The President’s role and responsibilities include:

1. Chairing Committee meetings

2. Knowing and understanding important documents

3. Co-ordinating the work of the Committee by ensuring:

● Effective control of Committee meetings

● Sub-committees are set up and functioning with a clear understanding of the extent of their authority

● The Committee has clear goals

● Correct meeting procedures are followed

● Decision-making occurs in a democratic manner and is properly recorded

● There is a clear delineation of roles between Committee and staff

● Policy is implemented and regularly reviewed

4. Knowing the skills of each Committee member, so that their talents can be utilised effectively

5. Ensuring effective and open communication with parents and staff on important decisions

6. Presenting the annual report at the Annual General Meeting (AGM)

7. Review policies on a monthly basis

8. Participating in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

9. Assisting the Nominated Supervisor with Annual Staff Performance Reviews

The Treasurer’s role and responsibilities, with the support of the Fees Officer and Office Manager include:

1. Liaising with Bookkeeper regarding budgeting and planning

2. Banking and bookkeeping – ensuring:

● Correct accounting and reporting mechanisms in place

● Correct and accurate monthly bookkeeping

● Money deposited promptly with assistance from Fees Officer

● Bank accounts reconciled once a month with bank statements with assistance from Bookkeeper and Office Manager

● Receipts issued for all money received by the service

● Accounts, bills and wages paid on time with assistance from Office Manager

● Assist Fees Officer to ensure any fees are issued and collected in a timely manner

3. Reporting and record-keeping

4. Payroll – Assist Office Manager to ensure our staff are paid appropriately

5. Checks and balances – two authorised persons sign all cheques or authorise electronic payments with adequate documentation provided to signatories so that they know what payment is being made

6. Review policies on a monthly basis

7. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The Secretary is one of the central communicators of the Committee They work closely with the Office Manager to complete the following tasks. The Secretary’s role and responsibilities include:

1. File all correspondence and minutes

2. Accurately record the minutes of all meetings and related actions, and maintain these appropriately

3. Be aware of any ongoing issues

4. Prepare relevant documentation prior to Committee meetings. Develop the agenda with the President

5. Ensure Association members are informed of the business of the Association. This information can be included in a regular newsletter

6. Draft any necessary letters with the support of the Office Manager

7. Regularly collect and distribute mail appropriately in the absence of the Office Manager

8. Notify Consumer and Business Affairs of their appointment within 14 days

9. Notify any change of address within 14 days

10. Notify any alterations to the constitution (Model Rules) within one month

11. Make an application for approval of any change of name within one month

12. Lodge the statement of Annual General Meeting and financial statement within seven days of the Annual General Meeting (AGM) unless the registrar has allowed an extension, with support from the Office Manager

13. Produce any book, record or document to the registrar or authorised officer as required

14. Keep an up-to-date membership list with addresses and telephone numbers

15. Review policies on a monthly basis

16. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The Enrolment and Fees Officer roles and responsibilities include:

1. Being familiar with the enrolment policy for all programs

2. Answering all queries in relation to enrolments

3. Ensuring an adequate supply of Enrolment and Orientation policies are available at the service

4. Collection of any paper enrolment forms and the passing on of any associated fees to the Office Manager or Treasurer

5. Accurate recording and processing of enrolments in EzyKinder in accordance with the Enrolment and Orientation policy

6. Offering of kindergarten places to enrolled families in accordance with the Enrolment and Orientation policy

7. Reporting monthly to the Committee regarding the ongoing status of enrolments

8. Liaising with Enrolment Officers within the local area or enrolment scheme where required

9. Provide enrolment information as required by the Department of Education

10. Preparation of enrolment packs for enrolled families

11. Liaise with the Treasurer and Office Manager

12. Record payment details and reconcile bank account using EzyKinder

13. Bank money collected with the assistance of the Office Manager

14. Review monthly bank statements and provide information to External Bookkeeper with the assistance of the Office Manager

15. Review policies on a monthly basis

16. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The Enrolment/Fees Officer will be given a mobile phone for all communications regarding enrolments.

