The Westgarth Kindergarten operations are managed by a voluntary Committee of Management consisting of parents whose children are enrolled at the centre. The committee is responsible for efficient operations of the kindergarten. In late 1996 we adopted the Standard Rules of Incorporation (our constitution) written by the Department of Human Services and we were certified by the Office of Fair Trading. Our constitution requires that 10 members be elected each year at the Annual General Meeting, held in November, and one non-office bearer (the centre director).

President (executive role)

The President represents the committee to the outside world. With the new support available to the committee (bookkeeper, HR and office administrator), the President's role becomes more manageable. Typically 3 to 4 hours a week. This role will suit someone with a general interest in the kindergarten, who is good at delegating and helping people understand priorities, and who is comfortable making decisions. Other key tasks are:
  • Chair monthly committee meeting
  • Address any parent or staff concerns and/or complaints
  • General support to all committee members
  • Employ and liaise with external contractors
  • Manage correspondence and act as point of contact with DEECD and City of Darebin
  • Liaise with the Director regarding kindergarten matters on a regular basis
  • Work with the Administration Officer to maintain records.
  • Delegate tasks and manage the workload of the Administration Officer in liaison with Secretary
  • Support Vice-President in regard to staff matters
  • Help draft the annual budget
  • Act as signatory to the bank accounts
The outgoing President will available for ongoing support and consultation where requested.

Vice-President
(executive role)
The main focus of this role is as the staff liaison officer to all staff employed at the kindergarten. The Vice-President is required to work closely with the President and acts as a support where necessary.
Key tasks include:
  • Represent the committee in developing and maintaining a professional relationship with staff
  • Maintain an open and clear line of communication between staff and management
  • First point of call for any issues staff may raise with management
  • Hold regular staff meetings and share relevant information with staff
  • Oversee staff training and development
  • PDP reviews
  • Ensure all VEECTA award regulations and conditions are met
  • Ensure all staff are aware of any policy and regulation changes
  • Ensure all regulations are met in relation to staff
  • Advertising and interviewing for new staff as required
This position could suit someone who has some management experience, who has some experience in the field of human resources, or who has strong and clear communication skills and would enjoy the chance to support and work with our marvellous staff.
Time required is about 1 - 2 hours a week, plus committee meetings.


Secretary (executive role)

The main role of the secretary is to assist in communications between the committee, staff, parents and community.
Key tasks are:
  • Update and manage the website with relevant kindergarten procedures, learning programmes and the online calendar
  • Create & publish the monthly newsletter via email and hard copy at the kinder
  • Produce posters to market kindergarten events e.g. working bees or fund raisers
  • Manage the kindergarten email addresses
The website content is provided by teachers, committee members and parents. The website also hosts advertisements from kindergarten sponsors and the kindergarten community. The website is created and run in Google Sites, a webpage creation service. No actual programming or web-development skills are needed, just a computer connected to the Internet. No special software is needed since the website itself has all the software installed. This role would suit a person who likes writing, sharing photos and information. This role is a good chance to learn some modern web skills. The outgoing Secretary will be available for continuous support and training. Time required is approx 1-2 hours a week, depending on what part of term we are in, plus committee meetings.


Treasurer (executive role)

The Treasurer is supported by a paid, part-time book-keeper who does the actual booking and monthly report preparation. Key tasks are: 
  • Administer the bank accounts
  • Help draft the annual budget
  • Help the teachers and committee know what they can afford
Nearly all of the kindergarten's transactions happen online, but probably once every two weeks a visit to a physical branch of the Bendigo Bank is required. There is very little cash handling (in fact, only petty cash for the teaching staff). Around two hours a week is required on average, but sometimes more, plus committee meetings. This role is suited to someone with accounting or book-keeping experience, or experience in running a small business. 



