2021 Committee of Management



The 2020 Committee of Management at Macleod Preschool is currently seeking nominations for the 2021 Committee. Are you looking for an opportunity to be involved in your child’s preschool experience beyond the drop offs and pickups? Would you like to have input into how the Preschool is run? Would you like the opportunity to make new friends and learn new skills, while sharing your own skills to the benefit of the Preschool community?

Parent-run volunteer Committees are essential to the operation of all preschools. They enable leaky taps to be fixed, new equipment to be purchased, social and fundraising activities to be organised, teachers to be supported in their roles, and above all, the children of the service to have a quality preschool experience.

At Macleod Preschool we operate under the management of Early Childhood Management Services (ECMS). As such, we pay ECMS a percentage of our income and they in return provide a range of services, including employment and payment of staff, fee administration and licensing and insurance requirements. Despite our involvement with ECMS the Committee of Management remains an imperative body to ensure the day-to-day operation, improvements and future planning of the Preschool.

Please read the role descriptions for our Committee positions below and consider whether you would be able to contribute to any of these roles. You will be asked to commit to one evening committee meeting per month for the year.

The 2021 Committee will be elected at the Annual General Meeting on 5 November. If you are interested in any of these positions, please complete our paper nomination form or submit your nomination online by 1 November. You can also nominate someone else for a position, but only with their knowledge and written consent below. If no nominations are received for a position(s) by this date, there will be a call for nominations from the floor at the AGM. We will also be seeking volunteers at the AGM to form a Social & Fundraising Sub-Committee to assist with various tasks throughout the year.

If you would like to discuss this opportunity in more detail or would like more information about the Committee, please contact Chris New (2020 President) on 0437 421 564 or email president@macleodpreschool.org.

Committee Positions

President

The President forms part of the Executive Committee and holds keys for the Preschool. They are required to complete a police check for their role. Their responsibilities are to:

  • Act as the official spokesperson for the Preschool
  • Lead the Committee in making decisions in the best interests of the Preschool
  • Be familiar with the Preschool’s Constitution and ensure it is upheld at meetings
  • Chair all Committee meetings, including Special General Meetings and Annual General Meetings, and ensure appropriate meeting procedures are followed
  • Oversee communication processes between Committee members, parents and ECMS
  • Act as the primary contact between the Preschool and ECMS
  • Manage the Memorandum of Understanding with ECMS
  • Work in partnership with ECMS, Preschool staff and Committee members
  • Delegate tasks to various Committee members and sub-committees where necessary
  • Monitor other Committee members in performing their duties
  • Support the Preschool’s social and fundraising activities, and attend as many events as possible

Vice President

The Vice President forms part of the Executive Committee and holds keys for the Preschool. They are required to complete a police check for their role. Their responsibilities are to:

  • Support the President and work with him/her to address any major issues relating to the Preschool
  • Assume the President’s responsibilities in their absence, including chairing meetings
  • Lead and manage any major kinder improvement projects
  • Liaise with staff regarding operational issues at the Preschool
  • Ensure that internal regulations and requirements are being met within the Preschool, with support from staff and ECMS
  • Support the Treasurer with financial matters where ECMS is involved (e.g. annual budgets and financial reporting)
  • Work with the Grants and Communications Manager in developing strategies to promote communication among the Preschool community, including parents, staff and Committee
  • Support the Preschool’s social and fundraising activities, and attend as many events as possible

Secretary

The Secretary forms part of the Executive Committee and holds keys for the Preschool. They are required to complete a police check for their role. Their responsibilities are to:

  • Prepare and distribute the agenda for all meetings in consultation with the President
  • Record and distribute minutes from all meetings to relevant parties within seven days
  • Collect, record and distribute all mail items in a timely manner
  • Post mail items as required
  • Lodge paperwork with Consumer Affairs Victoria after the Annual General Meeting each year
  • Support the Preschool’s social and fundraising activities, and attend as many events as possible

Treasurer

The Treasurer forms part of the Executive Committee and holds keys for the Preschool. They are required to complete a police check for their role. A financial background is not required for this role. Their responsibilities are to:

