Management

 

COMMITTEE OF MANAGEMENT & POSITIONS

At our Annual General Meeting we elect a new Committee of 10 members for the Parent’s Club Incorporated.

Any parent associated with the Kinder is welcome to serve on the committee. The committee oversees the operation of the Kinder for the upcoming year. Being involved in the committee of management involves responsibility. As with every other kind of responsibility, there are standards that must be met. Some standards are imposed by the common law, which has developed over centuries. Other standards are imposed by parliament under various Acts. Most of them relate to financial aspects of running an organisation.

It is a basic requirement that committee members can attend monthly committee meetings, the Executive Committee meets whenever a confidential matter arises or a special problem needs to be dealt with quickly.

This is a fantastic way for you to be actively involved in the management of your kindergarten and to interact with other parents.

 

PRESIDENT

 

Oversees all aspects of the management committee and ensures Committee team operates smoothly;

• Responsible for conducting all committee meetings. Presents a report at the AGM;
• Creates teaching contractual agreements which outlines staff terms and conditions.
• Ensures all legal requirements are being met
• Ensures all policies are current and adhered to
• Head of grievance council
• Conduit to liaise with teaching staff & Committee
• Conducts annual PDRP’s (performance reviews)
• Is one of the signatories on the financial accounts; and
• Executive Committee Member.

 

VICE PRESIDENT

Assumes the responsibilities of the President should that individual not be available and follows up on any outstanding items as directed by the President

• Responsible for organising replacement staff,
• Is one of the signatories on the financial accounts;
• Seeks opportunities for Grants
• Drafts Grant applications and submits to committee for approval
• Required to attend monthly committee meeting; and
• Executive Committee Member.

 

TREASURER

• Manages all funds flowing into or out of the Kinder;
• Maintains the budgets, manages all bank accounts;
• Sourcing grant opportunities, writing grant applications in conjunction with teachers and completing grant acquittal requirements;
• Presents relevant budget and profit and loss reports at committee meetings;
• Reports budget to DHS in February, organises audit of the books prior to the AGM and presents the accounts at the AGM in November;
• Reports fee status of groups to committee on a monthly basis;
• Works closely with the Pre School Administration Officer;
• Completes BAS for Australian Tax Office;
• Is responsible for purchasing day to day items and stationery as required;
• Is one of the signatories on the financial accounts;
• Required to attend monthly committee meeting; and
• Executive Committee Member.

 

SECRETARY

• Is the Public Officer, responsible to Corporate Affairs;
• Keeps and distributes all minutes of any committee meeting;
• Responsible for all correspondence that comes into or goes out of the Kinder;
• Handles all reports and correspondence to governing bodies. (DHS, KPV etc) with other committee members;
• Is one of the signatories on the financial accounts;
• Notifies committee members of all meetings;
• Organises AGM Handout Booklet;
• Required to attend monthly committee meeting; and
• Executive Committee Member.

 

ENROLMENT OFFICER

• Handles all enrolments for 3 & 4 year-old groups at the Kinder
• Handles enrolments for ‘Starfish’ the Music/Dance/Drama program
• Responsible for updating all relevant documents in conjunction with the Committee;
• Reports on a monthly basis to the committee on group numbers and any other relevant information;
• Required to attend monthly committee meeting

 

MIKA REPRESENTATIVE

• Most kindergartens in the Maroondah area are associated with MIKA whose main purpose is to administer the Central Enrolment Scheme.
• MIKA meets approx. 6 or 7 times to discuss enrolments and other pertinent Maroondah kindergarten issues and reports monthly to committee.
• Works in conjunction with the Central Enrolment Officer (CEO) of Maroondah Integrated Kindergarten Association (MIKA) regarding enrolments, as specified in the Time Line;
• Works closely with the enrolment officer and assists where required.
• Attends MIKA meetings as required and prepares a report to the committee at the monthly meeting.
• Required to attend monthly committee meetings

 

SOCIAL CO-ORDINATOR

• Organises and co-ordinates all social functions;
• Is responsible for the planning of all functions, scheduling of dates and organising sub-committee members to assist in this function;
• To organise term keepsakes
• Ensures kinder families are notified of social dates and details;
• Reports on a monthly basis to the committee; and
• Keeps a diary of events and all significant details, which will be passed on to the next year’s committee.
• Must attend monthly committee meetings

 

QUALITY ASSURANCE OFFICER

• Establish and maintain centralised document library for all committee documentation;
• Establish and maintain an archive register for all relevant documentation;
• Responsible for surveying the kinder community about relevant issues as directed by committee and ensuring that their opinions are addressed in policy review and formulation in conjunction with policy officer;
• Responsible for ensuring that committee of management adheres to the constitution
• Ensure that all required documentation is archived annually; and
• Must attend monthly committee meetings.

 

POLICY OFFICER

• Ensure that all kinder policies are adhered to and are in adherence to current KPV guidelines;
• Conduct individual policy reviews as required by individual policy timetabled review dates;
• Liaise with Quality Control Officer regarding relevant issues; and
• Must attend monthly committee meetings.

 

PUBLIC RELATIONS/NEWSLETTER EDITOR/MARKETING OFFICER

 

• Promote Kindergarten by producing flyers/posters for distribution to Maternal Health centres/playgroups/letterbox drops/ gyms/shopping centre’s/shop windows;
• Maintain and upgrade website as required;
• Newspaper advertisements as required;
• Library display;
• Promote Social Functions with Social Co-coordinator; and
• Real Estate Boards/flyers. Lead in Open Day material and setup
• Writes, prints and distributes monthly newsletter to parents; and
• Required to attend monthly meetings.

 

EXECUTIVE COMMITTEE

 

This is comprised of the President, Vice President, Secretary and Treasurer. The Executive Committee meets only when a confidential matter arises or a special problem needs dealing with quickly.