Payroll Officer
 (support position to the Treasurer)
The Payroll Officer assists the Treasurer, book-keeper and Vice-President by ensuring minimum staffing levels are met when our staff are absent from work, ensuring documentation of staff hours and pays are correct and up to date.
Key tasks are:
  • Take timesheet each fortnight to kinder and leave for staff to fill in and sign
  • At the end of the fortnight check timesheet and sign off on it and fax it to Kinderbooks
  • Distribute payslips to all staff
  • If staff are sick they will call you and you will need to ring agencies to get relievers
  • Distribute group certificates at the end of the financial year to all staff
Quality Assurance Officer


The role of the Quality Assurance Officer is to write, amend and keep updated, the kindergarten’s policies and procedures.
Key tasks are:
  • Establish policy review timetable for each year after consultation with previous year’s Officer
  • Review policy and assess procedures as required
  • Make recommendations to committee regarding policy changes
  • Amend policy based on regulations and kindergarten philosophies, program and procedures
  • Maintain the kindergarten's Policy and Procedures Manuals.
This enables the kindergarten to run effectively and helps to maintain its high standard and quality. These documents are a legal requirement for the kindergarten and help aid in the communication between staff, parents and other associates of the Westgarth Kindergarten community. As the policies and procedures are constantly evolving with changes in government legislation etc., the tasks required for this role will be an ongoing process. We now have two support positions to share the workload. Other than attendance at committee meetings, reviewing the documents can be done at your convenience and in liaison with the Director and President.



Quality Assurance team members
(2)

These people will assist the Quality Assurance Officer in reviewing, amending and keeping the Policy and Procedures Manuals updated. The people in these positions are not required to attend committee meetings.



Maintenance Officer

This is an indoor/outdoor role. Time required is about 1-2 hours per week, plus committee meetings.
Key tasks are:
  • Maintain the kindergarten building and grounds to ensure they are safe for all community and that they comply with regulations
  • On call during school hours in case of a maintenance emergency
  • Plan quarterly working bees
  • Work with council maintenance department regarding council responsibility for building and grounds maintenance
  • Organise external contractors for external and internal maintenance
  • Oversee the garden design and maintenance
  • Track history of maintenance carried out and required
  • Maintain record of each work status
  • Communicate with the school and neighbours when appropriate to complete work
  • Communicate with the President, Director and Treasurer in regards to maintenance requirements and costs involved.
The Maintenance Officer will also liaise with support people to establish methods of task delegation and to establish if they have any particular areas of expertise. The Maintenance Officer may also wish to identify any professionals within the wider kinder group who are able to assist in some areas.  

Maintenance team members (3)

These people will assist the Maintenance Officer to maintain the kindergarten's external and internal facilities. The people in these positions are not required to attend committee meetings.


Social Secretary
This role involves the planning and organisation of social events for the kindergarten community. There is great flexibility to create any gathering you desire in liaison with the committee. Events have ranged from visits to the Traffic School, family BBQs, adventure hikes, parent nights and kid's movie sessions. Event participants are charged to cover expenses and fundraising is on a needs basis as identified by the Grants and Fundraising Officer. It is an enjoyable role and would suit those interested in bringing people together. You do not need a weekly time commitment but just need to plan ahead and be organised.

Social team members
(2)

These people will help with social events in a variety of ways, for instance by sourcing goods and services, booking venues, publicising events amongst their kinder group, cooking sausages, collecting money and so on. The people in these positions are not required to attend committee meetings.

Grants and Fundraising Officer

This role involves raising funds for a need identified by the director and endorsed by committee.
Key tasks are:
  • Identify and write submissions for relevant and appropriate grants on behalf of committee
  • Identify relevant and appropriate fundraising opportunities
  • Organise with the social secretary and support people to hold appropriate fundraising events
This kindergarten is not dependant on raising funds for ongoing operational costs. Fundraising at Westgarth Kinder is community building and fun as it allows people to come together to earn something special for the kinder.

Grants and Fundraising team members (2)
These people will assist with applying for grants and raising funds.

Bush Kinder Co-ordinator
This person represents the Bush Kinder Sub-committee that is responsible for the pilot in 2011 and for the establishment of the program in 2012 and beyond.  Their committee role is to provide updates and seek feedback from the committee and director in regards to progress, policy, procedures and requirements in order to establish the bush kinder as an integral part of the program at kinder.

Bush Kinder team members
(8)
The committee created this sub-committee in 2010 to take on the workload of the bush kinder program. The members of this sub-committee are responsible for the pilot in 2011 and for the establishment of the bush kinder thereafter. The sub-committee is bound by the terms of reference set out by the committee in 2010 and is open to volunteers from the broader community.

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