JOIN THE COMMITTEE
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
You can find information about our teachers and co-educators here.
You can find information about our enrolment fees here.
Please enrol online with the $25 application fee to join the waiting list.
Offers are usually made at the end of May each year, however this may be subject to change. Please contact the enrolment officer for the latest information.
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
Children learn through play, so please help by sending them along in suitable play clothes. Protective smocks are supplied for painting, however, if your child does get some paint on their clothing, soak the article in cold water.
Shoes or sandals with Velcro are strongly encouraged, as your child can be independent. Please avoid shoes with laces unless your child can tie them independently.
Thongs, crocs and rubber boots are difficult and dangerous for climbing; long dresses and skirts are also not suitable. Therefore, please avoid sending your child in this type of footwear and clothing. Children may bring along a pair of gumboots/wellingtons to put on during wet days.
In summer, shorts are excellent for boys and girls. They are preferable to dresses and jeans that may get wet when playing in the sandpit with water. T-shirts or thin long-sleeved shirts should be worn in SunSmart months rather than singlets/tank tops/spaghetti strap or sleeveless tops.
Sunscreen should be applied to children at home before coming to kindergarten during SunSmart months, i.e. January to May and August to December. For 4-year-old children attending a long day session, they will be required to re-apply sunscreen during the day. If not applied at home, sunscreen is available in the kindergarten foyer for use before attending the session.
Sunhats must be worn during SunSmart months, i.e. beginning of August until the end of April each year. Sunglasses may also be worn, they are optional.
In winter, always remember to put a shirt or long-sleeved tee shirt under the jumper, so children have a layer to take off or put on depending on the weather.
Our Kindergarten does have a uniform available for purchase. Uniforms are not mandatory but available for order should you like to purchase items such as hats, polo-shirts and windcheaters. Please refer to the order form for details. The uniform is on display in the kindergarten foyer.
The Enrolment and Fees Officer roles 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 Office Manager or Treasurer
Accurate recording and processing of enrolments in EzyKinder in accordance with the Enrolment and Orientation policy
Offering of kindergarten places to enrolled families in accordance with the Enrolment and Orientation policy
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
Preparation of enrolment packs for enrolled families
Liaise with the Treasurer and Office Manager
Record payment details and reconcile bank account using EzyKinder
Bank money collected with the assistance of the Office Manager
Review monthly bank statements and provide information to External Bookkeeper with the assistance of the Office Manager
Review policies on a monthly basis
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
Large backpack or carry bag
Each child needs to bring a kindergarten bag that is large enough to carry a hat, set of spare clothes, a water bottle, snack box, lunch box (4-year-olds only) and completed artwork. Please ensure the bag has a wide opening so that painting and artistic works can be carried home with ease.
Bags are to be placed in the child’s allocated locker in the kindergarten foyer.
Note children’s work will be placed in boxes and alphabetically arranged according to first names.
Work can be found within each child’s file in this box. This box is placed on the shelf opposite the kindergarten office.
Parents are asked to collect work from the box after each session.
Library bag
Children in our 4-year-old program need a cloth bag (or equivalent) with handles or a drawstring tape, for borrowing books. It must be large enough to carry a full-sized picture book, and marked in large letters with child's name. Book borrowing starts in Term 2.
Healthy morning or afternoon tea – Each child in our 3-year-old program is asked to bring a small container for snack time, consisting of cut up fruit or vegetables, savoury biscuits and cheese or a healthy sandwich.
Each child in our 4-year-old program is asked to bring a snack, such as prepared fruit/vegetable, yoghurt, cheese and crackers to each session. On long days, they are asked to bring a lunch box as well as a snack box.
Lunch (4-year-olds attending on long days Monday and Wednesday or Fridays only) – Each child in our 4-year-old program is asked to bring lunch on their long days at kinder.
For lunch we would suggest a healthy sandwich, sushi or cold pasta. Please ensure that lunch bags are insulated or have ice pack/cooler for items that need to be kept cold.
These snacks and lunches are not for sharing but will be eaten at snack or lunch time with other children. We will let you know at your interview whether there are any allergy causing foods that we cannot have at kindergarten.
