Committee Roles

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 include:

  • 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 include:

  • Update and manage the website with relevant kindergarten procedures, learning programmes and the online calendar

  • Create and publish the newsletter via email

  • Produce posters to market kindergarten events e.g. working bees or fund raisers

  • Liaise with the QIP Officer to ensure all endorsed policies, including bush kinder policies, are updated and maintained on the website

  • Completion of Annual Statement

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 using SquareSpace, a webpage creation service. No actual programming or web-development skills are needed, nor additional software, just a computer connected to the Internet. 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 include:

  • Reconcile monthly bank statement

  • Administer the bank accounts

  • Help draft the annual budget

  • Provide Auditor with all required documentation

  • Help the teachers and committee know what they can afford

At each month end, various reports need to be collated and forwarded to the external bookkeeper. Month end reporting generally takes around 2 hours. These reports provide the basis for financial decisions made at committee meetings.

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). This role is suited to someone with accounting or book-keeping experience, or experience in running a small business. Time required is around two hours a week, sometimes more, plus committee meetings.

Bush Kinder Co-ordinator

This person is responsible for policy, procedures and requirements in order to maintain and further develop bush kinder as an integral part of the program at Westgarth Kinder. Also liaising between parents, educators and director.

Grants and Fundraising Officer (x2 positions)

This role involves raising funds for a need identified by the director and endorsed by committee.

Key tasks include:

  • Identify and write submissions for relevant and appropriate grants on behalf of the committee

  • Identify relevant and appropriate fundraising opportunities

  • Organise with the social secretary and support people to hold appropriate fundraising events

The 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.

Maintenance Officer

Key tasks include:

  • Maintain the kindergarten building and grounds to ensure they are safe for community use 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. This is an indoor/outdoor role. Time required is about 1-2 hours per week, plus committee meetings.

Quality Assurance Officer

Key tasks include:

  • Establish policy review timetable for each year after consultation with previous years’ Officer

  • Review policies 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 Manual

  • Liaise with the Secretary to ensure that current policies are available on the kinder website

Quality Improvement Plan (QIP) Officer

The National Regulations require all services to have a Quality Improvement Plan (QIP). The aim of a QIP is to help providers self-assess their performance in delivering quality education and care, and to plan future improvements. The QIP also helps regulatory authorities with the assessment of the service.

Key tasks include:

  • Liaise with the Staff QIP Officer to maintain and facilitate the implementation of actions on the QIP

  • Update the Committee on status of the QIP as required

  • Ensure that the QIP is endorsed by the Committee annually

  • Liaise with the Director and other staff to ensure that mandatory documentation requirements are met, including notices that must be displayed, relevant signage and requirements for diagnosed medical conditions

Safety Officer

This role focusses on supporting the kinder to meet the Child Safe Standards (updated in July 2022) and responsibilities under Occupational Health & Safety laws. It is a collaborative role, that should work with the President, Director, QIP, and VP (staff liaison) roles.

The role is relatively new and has focused on understanding the new Child Safe Standards (particularly new elements like Cultural Safety), building the management system and leadership for safety within the kinder, and enhancing practical procedures for staff safety.

Supporting resources for the role include the ELAA Early Childhood Management Manual, Child Safe Standards self-audit tool; kinder policies, committee meetings, and QIP (as the kinder’s continuous improvement framework to implement any gaps identified in meeting the kinder’s responsibilities).

Role requires approx 2 hours per month and 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 done 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.

Should you require further information, please email admin@wgkg.vic.edu.au