Overview

Parents are required to:

• Attend Orientation Sessions at the beginning of the year (anyone who will parent help for your child during the school year MUST attend the Orientation Session).
• Assist in the classroom as a parent helper and be available on scheduled alternate days.
• Attend monthly general meetings.
• Participate actively as a member of one of the preschool’s job committees or in a leadership (board or chairperson) position.
• Actively participate in all fund-raisers and to contribute towards the school’s total fund-raising goal.
• Participate in one cleaning day per year, assist with Friday take-down, and help with school maintenance.
• Meet other requirements as stated in the Parent Agreement (see page 31).

Punctuality is expected and appreciated.

Parents are encouraged to attend various social events. We try to arrange adults-only functions during the year, as well as family picnics and parties. That way we can get to know each other as people, not just parents! If you are interested in hosting or helping with any social event, please contact the Social Committee Chair or your Class Representative.
A parent’s active participation in the preschool benefits not just the child, but the parent and indeed the whole family. As a Tillamook parent you can expect to gain:

• Support in your parenting challenges and successes.
• Increased understanding of child development. In particular, the teacher will offer her expertise and insights in discussions of your child’s progress.
• Ideas to improve your parenting skills—from the classroom, from parent education speakers and discussions at general meetings, and from informal sharing with other parents.
• Network of families for play dates, outings, baby-sitting exchanges, etc. In short, new friends for you as well as for your child!
• Satisfaction in working with others and doing your part to help run a great co-op preschool.

communication with teacher

You will have an opportunity to schedule conferences with the teacher in the fall and spring. These will be times to set goals for children, discuss their preschool experience and anything else you would like to talk to the teacher about. However, conferences alone will not establish the kind of teamwork between parent and teacher that is so important to the child’s development. Please talk to the teacher frequently. Ask her any questions you have about your child in the class, about your parent helping, or let her know when things are happening at home that might affect your child at school. Let her know what she can do to make you feel comfortable in the class and what activities you would like to do with the children or dislike to do.

parent sharing

You will enrich our class greatly if you share your talents, skills, and interests with us. Bring a favorite book to read to a small group of children, a plant or animal to show and discuss. Share your job with us, your hobby, your musical ability. Talk with the teacher about when and how you would feel comfortable sharing and when it would fit into both your plans.

Parent Helping

basics

Parent helping is the cornerstone of a co-op preschool. Families in the two-day class will parent help one or two times a month, three-day class families parent help two or three times a month.
The purposes of parent helping include:

• Add a new dimension to your relationship with your child.
• Assist teacher in carrying out curriculum.
• Expand parenting skills under guidance of teacher.
• Help keep children safe.
• Perform housekeeping chores.

who parent helps?

Tillamook Preschool welcomes all families who would like a cooperative preschool experience. Our Scheduler will work with you to fit your parent helping obligation into the days of the week on which you can help. Mother and father may take turns helping, or another person who cares about the child and is involved in the child’s life may do the parent helping. It is mandatory that anyone who will be helping in the classroom go through orientation of the daily program prior to helping.
If a potential classroom helper is unable to attend the orientation, or joins the school later in the year, he or she must spend a day in the classroom with the Class Representative prior to the first parent help day. The Class Representative will also go through the topics covered in the orientation sessions. On the first day a new parent is scheduled to help, the other parent helpers that day can also assist in orienting the new family. Class Representatives will follow up to answer questions, assist with committee assignments, and so on.

