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/her 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:

Article I: License

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

Article II: 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:

– may hold a position on the Board of Executives with approval of the Board of Executives 

– 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 Board of Executives

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 Director

– 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: Board of Executives ( Directors )

1. Shall be responsible to the general membership for:

  – conducting all Meetings (inperson or Zoom)

– fulfilling the 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 Board of Executives will be the signing officers.

– hire licensed or certified Educators

– hire the Executive Director

– assess salaries and fees annually

The Board of Executives being comprised of:

a. Elected Members – Elected – Directors – voting

President

Vice-President

Treasurer

Secretary

Personnel Officer

Director(s) at Large

b. Advisory Members – Non- elected – non voting

Executive Director

Program Manager

Educator(s)

2. Elected Board of Executives/Directors shall not receive remuneration or other financial 

benefit for their services of being an Executive committee member.

a. The Executive Director is hired by the Board of Executives, holds a postion on

    the Board of Executives, and is employed by the school.

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

4. Resignation from the Board of Executives shall be by way of Resignation 

Letter addressed to the remaining Board of Executives members via Email.

5. In the years any of the above positions are unfilled, the President will take duties on the

duties of the Secretary, the Vice President will take on the duties of the Personnel

Officer

6. The Preschool Committees are:

– Educator Hiring Committee

– Policy Committee

– Bylaw Committee

– Finance/Budgeting Committee

– Capital Project Committee

– Steering Committee

Article V: Removal of Members fo the Board of Executives

Conditions:

– three (3) written grievances from the membership

– when they cease to be members in good standing

Procedure:

Under the above conditions the remaining Board of Executives will meet to review eligibility of the membership and removal of the member from the Board of Executives.

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/Support Workers will be hired hourly.

3. Executive Director will be employed year round.

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 may be up to 4 General meetings held yearly, to conduct the School’s business, education program and receive committee reports if required.

2. Board of Executives- Executive meetings shall be held Quarterly or 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 and a Quarterly

Executive Report may be issued by the Executive Director to keep the Board of

Executives informed of  school business.

3. Planning Meetings – 

– Winter Planning meeting is to determine the next years tuition fees, program

updates or changes. 

– Spring Planning meetring is to determine the next years educator contracts,

equipment and program needs.

4. Annual – The Annual General Meeting shall held before the end of the current financial

year or 12-15 months after the previous years AGM date. 

The Annual General Meeting shall vote in existing or new Executives, approve

previous years financials, approve approve current years financials to date, 

approve the upcoming School Years budget and approve anything else that is

required.

5. Special Meetings or Online Voting shall be called by the Board of Executives or on the 

written request of 10% of the voting members, seven 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 Annual General Meeting 

– 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 with an online vote, or in a 

  General Meeting. Online Vote may have a one (1) voting period.

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

Article XII: Board of Executives 

1. Director -President

– casts the decisive vote in the case of a tie

– ex officio member of all committees

– will be listed as a Director with BC Societies and the Community Gaming Grant

– Name is listed as contact for all Grants

– maybe asked to be a signer on cheques, Year End financials, Grants, and Educator contracts, any legal documents

2. Director – Vice President

– will be listed as a Director with BC Societies

– maybe asked to be a signer on cheques, Year End financials, Grants, and Educator contracts

3. Director -Treasurer

– will be listed as a Director with BC Societies and the Community Gaming Grant

– maybe asked to be a signer on cheques, Year End financials, Grants, and Educator contracts, other legal documents

4. Director – Secretary

– keeps an accurate record of meetings

– will be listed as a Director with BC Societies

– maybe asked to be a signer on cheques, Year End financials, Grants, and Educator contracts, other legal documents

5. Director – Personnel Officer

– serves as a liaison between the parents and the Executive, and as a liaison between the Educators and Executive.

– will be listed as a Director with BC Societies

– maybe asked to be a signer on cheques, Year End financials, Grants, and Educator contracts, other legal documents

6. Executive Director

– accountable to the Board of Executives
– develops and implements the organization’s strategic plan, sets goals, and ensures alignment with the mission and values.

– oversees the day-to-day operations, including program development, implementation, and evaluation

– manages the organization’s budget, and ensuring financial sustainability. 

– assists in hiring, supervising, and supporting staff and volunteers. 

– ensuring the organization adheres to all relevant laws, regulations, and licensing requirements

– builds and maintains relationships with stakeholders, including parents, community partners, and government agencies.

– represents the organization and its mission to the wider community and advocates for the needs of children and families.

– maybe asked to be a signer on cheques, Grants, or other legal documents

– can be designated as the schools legal authority, signing authority

Article XIII: Enrolments and With drawls

1. Eligibility –  Enrolled children must be between the ages of 30months to school age, as

per our Group Child Care license.

Children will be accepted for membership on the following basis:

A) children of present members

B) children of associate members

C) all other children

All 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, to ensure the a support is

available. Parents of these children must fulfil all the requirements for membership just

as other members do.

2. With drawls – the first month of a new 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 Program Fees will be set annually.

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

2. Program Fees – Fees are required for the entire durations of time a child is enrolled.

– Payment can be made as lump sum at the beginning of enrollment or can be paid monthly

– Monthly fees –  will be made monthly, regardless of the number of days attended.

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

– The last months’ fees are due by the end of the first month enrolled

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

– A child will loose their child care spot if, fees remain delinquent past 1 month. If 

last months fees have been paid. Last months fees are consider paid “in lue of 

withdrawn notification” to compensate delinquent fee loss to the school.

Article XV: Membership Responsibilities

– Read the Parent Manual

– Vote on matters of policy and dispersal of funds

– Attend the Annual 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 Board of Executives.

Article XVI: Program Manager and Educator  Responsibilities

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

1. Program Manager –

– Reports to the Executive Director

– 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 age appropriate early childhood education curriculum

– May hire RA Support Workers

2. Educator(s) –

– Reports to Program Manager

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

– Supports Program Manager with schools curriculum

Article XVII: Support Worker/Aid Responsibilities

The Support Worker/Aid shall have the minimum of a Responsible Adult certification.

ECE or ECEA Support Worker must be hired through the Board of Executives/Executive Director.

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 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(mass resignation of Board of Executives), as a result of which a quorum of the members or the Board of Executivds 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 members from 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, Executives, Officers and Agents:

1. Except as otherwise provided in the Society Act, every person heretofore, now, or hereafter serving as a Director, Executive, Officer or Agent of the School shall, to the full extent permitted by law, be indemnified and held harmless by the School from and against 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, Executive, 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, Executive 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, Executive 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, Executive, 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.