The Newsletter Officer’s role and responsibilities include:

1. Collating Teacher’s, Committee and President’s reports

2. Producing and distributing the Kindergarten newsletter to all enrolled families once a term

3. Annual update of the Kinder Information Booklet (with assistance from Office Manager)

4. Updating of Kinder flyers and pamphlets (with assistance from Office Manager)

5. Review policies on a monthly basis

6. Participate in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night

The Maintenance Officer’s roles and responsibilities include:

1. Establish working bees scheduled for the year (4)

2. Coordinate, oversee and manage working bees

3. Keep record of parent’s attendance at each working bee

4. Be knowledgeable of possible offers from the community to assist kindergarten, e.g. Council Softfall (tan bark) program

5. Keep record of retail contact numbers and other details and maintain contact lists for maintenance resources

6. Review policies on a monthly basis

7. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The IT Officer’s role and responsibilities include:

1. To provide IT support to the staff and maintain IT Equipment including desk tops, laptop, iPads and printer

2. Monitor systems, provide basic training when required, data backup

3. To administer the kinder’s Google Drive and ensure all Committee members and staff are given appropriate access for their role

4. Review policies on a monthly basis

5. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

6. To maintain the kindergarten’s website to ensure all updates requested are processed in a timely manner

7. Review policies on a monthly basis

8. Participate in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night

The Occupational Health and Safety Officer’s role and responsibilities include:

1. Review the classroom Incident book and identify any potential safety issues that require Committee attention

2. Review Teaching and non-teaching spaces for potential hazards each term

3. Actively communicate with educators and parents to identify risky areas and report to Office Manager, President and the relevant Council staff

4. Ensure Emergency Management Plan is up to date. Manage submission of EMP to the Department of Education, Kinder Committee and the Council once a year.

5. Ensure Emergency kit/bag in the classroom includes updated information in the event of an emergency, such as parent contact lists and emergency contact numbers

6. Review policies on a monthly basis

7. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The Fundraising Co-ordinator and Fundraising Officer’s roles and responsibilities include:

1. To identify, co-ordinate and run fundraising for the Kindergarten with Committee approval

2. Review policies on a monthly basis

3. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The Grants Officer’s role and responsibilities include:

1. Complete grant applications and follow up with committee and Council approval as appropriate

2. Review policies on a monthly basis

3. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The Policy Co-ordinator’s role and responsibilities include:

1. Responsible for determining which policies require review and updating as required in keeping with the National Quality Framework

2. Responsible for the process of reviewing policies that require updating, liaising with the educators and Committee regarding any changes to these policies and seeking approval from the Committee for the adopting of these policies

3. Responsible for ensuring the 'Policy Folder' in the foyer is kept up to date with a printed copy of each current policy

4. Responsible for providing soft copies of the approved policies to the IT/Website Officer to be uploaded onto the kindergarten website

5. Responsible for arranging the email distribution of newly adopted policies to parents on a regular basis (with assistance from Office Manager)

6. Responsible for ensuring that actions are taken as required to ensure adherence to the policies adopted by the kindergarten

7. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The Uniform Co-ordinator’s role and responsibilities include:

1. Arrange processing of all uniform orders received

2. Place orders with the Uniform supplier

3. Co-ordinate distribution of Uniforms once received from Supplier

4. Review policies on a monthly basis

5. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

The Translator’s roles and responsibilities include:

1. To translate documents and email communications for Committee and Staff as required

2. Review policies on a monthly basis

3. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

All Committee Members, that is, those not holding a position as President, Secretary or Treasurer, are vital to the Committee and their role is to:

1. Attend monthly Committee meetings

2. Keep informed by reading the agenda, reports, minutes and any other relevant information

3. Follow the correct meeting procedure

4. Participate at Committee meetings and other Committee events

5. Support the decisions of the Committee meeting

6. Respect confidentiality of information

7. Abide by the policies of the kindergarten

8. Accept the responsibility of Committee membership

9. Share responsibility for all Committee decisions, including the financial decisions

10. Review policies on a monthly basis

11. Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night

12. Ensure any task/s allocated to them in the minutes are completed or in progress by next Committee meeting

The entire Committee (i.e. executive and general members) is the governing body of the service as per the Constitution/Model Rules. All Committee members are involved in the decision making process and will abide by the outcome.