Snack times and lunch times (4-year-olds only) are a time for your children to develop courtesy, table manners, social skills, independence, responsibility, initiative and choice, and learn about healthy eating.
Water bottle
A water bottle that your child can manage independently and is labelled with your child’s name is to be placed on the trolley in the kindergarten foyer at the beginning of each session.
Sun safe hat
Each child must bring a sunhat to kindergarten.
According to the SunSmart Program and the kindergarten’s Sun Protection Policy hats are to be worn whenever the sun’s UV levels reach three or higher. In Victoria, UV levels are usually three or higher from mid-August to the end of April.
Our staff check the daily local sun protection times to be sure your children are using sun protection when it is required.
Hats should be of legionnaire design with shade flap at back or a broad-brimmed hat with a brim of at least ten centimetres that does not blow off easily.
You can purchase a suitable hat as part of Doncaster Kindergarten’s uniform.
Jacket, warm hat, hooded parka
Winter coats, warm hats and waterproof clothes are recommended for wet and cold days.
We do NOT encourage toys to be brought to kindergarten as they may be damaged or lost and your child will not have them to play with at home or they may hinder a child from exploring kindergarten toys.
The 4-year-old groups will have the opportunity to share special items from home during “show and tell”. A notice will be sent home to inform you of this.
Definitely NO WAR TOYS OR GUNS are to be brought to kindergarten at any time.
Please ensure all belongings are labelled.
It is the parent’s responsibility to notify the educator (in writing) of any food allergy that their child may have. This is particularly important for the occasions when a special celebration (e.g. a birthday) is taking place at the kindergarten or when the children are cooking. Your child’s teacher will work with you closely in formulating an allergy management plan in order to minimise food allergens.
DONCASTER KINDERGARTEN IS A NUT SAFE ZONE
Children in our 3-year-old program and our 4-year-old program will bring their own healthy snack in a snack box to each session. On their long day/s at kinder, 4-year-old children will also bring a lunch box. Children may also have, when appropriate, birthday cake (or an alternative such as icy pole, Natural Confectionery Company lollies, etc.) provided by the parents. All children are encouraged to eat a good breakfast before their morning sessions and 3-year-old and four-year old children attending their shorter sessions will have their lunch at home.
All children must have water to drink. No fruit juice, cordial or flavoured milk drinks please.
Hand washing will also occur when entering the kindergarten prior to each session commencing and before any activity that involves food handling and after outdoor activities.
Children are encouraged to be fully toilet trained when attending the kindergarten. However, in the instance where children need to be changed, the kindergarten has facilities for nappy changes.
Children are encouraged not to swap hats, food or drinks.
Due to the Education and Care Services National Regulations 2013, it is not possible, in circumstances where a child must stay indoors for medical reasons, for the staff to be able to supervise them when the remainder of the group is doing outside activities. For this reason, such children must either be kept home from kindergarten or collected prior to the commencement of the outdoor play period.
The Maintenance Officer’s roles and responsibilities include:
Establish working bees scheduled for the year (4)
Coordinate, oversee and manage working bees
Keep record of parent’s attendance at each working bee
Be knowledgeable of possible offers from the community to assist kindergarten, e.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
Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night
Doncaster Kindergarten is run by a Committee of parents, elected each year.
The Committee oversees the teaching staff and program, the budget, and takes responsibility for compliance with rules and regulations.
The Committee is elected at the Annual General Meeting (AGM)/Information Night held in October.
The IT Officer’s role and responsibilities include:
To provide IT support to the staff and maintain IT Equipment including desk tops, laptop, iPads and printer
Monitor systems, provide basic training when required, data backup
To administer the kinder’s Google Drive and ensure all Committee members and staff are given appropriate access for their role
Review policies on a monthly basis
Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night
To maintain the kindergarten’s website to ensure all updates requested are processed in a timely manner
Review policies on a monthly basis
Participate in Kindergarten events such as the Welcome Picnic, Annual Open Day and Parent information night
Parents are strongly encouraged to participate in the programs, it is a wonderful chance to see your child learn and get to know their friends. Parents, grandparents and guardians are requested to help throughout the term in the session activities. Parent involvement and participation is an important and rewarding way to enhance your child’s overall growth and development. Parents at the kindergarten become part of the teaching team, a partnership that enriches experiences for the children by supporting the curriculum and learning environment.
