Roles and Responsibilities

Committee Personnel

A committee will usually be made up of:

• President
• Vice President
• Secretary
• Treasurer
• Committee Members

The primary role of the President of an association is to provide leadership to the Committee and the Association. The President must also act as a coordinator ensuring that all facets of the operation come together in a controlled way. The President must also be prepared to be a motivator providing encouragement to Committee members, parents, Association members, and staff, to maintain their interest and commitment.

The President normally acts as chairman for all regular meetings of an association (unless constitution says otherwise) so it is extremely important that the person occupying this position has a knowledge of meetings.

Some characteristics of a President include:

• Preferably previous experience on a committee.
• Knowledge of meeting procedure.
• Leadership ability (an ability to motivate people to work together as a team & including staff).
• A manner and disposition coupled with common sense to enable him or her to get along with most people.
• An enthusiasm for what the kindergarten or child care centre has and can achieve for children and families.
• A willingness to learn about the centre and its operation.

Vice President

The primary role of the Vice President is to support the President in the functions of leadership, co-ordination and motivation. Vice President should therefore be prepared to:

• Assist the President or take the President's place in his or her absence.
• Accept responsibility such as chairman of a sub-committee or other function.

Secretary

The position of Secretary include:

• Meeting Procedures
• Agenda preparation (in consultation with the President)
• Notices
• Ensuring that all rules relating to meetings are complied with eg. quorums, motions, voting
• Recording and distribution of minutes of all meetings
• Handling all correspondence for the organisation.
• Maintaining the files.
• Maintaining membership records.
• Maintaining staff / personnel records.

Treasurer

The position of Treasurer at OLR Kindergarten involves overseeing the services of a bookkeeper. The major functions of the Treasurer include:

• General supervision of the Association's finances & giving financial advice to the Committee
• Preparation of all budgets.
• Preparation of Funding Submissions that may be of benefit to the Kindergarten
• Supervision of the Bookkeeper in the preparation of:
• Accounting records.
• Payroll.
• Financial Reports and Statements.
• Maintenance of all records of fees and levies.
• Following up on outstanding fee and levy payment with families.

Maintenance / Workplace Health and Safety Officer

This person is responsible for the ongoing maintenance of the Centre, both indoors and outdoors to ensure that the Kindergarten complies with OH&S standards. The person reports to the Committee any maintenance that is required and where necessary would engage tradespersons to undertake such work. (NB. Building maintenance falls under the responsibility of the OLR School as our landlord). The person would also coordinate working bees, and liaise with indoor contract cleaners when necessary.

Fundraising and Promotion

As a community kindergarten, we need to supplement fees paid by parents with fundraising. The funds so raised are used to develop our Centre in accordance with an agreed plan with C&K. Depending on the level of fundraising the current committee decides to undertake, this person coordinates this and chairs the Fundraising Sub-Committee. This person needs to be motivated and be able to motivate others. The person also handles promotions and advertising of the Kindergarten to the families of OLR School and the wider community, as required.

Enrolments officer

This person takes new enrolments, and assists the Director in managing the enrolment register and wait list, in accordance with C&K policy. The person also assists in arrangements for future year enrolments, as well as placements for the current year if positions become vacant.

General Committee Members

The committee may include general committee members to assist wherever required

All elected Committee personnel should be made aware of and realise their obligations before accepting nomination. Once elected, they should carry out their duties to the best of their ability. If circumstances force them to inactivity, it is best that they resign to avoid placing a burden on the remaining members.

All Committee personnel should also appreciate that they have been elected to manage the affairs of the Association on behalf of all the members, and so long as their decisions have been soundly based and well thought through, they should be prepared to stand together as a Committee no matter what pressures are brought to bear.

A committee can only be truly effective if they conduct their affairs in a truly democratic way. Once a majority decision has been made, and all Committee members have had their say, that decision should be wholeheartedly supported by all. Failure to abide by this basic rule may lead to division in the Committee, division in the membership of the Association and ultimately affect the children attending the Centre.

Above all else, the main objective of the Committee must be to ensure the optimum benefit to the children attending the Centre.

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