  • Provide bank account transaction data to ECMS bookkeeper and present the financial report as provided by ECMS to the Committee on a monthly basis
  • Lodge quarterly Business Activity Statement as provided by ECMS bookkeeper
  • Liaise with ECMS bookkeeper to keep informed of the Preschool’s financial position
  • Arrange maintenance levy refunds, invoice and other payments
  • Arrange the annual audit of the financial statements
  • Ensure correct procedures are followed when counting money
  • Bank money as required
  • Manage bank accounts
  • Support the Preschool’s social and fundraising activities, and attend as many events as possible

Grants and Communication

The responsibilities of the Grants and Communications Officer are to:

  • Seek out a range of grants available to Preschools through State and Local Governments and other sources
  • Prepare and submit grant applications with support of other Committee members
  • Develop and distribute the Preschool newsletter on a regular basis (at least one per term)
  • Work with the Vice-President in developing strategies to promote communication among the Preschool community, including parents, staff and Committee
  • Distribute information to parents via email as required
  • Seek positive media coverage for the Preschool where possible
  • Develop promotional material for the Preschool as required
  • Support the Preschool’s social and fundraising activities, and attend as many events as possible

Maintenance (2 Positions)

The Maintenance Officers hold keys for the Preschool and are required to undergo a police check. The responsibilities of the Maintenance Officers are to:

  • Coordinate with each other to organise regular working bees throughout the year (at least one per term), providing timely information to parents regarding dates and tasks to be completed
  • Organise materials and tools required for working bees
  • Attend all working bees to allocate and supervise tasks
  • Maintain an accurate list of families who have completed working bees
  • Action all maintenance items logged in the Maintenance Register
  • Ensure the safety of the Preschool and playground at all times
  • Consult with the President regarding any issues relevant to the building
  • Support the Preschool’s social and fundraising activities, and attend as many events as possible

Social and Fundraising

The Social and Fundraising Coordinators holds keys for the Preschool and are required to undergo a police check. Their responsibilities are to:

  • Plan a range of quality social and fundraising activities throughout the year, in consultation with the Committee and staff, with the objective to obtain a profit for the Preschool and/or provide opportunities for social interaction among the Preschool community
  • Coordinate and manage fundraising events in consultation with the Committee
  • Set a fundraising target for the year and budget for related expenses
  • Collect all money raised from events and arrange to count the money with the Treasurer in a timely manner
  • Maintain accurate records of income and expenditure from activities, and provide these to the Treasurer and the Committee on a regular basis
  • Approach local and other businesses for donations to be used by the Preschool for their programs or fundraising activities, and to provide appropriate recognition to these businesses among the Preschool community
  • Publicise upcoming events among the Preschool and wider community where appropriate
  • Advertise for parent volunteers to assist with fundraising activities, providing ample notice and information
  • Utilise and manage a Social & Fundraising Sub-Committee to assist with various tasks throughout the year

Enrolments

The responsibilities of the Enrolments Officer are to:

  • Consult with ECMS regarding 3 year old enrolment offers for the current and subsequent year
  • Consult with Banyule City Council regarding 4 year old enrolment offers for the coming year
  • Coordinate the 4 year old online group preference submission process and create the groups in consultation with educators
  • Manage enrolment enquiries for 3 and 4 year old programs as required
  • Ensure all privacy requirements are met in the management of enrolment information
  • Report monthly to the Committee on the status of all enrolments
  • Organise and manage the Preschool Open Day with support of other Committee members
  • Prepare information packs for the Open Day and Annual General Meeting
  • Promote the Preschool among local community groups such as playgroups
  • Support the Preschool’s social and fundraising activities, and attend as many events as possible

General Committee (2 Positions)

The responsibilities of the General Committee Members are to:

  • Organise and manage uniform orders
  • Assist the Committee with various tasks as they arise throughout the year, which may include one-off or ongoing tasks.
  • Assist and support other Committee members as required, and support the Preschool’s social and fundraising activities, by attending as many events as possible