scheduling system

Tillamook uses a self-scheduling system for parent helping, which is coordinated by a parent who serves as Scheduler. Please contact the Scheduler if you have any questions or suggestions about the system.
The schedule for parent helping will be in a binder kept on top of the file cabinet in the classroom. Parents sign themselves up for shifts. You may sign up for months in advance, or go month to month, whichever works best for you.
The scheduler will fill in the blanks and even up for missed shifts, etc. Please make sure to notify the scheduler, in writing, of any needs you have for certain days, weeks, or months during the year. Your total number of regular and alternate shifts will be tracked and tallied throughout the year.
Around the 5th of each month the schedule will be removed from the binder to be completed and finalized for the upcoming month. It will be completed and a copy put in your cubby by the 15th. A master copy will be replaced in the binder and posted on the bulletin board.
If you have a period of time you are unable to work a shift (vacation, pregnancy, etc.), you can fulfill your obligation by working more in a different time period—contact the scheduler to work this out.
Those with two children in the school need to sign up for each child enrolled even if they are in the same class. For example, if you have two children enrolled in the two-day class you would be responsible for 3 to 4 shifts per month.

trades and alternates

If you realize you are unable to help on your scheduled day and know of this more than 12 hours in advance, it is your responsibility to arrange for a replacement on that day. You must:

• Find a replacement. Trade with another parent or find someone willing to work an extra shift—they will get credit if the Scheduler is notified.
• Notify the Scheduler by noting the change in the master schedule book. The Scheduler carefully tracks the number of times parents help and will adjust for the change in scheduling. You may not get credit unless you change the master schedule.
• Change the schedule posted on the bulletin board. This is necessary as the teacher uses this information in curriculum planning.

An alternate parent helper is scheduled for every preschool day. The alternate is to be used for last-minute, emergency purposes only. For example, if a scheduled parent helper or their child becomes sick within the 12-hour period preceding the preschool day, the alternate is to be used.
The person scheduled as the alternate must be available on the scheduled day, just as if he or she were a regular parent helper.The alternate is essentially “on call” until the preschool session has begun and all the parent helpers have arrived. Alternates should arrive at school by 8:45, prepared to parent help if needed.
If you are the alternate and end up working, be sure the master schedule in the classroom is changed to show that you did work and who was unable to work. Also let the Scheduler know so that you get credit for working an extra shift.
If you have a known conflict on the day you are scheduled as an alternate, follow the above procedure for finding a replacement. If you change your alternate day, please call all parents scheduled to work on that day and tell them the name of your replacement, so that they will know whom to call if they need the alternate.

Summary of Financial and Other Obligations

tuition

Tuition can increase every year due to cost-of-living increases. This can be approximately 5% per year. Refer to your Parent Agreement for current year rates.
School runs from September 1 through the end of May. We follow Portland Public Schools calendar for holidays and in-service days. The first payment is the annual Start-up Fee, due May 1. Tuition will be due the first school day of each month, starting in September.
Tuition payments made one week after the due date are considered late, and a $5.00 late fee will be charged. An additional $5.00 will be charged for each successive week that the tuition is late. If you are having trouble paying your tuition, please contact the President or Treasurer.
Tillamook also has a limited amount of financial aid available (a copy of the school’s financial aid policy is on page 71). For more information or to apply, talk to the President, the Treasurer, or your Class Representative.

fund-raising

Fund-raising is a vital source of operating income for the preschool. The teacher’s salary, our rent, financial aid, utilities, and school supplies are all partially covered by fund-raising dollars. Everyone is expected to participate in all fund-raising events in the following ways:
1. By participating in the agreed upon fund-raising programs to contribute to the school’s total fund-raising goal, as set in the budget each April.
2. By working a shift under the direction of the fund-raising committee at each specific fund-raising event, if necessary.
The Board sets the total fund-raising budget in the spring preceding each school year. The total dollar amount to be raised, divided by the number of students enrolled in the Co-op, gives an average amount for each family to work towards. You can do this as a family and/or involve your friends, neighbors and relatives to help work towards our school’s fund-raising goal.

memory books

There is a special one-time fee of $15 for your child’s “memory book.” The fee is due at enrollment. The children and the class historians create these books throughout the year. The books are received on the last day of school and become a treasured memory of your child’s year at preschool.