Each family is encouraged to participate in the kindergarten program at least two to three times per term. In saying this though, it is understood that many parents work and are not able to help out at kindergarten however it is expected that they are able to help out in other ways (such as working bees, BBQs, fundraising).
Family participation enables educators to provide a more dynamic program for your children.
A list of duties to be performed is displayed at the kindergarten.
If you are unable to attend on your chosen day, please contact the kindergarten. Rosters are provided by the educators at your interview and prior to term end. Rosters are located next to the sign in book in the foyer.
Please note: Observations of children made while assisting in the kindergarten are to remain confidential. To respect the privacy of each child, the progress, skills and behaviour of the children must not be discussed with other parents. Daily photos are taken by educators as part of the planning process. Please do not take photos of other children at kindergarten unless you have permission from their parent. Any comments or queries regarding a particular child or group of children must be directed to the educator.
Working Bees
Your participation at working bees is vital to the ongoing maintenance and operations of the Kinder.
At working bees parents perform general maintenance and cleaning tasks, ensuring the kinder is a clean and safe place for children, staff, parents and the community, as well as assisting us to meet the regulations governing kindergartens.
Information regarding times and maintenance required is sent out to families throughout the year.
The Occupational Health and Safety Officer’s role and responsibilities include:
Review the 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 Manager, 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
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:
To identify, co-ordinate and run fundraising for the Kindergarten with Committee approval
Review policies on a monthly basis
Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night
The Grants Officer’s role and responsibilities include:
Complete grant applications and follow up with committee and Council approval as appropriate
Review policies on a monthly basis
Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night
The Policy Co-ordinator’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 the IT/Website Officer to be uploaded onto the kindergarten website
Responsible for arranging the email distribution of newly adopted policies to parents on a regular basis (with assistance from Office Manager)
Responsible for ensuring that actions are taken as required to ensure adherence to the policies adopted by the kindergarten
Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night
The Uniform Co-ordinator’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
Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night
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
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:
Attend monthly Committee meetings
Keep informed by reading the agenda, reports, minutes and any other relevant information
Follow the correct meeting procedure
Participate at Committee meetings and other Committee events
Support the decisions of the Committee meeting
Respect confidentiality of information
Abide by the policies of the kindergarten
Accept the responsibility of Committee membership
Share responsibility for all Committee decisions, including the financial decisions
Review policies on a monthly basis
Participate in Kindergarten events such as the Welcome Picnic, Open Day and Parent information night
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.
Dear Parents/Carers
As you may know, Doncaster Kindergarten is a community kindergarten run by a Committee made up of parents and carers of children who attend the kindergarten. The staff are paid to teach our children, not to manage the kindergarten. 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.
We currently have some vacancies on our volunteer committee and would like to fill these positions as soon as possible.
The roles we are seeking new Committee members for 2026 are as follows:
President
Secretary
Treasurer
OH&S
Policy Co-ordinator
Maintenance Officer
Fundraising Co-ordinator and Officers
Grant Co-ordinator
Translator (Mandarin)
General Members
All Committee members are asked to attend our monthly Committee meetings which are usually held online on Zoom at 7.15pm on the third Wednesday of each month, but can change subject to the agreement of the Committee. Our meetings usually last for no more than two hours.
All Committee members are also involved in regularly reviewing the kindergarten's policies so we ensure we are meeting our obligations as a kindergarten and employer.
If you feel you would like to be a part of the Doncaster Kindergarten Committee and have a say in the way the kindergarten functions, then please consider nominating yourself for one of these positions. No previous experience is needed, the only qualification you need is parenting.
No previous experience is needed, the only qualification you need is parenting.
Being on the Committee is a great opportunity to gain some work experience to fill gaps in your resume for future work roles and a perfect stepping stone for return to work mums and newly arrived Australians. Many of our Committee members work full time as well as in their volunteer role. References for your volunteer work here can be provided by the President. It is a wonderful way to participate in your child’s kindergarten experience and build connections across the kinder’s community.
You will be supported in your role by the existing Committee members and the Office Assistant.
If you have any questions about any of these roles, please speak to Liz Spiridis, our Office Assistant at office.admin@doncasterkindergarten.com.au.
