COMMITTEE

Parent run since 1968

Doncaster Kindergarten is a community kindergarten run by a Committee made up of parents
and carers of children who attend the kindergarten.

Each year since 1968, a group of parents have stepped forward to serve on the Committee and
the kindergarten has prospered. Committee members come from all walks of life and there are
many roles which allow parents to use their particular skills.

 

Close relationship between parents and staff

The Committee meets on a monthly basis in the evening and consists of the roles below.

The Committee considers the needs of the kindergarten from a number of points of view including the teachers, the parents and the community.

Amongst many other things, the Committee runs the kindergarten, reviews fee structures and
employs the staff. The result is a very close relationship between parents and staff and
amongst the parents.

 

Working together to deliver quality outcomes for educators and children
The Committee is crucial to the kindergarten. The kindergarten cannot operate without it.
Without the ongoing dedication of the kindergarten community and of the Committee as a
whole over the years, our kinder wouldn’t be the excellent learning centre it is today.

Roles in the Committee

President


The President’s role and responsibilities include:

  • Chairing Committee meetings
  • Knowing and understanding important documents.
  • 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.
  • Knowing the skills of each Committee member, so that their talents can be utilised effectively.
  • Ensuring effective and open communication with parents and staff on important decisions.
  • Presenting the annual report at the annual general meeting.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night
  • Assisting the Nominated Supervisor with Annual Staff Performance Reviews




Secretary


The Secretary is one of the central communicators of the Committee. The Secretary’s role and responsibilities include:

  • File all correspondence and minutes.
  • Accurately record the minutes of all meetings and related actions, and maintain these appropriately.
  • Be aware of any ongoing issues.
  • Prepare relevant documentation prior to Committee meetings. Develop the agenda with the President.
  • Ensure Association members are informed of the business of the Association. This information can be included in a regular newsletter.
  • Draft any necessary letters.
  • Regularly collect and distribute mail appropriately in the absence of the Office Assistant.
  • Notify Consumer and Business Affairs of their appointment within 14 days.
  • Notify any change of address within 14 days.
  • Notify any alterations to the statement of purposes or constitution within one month.
  • Make an application for approval of any change of name within one month.
  • 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.
  • Produce any book, record or document to the registrar or authorised officer as required.
  • Keep an up to date membership list with addresses and telephone numbers.
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night




Treasurer


With the support of the Fees Officer and Office Assistant:

  • Liaising with bookkeeper regarding budgeting and planning.
  • 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.
    • Receipts issued for all money received by the service.
    • Accounts, bills and salaries paid on time with assistance from Office Assistant
    • Assist Fees Officer to ensure fees are issued and collected in a timely manner.
  • Reporting and record-keeping
  • Payroll – Assist Office Assistant to ensure our teachers are paid appropriately.
  • Check 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.
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night.




Fee Officer


The Fees Officer’s role and responsibilities include:

  • Produce invoices four times a year
  • Collect fees from the fees box
  • Record payment details and reconcile bank account using EzyKinder
  • Bank money collected
  • Produce monthly cash summary reports
  • Maintain a debtors list
  • Liaise with the Treasurer and the Enrolment Officer
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night.




Enrolment Officer


The Enrolment Officer’s role and responsibilities include:

  • Being familiar with the enrolment policy for all programs.
  • Answering all queries in relation to enrolments.
  • Ensuring an adequate supply of Enrolment and Orientation policies are available at the service.
  • Collection of any paper enrolment forms and the passing on of any associated fees to the Fees Officer or Treasurer.
  • Accurate recording and processing of enrolments in EzyKinder in accordance with the enrolment policy.
  • Offering of kindergarten places to enrolled families in accordance with the enrolment policy.
  • Keeping up to date enrolment records for deferred children.
  • Reporting monthly to the Committee regarding the ongoing status of enrolments.
  • Liaising with Enrolment Officers within the local area or enrolment scheme where required.
  • Provide enrolment information as required by the Department of Education and Training.
  • Preparation of Parent Information Night Enrolment packs for enrolled families.
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night




Fundraising / Grants Officer


The Fundraising/Grants Coordinator’s role and responsibilities include:

  • To identify, co-ordinate and run fundraising for the Kindergarten with Committee approval
  • Complete grant applications and follow up with committee approval
  • Review policies on a monthly basis
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night




Occupational Health & Safety (OH&S) Officer


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

  • Review classroom Incident book and identify any potential safety issues that require committee attention.
  • Review Teaching and non-teaching spaces for potential hazards each term.
  • Actively communicate with educators and parents to identify risky areas and report to Office Assistant, President and the relevant Council staff
  • 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.
  • 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.
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night.




Newsletter Officer


The Newsletter Officer’s role and responsibilities include:

  • Collating Teacher’s and President’s reports
  • Producing and distributing the Kindergarten newsletter to all enrolled families once a term.
  • Co-ordinating notices on Notice board.
  • Annual update of the Kinder Information Booklet
  • Updating of Kinder flyers and pamphlets
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night.




Policy Officer


The Policy Coordinator’s role and responsibilities include:

  • Responsible for determining which policies require review and updating as required in keeping with the National Quality Framework.
  • 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.
  • Responsible for ensuring the 'Policy Folder' in the foyer is kept up to date with a printed copy of each current policy.
  • Responsible for providing soft copies of the approved policies to Website Co-ordinator to be uploaded onto kindergarten website.
  • Responsible for arranging the email distribution of newly adopted policies to parents on a regular basis.
  • Responsible for ensuring that actions are taken as required to ensure adherence to the policies adopted by the kindergarten.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night.




Uniform Officer


The Uniform Coordinator’s role and responsibilities include:

  • Arrange processing of all uniform orders received.
  • Place orders with the Uniform supplier.
  • Co-ordinate distribution of Uniforms once received from Supplier.
  • Review policies on a monthly basis.

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




Maintenance Officer


The Maintenance Officer’s roles and responsibilities include:

  • Establish a working bees scheduled for the year (4)
  • Coordinate, oversee and manage working bees
  • Keep record of each Working Bee’s parents attendance
  • Be knowledgeable of possible offer’s from the community to assist kindergarten, ege.g. Council Softfall (tan bark) program.
  • Keep record of retail contact numbers and other details and maintain contact lists for maintenance resources.
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night.




IT / Website Officer


The IT/Website Officer’s role and responsibilities include:

  • To provide IT support to the staffteachers and the IT Equipment
  • Monitor systems, provide basic training when required, data back up and maintain website.
  • To ensure all handover information of Ccommittee roles is regularly backed up on the hard drive onn the Kindergarten premises.
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night.




Translation Officer


The Translator’s roles and responsibilities include:

  • To translate documents and email communications for Committee and Staff as required.
  • Review policies on a monthly basis.
  • Participating in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night.





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Doncaster Kindergarten

We are situated near the Westfield Shopping centre below the MC2 Library in a fully purpose-built modern building.

 

Next to the kindergarten is the Early Years at MC2 childcare centre, which your children can be escorted to with permission.

Email: doncaster.kin@kindergarten.vic.gov.au

Phone: 03 9848 3727

Address: Suite 11a, Manningham City Square MC2

687 Doncaster Rd Doncaster VIC 3108

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