Last but not least

That takes care of your monetary obligations. Now just a few reminders regarding your other contributions to the school:

saturday cleaning

Each family must sign up to help clean the school one Saturday during the school year. This is done with two other families and takes about three hours. There will be a sign up sheet at the first General Meeting, and the sheet will remain posted on the bulletin board. The Building and Maintenance Coordinator will direct the monthly cleaning.

general meetings

General Meetings are mandatory. At least one parent/guardian from each family must attend. We strongly encourage the parent helper in the family to attend the general meeting. These meetings are essential for the well-being of our cooperative. We discuss and decide on school issues, hear speakers, and hold discussions on parenting and other topics of interest, and enjoy some adult social time.

Childcare at General Meetings

Childcare is available in the classroom during General Meetings for a small fee. Advance reservations are required. A sign up sheet will be posted on the bulletin board at least two weeks prior to meetings. The sign up sheet will be removed two days prior to a meeting. No reservations will be accepted after the sign-up sheet is removed, so that the Child Care Coordinator can ensure the proper baby-sitter to child ratio for the safety of the children.
If it becomes necessary to cancel a reservation for childcare, you must contact the Child Care Coordinator by noon the day of the meeting. Anyone who makes a reservation, and their child does not come, will still be required to pay the fee if they did not call to cancel the reservation.
Please bring exact change for the Child Care Coordinator. The coordinator will be responsible for paying the baby-sitters at the end of the meeting.

Compliance with zero tolerance policy

Portland Tillamook Cooperative Preschool is a substance and alcohol use and violence free zone.
There will be zero tolerance for any perceived threat of violence.
There will be zero tolerance for the use of behavior altering drugs or alcohol at school or at a school sponsored event where children are present.
This specifically includes refraining from the use of alcohol or drugs that impair mental or physical capacities 12 hours before school or any school sponsored event where children are present.

Parent Agreement

A sample copy of the Parent Agreement follows, for your reference. This outlines the membership requirements and must be signed by the child’s parents or guardians prior to enrollment. Please refer to your current year agreement from your enrollment packet.

SAMPLE PARENT AGREEMENT

I agree to enroll my child, ____________________________________, in the Portland Tillamook Preschool. My child will be a member of the:

( ) 2-Day Class 9:00 - 12:00 noon Tues. & Thurs. Tuition: $72 /month.

( ) 3-Day Class 9:00 - 12:00 noon Mon., Wed., & Fri. Tuition: $101 /month.

*** PARENTS: PLEASE READ CAREFULLY BEFORE COMMITTING
TO THESE OBLIGATIONS!
IF YOU HAVE ANY QUESTIONS OR
CONCERNS, PLEASE CALL A BOARD MEMBER. ***

I understand and agree to the following rules and obligations:

• To pay the Start-up Fee. This fee is due May 1, (before school starts) and is non-refundable.

• To pay tuition due on the 1st school day of each month from September through May. Tuition is considered late seven calendar days after the first school day of the month and a $5 late fee will be incurred each week the tuition remains unpaid. Tuition can increase every school year to account for cost-of-living increases (a minimum of 5% per year).

• To complete an Oregon Department of Education Criminal History Background Check request form for everyone who will parent help or drive to field trips. The results of the background check will be confidential, and will be handled on a case-by-case basis. The Board of Directors will confidentially review any report of crime against a minor.

• To provide a completed immunization record prior to the beginning of school.

• To read, understand, and follow the school’s philosophy as presented in the Parent Handbook.

• To comply with the school’s policy of zero tolerance for violence, threats, drugs, and alcohol. This specifically includes refraining from the use of alcohol or drugs that impair mental or physical capacities 12 hours before school or any school sponsored event where children are present.

• To attend the Parent Helper Orientation Session at the beginning of the school year. Any person who will parent help during the school year must attend the orientation session.

• To attend monthly general meetings. Prior notice of the meetings will be posted at the preschool.

