration Fee – Registration fees are due at the time of registration. Registration fees are not refundable.

2. Tuition Fees – Tuition is for the School Year

– Payment can be made as lump sum at the beginning of the School Year, or can be paid monthly

– Monthly fees –  will be made from September to June (10 months), regardless of the number of days attended.

– fees are due in advance, on the first of the month

– the last months’ fees are due in advance of the Members’ last general General Meeting

– fees overdue will be considered delinquent; the parent will be notified(in writing) when fees are one month in arrears.

Article XV: Membership Responsibilities

– Read the School Parent Manual

– Vote on matters of policy and dispersal of funds

– Attend General Meetings to participate in discussions, decision making and education offerings of the school

– Responsible to review parent education material provided in the School Newsletter

– Be aware of the policies of the School and sign and abide by the Parent’s Agreement

– Volunteer whenever possible to assist in running of the School in addition to holding a position of the Job List or on the Executive

– Every member is required to hold at least one position once Job List or Executive

Article XVI: Supervisor and Assistant Responsibilities

The Supervisor and Assistant is a member in good standing with the ECE Licensing Regulations shall:

1. Supervisor /Head Teacher- School Program Manager –

– maintains the Schools Child Care License

– has an ECE (Early Childhood Education) designation

– manages class routine and activities

– manages day to day operations of school

– liaise with Parents

– provides parent education material

– provides membership with Monthly Newsletter

– submits payroll

2. Assistant(s) –

– Has an ECE or ECEA (Early Childhood Education Assistant) certificate

– assists Head Teacher in class

– Assists Supervisor with operational duties as required

Article XVII: Teachers’ Aid Responsibilities

The Teachers Aide shall have a Responsible Adult certification. Assist the Supervisor with operational duties as required.

Article XIX: Borrowing Power

The School will not exercise borrowing power.

Article XX: Amendments

Amendments to the By-laws require two weeks notice of motion prior to any General Meeting or online vote, at which two-thirds of the membership must be present or vote.

Article XXI: Emergency Bylaw Provision

 In the event of any emergency, disaster or catastrophe, or other similar emergency condition, as a result of which a quorum of the members or the Executive Committee cannot readily be convened for action, then the director or directors in attendance at the meeting shall constitute a quorum. Such executive or executives in attendance may further take action to appoint one or more of themselves or other directors to membership on any standing or temporary committees of the Executive Committee as they shall deem necessary and appropriate.

Article XXII: Indemnification Clause

Indemnification and Protection of Directors, Officers and Agents:

1. Except as otherwise provided in the Society Act, every person heretofore, now, or hereafter serving as a Director, Officer or Agent of the School shall, to the full extent permitted by law, be indemnified and held harmless by the School from and agains any and all loss, costs, liability and expense that my be imposed upon or incurred by him/her in connection with or resulting form any claim, action, suit or proceeding, civil, criminal or administrative, in which he/she may become involved as a party or otherwise by reason of his/her being or having been, or of actions taken as, a Director, Officer or Agent of the School. As used herein, the term “loss, cost, liability and expense” shall include, to the full extent permitted by law, all expenses incurred in the defence of such claim, action suit or proceeding and the amounts of judgements, fines, or penalties levied or rendered agains any such person provided, however, that no such person shall be entitled to indemnity hereunder if the Directors determine in good faith that such person was not acting in good faith. Payments authorized hereunder shall include to the full extent permitted by law, amounts paid in settling any such claim action, or suit or other proceedings, whether actually commenced or threatened. Expenses incurred with respect to any such claim, action, suit or proceeding may, to the full extent permitted by law, be advanced by the School prior to the final disposition thereof upon receipt of any undertaking satisfactory in form and amount to the Directors by or on behalf of the recipient to repay such amount unless it is ultimately determined that he/she is entitled to indemnification hereunder. The foregoing right of indemnification shall not be deemed exclusive of any other rights to which any person may be otherwise entitled by contract of as a matter of law. 

2. The school shall apply to the Court for any approval of the court which may be required to make the indemnity herein effective and enforceable. Each Director and Officer of the school on being elected or appointed shall be deemed to have contracted with the School on the terms of the foregoing indemnity.

3. The failure of a Director or Officer of the School to comply with the provisions of the Society Act or of the Constitution or these By-laws shall not invalidate any indemnity to which he/she is entitled under this By-law Article XXI.

4. The School may participate in an insurance program provided for as a member of a Early Childhood Education Organization, which program includes insurance for the benefit of any person who is or was serving as a Director, Officer or Agent of the School, and his/her heirs or personal representatives, against any liability incurred by him/her in having been or acted in any such capacity.