All About Playgroup - Playgroup Victoria

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COMMITTEESForming acommitteeA single session playgroup rarely needs a formalcommittee. Individuals may take on the job of acoordinator, treasurer, Playgroup Victoria contactperson and purchasing officer. Formal meetings are notnecessary because decisions can be made at playgroup.When a playgroup has more than one session, or if theplaygroup is incorporated, a committee is necessary.A playgroup committee is a group of parents/caregiversappointed to manage the playgroup. Each member hasequal rights.They volunteer their time and expertise and should bereimbursed for any out of pocket expenses.Forming a new committeeWhen setting up a committee be clear about:• its function• powers• what decisions it can make regarding the runningof each session• what policies are necessary• how every member can be heard• how decisions are communicated back tomembers.• Ask each committee member to actively recruittheir replacement.• Talk to prospective committee members aboutcommittee roles and responsibilities.• Approach parents or caregivers who could do thejob.• Invite prospective members to attend a committeemeeting.• Have a nomination system; many people are tooshy to put their own name forward.• Make it mandatory that each session has onerepresentative on the committee, norepresentative, no session.• If people can’t commit for a year try shorterperiods on a roster system.Become a team people want to join• Respect and support each other; share theworkload evenly.• Don't let any position become so big that no onewants to take it over.• Don't try to do too much, only take on what isreasonable and achievable.• Show you value each person's contribution with athank you certificate, flowers or small gift whenappropriate.• Have fun; try an end of year committee night outto reward yourselves!T-together E-everyone A-achieves M-moreThe committee will usually consist of a president,secretary, treasurer and a representative from eachplaygroup session. Other positions may include vicepresident,enrolment officer, Playgroup Victoriacontact person, fundraising secretary, public officer,purchasing officer or publicity officer.You may not need all these positions. Some positionscan be combined. Choose only the positions that willbest serve your playgroup.Recruiting committee membersRecruiting playgroup committee members is oftenhard. Playgroup families lead busy lives oftencombining part time work, establishing a home andchild raising, and may not have time to be on acommittee.Recruiting tips• Have a clear job description for each position.• Actively recruit throughout the year.116 Playgroup Manual
COMMITTEESCommittee positionsRoles and responsibilitiesPresident• Spokesperson and motivator for the playgroup• Chairperson for all committee meetings• Acts on behalf of all playgroup sessions• Often a signatory for cheques• Writes annual report for annual general meeting• Familiar with playgroup constitution and policiesVice-president• Assists and supports the president• Takes responsibility as delegated by the presidentSecretary• Responsible for documents and records• Takes minutes at meetings• Distributes minutes as soon as possible after themeeting• Sets agendas with the president• Provides minutes from previous meeting• Prepares actions sheet for who and what is to bedone• Notes all correspondence• Replies to all correspondence• Notifies all members of meeting times and datesTreasurer• Plans and reviews the budget• Collects and banks all money including fees andfundraising• Presents a financial statement of all incoming andoutgoing monies to each committee meeting• Keeps ledgers, bank books, cheque books andreceipt books current• Arranges an audit with receipts for annual generalmeeting (if needed). NB: An audit is not necessaryfor incorporation. See page 124 for detailsPlaygroup session representatives• Represents views of their playgroup session• Assists where required• Feeds back information to their playgroup session• Maintains confidentiality of all matters discussed• Attends meetings or sends a representative• Participates in discussion and decision making• Delegates responsibilities back to membersPublic officerOnly needs to be elected at a playgroup’s annualgeneral meeting if it is incorporated.The public officer role may be part of the secretary’sduties.Responsibilities• Notifies the Registrar of their appointment within14 days• Lodges with the Registrar with 14 days anychange of address of the public officer or theregistered address of the association• Lodges with the Registrar any resolution forchange of name within 28 days of the resolutionbeing passed• Within one month after the annual generalmeeting, lodges with the Registrar an AnnualStatement by Public Officer, other requiredfinancial documents and the prescribed fee• Lodges with the Registrar within 28 days anyapplication for approval of rule changes or changesof the Statement of Purposes• Produces any books requested by the Registrar• Informs the Registrar of any changes to theconstitution• Notifies the Registrar of special resolution relatingto wind up and distribution of the association’sassets within 28 days of passing the resolution. ANotice of Special Resolution for Distribution ofAssets on Voluntary Winding Up must be lodgedwith the prescribed feeFor more information see the Incorporated AssociationFact Sheet 7 is available on the Consumer AffairsVictoria Website at www.consumer.vic.gov.au.Enrolment officer• Needs to have voicemail, an answering machine ormobile phone• Keeps a list of all families attending playgroupsessions• Allocates families to playgroup sessions at thebeginning of each year• Keeps membership even throughout sessions• Keeps names and phone numbers of families onwaiting lists or refers them on to other playgroups• Places families in the most appropriate session• Ensures enrolment forms are filled in• Recommends when new sessions need to bestarted• Is the phone contact, therefore the first contact fornew families who want to enrolPlaygroup Manual 117
Page 1: COMMITTEESForming a committeeCommit
Page 5 and 6: COMMITTEESEffective committeemeetin
Page 7 and 8: COMMITTEESTaking minutesMinutes•
Page 9 and 10: COMMITTEESCommittee handoverImmedia
Page 12: COMMITTEESChecklistPlaygroup commit

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