• To work my family’s share of days for classroom parent helping, and to be available on scheduled alternate days. I will arrive by 8:30 am on my parent help days. I understand that if I cannot help on one of our family’s scheduled days, it is my responsibility to find a substitute helper, and notify the scheduler and teacher of the change.

• To participate actively as a member of one of the preschool’s job committees or in a leadership (board or chairperson) position.

• To actively participate in the Scrip program and all fund-raising events and to contribute to the school’s total fund-raising goal of $6671. (Approximately $185 per child.)

• To participate in one weekend cleaning day per year, assist with Friday turnaround (occasionally on Thursdays), help with school maintenance, and participate in other school support activities as reasonably requested by the Board of Directors.

• To give 30 days’ written notice, or pay an additional month’s tuition, if withdrawal of my child becomes necessary. The Board of Directors may make exceptions.

In addition, by signing this agreement I hereby represent that I have never been convicted of nor am I under indictment for any crime involving violence or force or sex-related crimes involving a minor.

This agreement is for one school year, August 1, 2004 to July 31, 2005.

______________________________________ ______________________
Signature of Parent/Guardian Date

_________________________________________ ____________________
Signature of Parent/Guardian Date

Parent Jobs

Every job, board position, and committee is essential to a well-run preschool. The following job descriptions have been redefined and reworked to make them as equitable and clear as possible, but there’s always room for improvement! If you find your job too difficult, ambiguous, whatever, talk to the vice president/Jobs Coordinator, the president, or any other board member. Keep in mind also that every year the job descriptions and committee groupings are a little different in order to fit the needs of the families and of the school. Therefore, the descriptions below are somewhat generic, and may not all apply to each specific school year.

Board of Directors

The Board of Directors is made up of parents from both classes. The Board of Directors sets and enacts policy for the preschool. They are the legal officers of the preschool, which is a non-profit corporation under Oregon law. (See the Bylaws, starting on page 59 with a brief overview of key sections.) The duties of the officers are as follows:

president

• Coordinates and oversees all operations of the preschool.
• Prepares meeting agendas and chairs Board meetings and general meetings.
• Plans orientation with teacher and Board.
• Attends PCPO president’s meetings, and fulfills PCPO presidents’ obligations.
• Chairs teacher contract committee.
• Assists financial aid committee

vice president/pcpo representative

• Assists the President in duties as needed.
• Fulfills duties of PCPO Representative.
• Trains for future Presidency (if desired.)

treasurer

• Collects tuition and late fees, keeps records, and deposits checks in the bank.
• Receives and dispenses funds, and keeps complete financial records.
• Develops and presents financial reports and budgets.
• Pays taxes, salaries, insurance premiums and all other bills in a timely manner.
• Attends PCPO treasurer training in Spring and Fall.
• Monitors financial health of school, and provides financial advice to the Board.
• Serves with President on teacher contract committee.
• Serves with President and one other Board member on financial aid committee.

secretary

• Keeps minutes at general meetings and Board meetings.
• Types as necessary for the Board.

anti-bias/parent education coordinator

• Fosters awareness of anti-bias philosophy in school.
• Supports teacher in anti-bias curriculum.
• Attends PCPO Diversity Forum meetings.
• Coordinates parent education speakers/events for general meetings.
• Serves on the Financial Aid Committee, and the Criminal Background Review Committee.

membership coordinator

• Acts as registrar, ensuring all required forms are on file prior to child’s starting school.
• Responsible for membership drive, including a) maintaining file of alumni, siblings, and other potential members, b) soliciting membership, and c) marketing school through the Spring Open House.
• Submits immunization forms to county health department.
• Works with Class Representative to enroll and orient families entering after the start of the school year.

jobs coordinator

• Assigns all preschool jobs.
• Ensures all families are participating evenly in their assigned job.
• Answers questions related to preschool jobs.

class representatives

One person from each class will:

• Act as liaison between teacher and class.
• Telephone class members for class and co-op business as delegated by the President or teacher.
• Lead any class meetings as needed.
• Publicize grievance policy and assist in resolving grievances.
• Follow-up on attendance at general meetings.
• Work with Membership Coordinator to orient new families throughout the year.

pcpo representative/special projects chair

• Attends and reports on general PCPO meetings and the PCPO conference.
• Prepares a report for Tillamook’s monthly newsletter.
• Maintains active involvement with PCPO and facilitates communication between Tillamook and PCPO.
• Manages special projects as directed by the President and Board.

fundraising chair

• Supervises fund-raising activities of the preschool.
• Chairs fund-raising committee meetings.
• Enlists the support and involvement of all preschool members in fund-raising activities.
• Reports monthly to the Vice President on committee’s activities.
• Research & implement new fundraisers if needed
• Initiates grant proposals or other donations to school as necessary

teacher

Duties of the teacher are outlined each year in the teacher contract.

Jobs/Committees

building & maintenance coordinator

• Maintains, repairs, & improves classroom, toys and playground equipment as needed.
• Performs monthly safety checks and communicates necessary repairs to the VP.
• Participates in August “Work Party” and additional projects throughout the year as needed.
• Assists classroom & storage organizer with outdoor shed if requested.
• Checks the play structure for needed repairs and safety concerns on a monthly basis.
• Checks the sandbox for needed repairs and safety concerns.
• Places reminder calls to crew for monthly Saturday cleaning.

classroom support committee

Classroom Support Chair: 1 family acts as chair in addition to taking one of the jobs below

• Communicates monthly with the teacher to determine classroom needs
• Organizes projects and tasks of committee, facilitates completion of ongoing tasks
• Trains the weekly setup families in the fall & fills in as needed for backup or additional assistance

weekly setup/classroom support committee

• Completes the “changeover” of the classroom every week from Sunday School to preschool setup
• Work can be done on Sunday between 3 and 5 pm or after 8pm and consists of moving tables, chairs,
• dividers and supply carts; it takes about 45-60 minutes per weekend
• Each family must follow a set schedule; it can be rotated every 3rd week or whole months at a time
• Works with building and maintenance family as needed for large projects (minimal)

friday turnaround captain

• Schedules and oversees Friday turnaround from classroom setup to Sunday setup
• Must be available every Friday at 11:45; no Friday parent helping
• Determines shifts and rotation for turnaround (4 families per week)
• Works with the teacher and church education director to keep current of setup changes

creative/classroom support committee

• Makes new materials for classroom, as needed by the teacher
• Repairs play clothes, props, and pillow covers as needed
• Helps the teacher rotate “dramatic play” materials

librarian & scholastic book coordinator/classroom support committee

• Processes the school’s new books with pocket, card, spine label, and Tillamook stamp
• Weeds out unsuitable books (working w/ the teacher and anti-bias coordinator)
• Repairs books as needed
• Sets up & maintains the library’s “check-out book”
• Monitors “checked-out” pockets periodically
• Distributes and collects Scholastic Book order forms as soon as they are available each month
• Completes & submits forms to book club; distributes books in cubbies each month
• Tracks bonus points for the teacher each month, facilitates the teacher’s special orders

classroom & storage organizer/classroom support committee:

• Cleans out and organizes all classroom cupboards and supplies monthly
• Notifies Saturday cleaning crew of any special cleaning needs as they arise
• Organizes the outdoor shed and inside storage room at beginning of year
• Maintains order in the indoor & outdoor storage areas throughout school year (works w/ the teacher)
• Communicates any needed repairs or safety concerns to the vice president

paint and towels/special projects:

• Wash and refill paint cups (weekly).
• Replenish easel paper supply — consult with teacher about size and color (weekly).
• Launder classroom towels (weekly).
• Launder other classroom items (aprons, dramatic play clothes) as needed.
• Assist teacher with special projects.

toy washing:

• Wash a rotation of toys on a weekly basis and return to classroom
• Each family will wash toys about twice a month.
• Maintain School aquarium (twice a month)

scrip fundraising committee

• Organizes and execute all aspects of the Scrip program
• Collects orders & payment from all families; log orders into computer program
• Conducts monetary transactions w/ treasurer
• Places order to Scrip Center
• Distributes Scrip to families in each class
• Tracks Scrip profits on a monthly basis
• Tracks each family’s Scrip purchases and distribute these numbers monthly

historian

There is one historian for each class (two-day and three-day). The historians compile a “memory book” for each child in their class, and a memory book for the teacher as a gift from the school.

• Sets up journals for the children at the beginning of the year
• Photographs class activities, individual children, groups, events, and field trips throughout year
• Photographs each child with the teacher
• Develops film promptly and works with the teacher to distribute pictures
• Coordinates class photos in April
• Gathers information, stories from parents/children about child and preschool experience
• Puts together memory books at year’s end, distributes on last day of school
• Puts together memory book from each class for the teacher

librarian

• Processes the school’s new books with pocket, card, spine label, and Tillamook stamp
• Weeds out unsuitable books, working with the teacher and anti-bias coordinator
• Repairs books as needed
• Sets up & maintains the library’s “check-out book”
• Monitors “checked-out” pockets periodically
• Distributes and collects Scholastic Book order forms as soon as they are available each month
• Completes & submits forms to book club; distributes books in cubbies each month
• Tracks bonus points for the teacher each month, facilitates the teacher’s special orders

newsletter editor and assistant

• Collects monthly articles from the teacher and the president
• Collects monthly board meeting minutes from the secretary
• Solicits articles, drawings, recipes, photos, etc. from membership
• Solicits information from the social committee regarding potlucks, special events, etc.
• Coordinates monthly family bios
• Completes all layout and editing of the newsletter by the last week of each month
• Coordinates printing of newsletter
• Distributes the newsletter by the first week of each month
• Works with board to determine ad policy
• Responsible for maintaining preschool Web Site.

scheduler

• Schedules parent helper shifts for all families in both classes.
• Removes self-scheduling notebook from the classroom by the 5th of each month
• Posts & distributes each month’s schedule by the 15th of the previous month
• Tracks total shifts worked for each family, and post the totals monthly
• Tracks schedule changes, trades, alternates, etc.

special events coordinator

• Acts as chair of the social committee
• Coordinates potlucks, school parties, picnics, August Ice Cream Social, Halloween party, Holiday party, etc.
• Solicits suggestions for special events from membership
• Notifies membership of upcoming special events
• Notifies newsletter editor of upcoming special events
• Works with the fundraising committee on social aspects of any fundraiser (decorations, food, etc.)
• Delegates responsibilities for special events to the committee members

purchaser & child care coordinator

• Purchases supplies for school, working closely with the teacher and board to determine needed items
• Submits receipts to treasurer for reimbursement, checks in to stay on budget
• Recruits babysitters for general meetings & other events as needed
• Oversees babysitters (check-in, clean-up of classroom, payment of sitters) during general meetings
• Arrives 10-15 minutes early for all general meetings to orient sitters and check in children

snacks and meeting setup

• Coordinates refreshments for general meetings and other school functions as needed
• Coordinates refreshments for social events, potlucks and fundraising activities
• Sets up for and cleans up after monthly general meetings
• Arrives 15-30 minutes early for all general meetings and special events to set up chairs, tables, equipment, make coffee, and set up snacks
• Assists special events coordinator as needed

Ad Hoc Positions

substitutes

Each class needs substitute teachers. The teacher will choose several parents from each class to fill these positions. Substitutes will be scheduled one less parent help day for each day they substitute. Substitutes should let the Scheduler know that they have substituted.

special projects

Interested parents can volunteer to work on special long-term projects; e.g., brochures, exploring grant possibilities, and playground development.