Committee of Management

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Renown, named after the famous battle cruiser, is steered by a group of enthusiastic and committed parent volunteers. These volunteers are known as the Committee of Management. They are the people who put up their hands to offer their skills, energy, time and new ideas are as varied as the roles they take on: from President to Treasurer to OHS to Grants to Enrolments to Fundraising…to name but a few. What they have in common, is that they are all a mum, dad or guardian who share a passion for Renown and who want to give something back to the kinder that is nurturing and educating their children and their children’s friends.  You too can make a difference by actively participating in the running of your child’s kinder. We invite and encourage you to consider the various ways of getting involved. There are 14 Committee positions: 4 Office Bearers, 6 Ordinary members, 4 non-voting members and various subcommittees, that support the fundraising and administrative functions of the committee. The Committee is bound by the constitution and guided by well-established policies and procedures, all of which provide the framework for delivering good governance and ensuring the kinder meets it’s legal responsibilities whilst remaining financially viable.  The Committee’s endeavours are well supported by government bodies, so you don’t need to know the intricacies of Early Childhood – there is always an informative resource close at hand.  The Renown staff are also work closely with and support the committee, providing you with an unique opportunity to forge strong relationships with your teacher.  All you need is a bit of the Renown spirit, a dash of spare time and lots of good will…the rest will take care of itself!

So if you have a child at Renown, you like meeting people and making a difference …grab a nomination form and nominate yourself, or a friend, to join the 2017 Committee.  After all, if there is no committee, the kindergarten cannot operate.

The experience is rewarding, the gift you are giving is invaluable and the nibbles at the Committee meetings are always moreish!

 

Renown Kindergarten Committee Structure
As an “incorporated association” Renown requires a committee of management to meet the minimum obligations to operate as a legal entity and receive government funding to operate as a Kindergarten service.

The committee is the governing body of Renown and is responsible for the effective functioning of the kindergarten, including finances, maintenance, enrolments, policies and social events.  The committee’s activities are determined by the Renown Kindergarten Constitution.  The committee is formed by the election and appointment of volunteer parents or guardians of the Renown community at the AGM. 

 

Office Bearers - Executive Committee Positions (4)

President 
Vice President 
Treasurer
Secretary

 

• Voting members 
• Approved Provider for Renown Kindergarten: Working with Children Check and Police Check required. 
• Attendance at monthly meetings required 

 

Ordinary Members (6)

Fees Officer 
EFM Representative
Enrolments Officer 
Fundraising Officer
Maintenance Officer
Grants Officer

 

• Voting members 
• Attendance at monthly meetings required

 

Support Roles (4)

Newsletter Editor

Working Bee Officer

OH&S Officer

Marketing Officer

Website Officer

 

• Non - voting roles

• Attendance at monthly meetings required when requested by the committee 

 

Subcommittees 
Personnel Subcommittee (3 people)

Fundraising Subcommittee (3 people)

Committee Support Subcommittee (3+ people)

 

• Non - voting roles
• Attendance at monthly meetings is not required

 

 

Committee / Subcommittee Roles explained

 

President 

“Key person” on the committee, provides leadership. Responsibilities include chairing and setting the agenda for the monthly committee meetings, co-ordinating the work of the committee and sub committees, ensuring effective communication with families and staff on important decisions, and presenting the Annual Report at the AGM. The President also leads the staff sub committee. This role is well supported by KPV – Kindergarten Parents Victoria.

 

Vice President 

The Vice President provides support to the president in the execution of their duties and stands for the President as required, and steps in if the President is unavailable to chair a committee meeting. The Vice President works closely with the Kindergarten Manager / staff to coordinate the continual updating of Renown Kindergarten’s policies and procedures to ensure they reflect the National Quality Standards and EarlyChildhood Regulations. This role is supported and guided by the National Quality Framework. They are an advocate for staff. They coordinate the work of the OH &S Officer and are the key contact person for staff and families to approach with any grievances/complaints received by the committee of management.  This role is well supported by KPV - Kindergarten Parents Victoria.  

 

Treasurer
The primary role of the Treasurer is to make sure that the financial affairs of Renown Kindergarten are conducted in an appropriate manner. The Treasurer’s responsibilities include: preparing the budget in consultation with the committee, managing income and expenses, maintain accurate financial accounts, provision of appropriate financial reports, compliance with regulatory and funding requirements.  The Treasurer is also responsible for managing the Administration officer, an employee whose work includes invoicing and payroll. The Treasurer role is supported by Renown Kindergarten’s book keeper. You do not need to be an accountant to take on this role, but do need to be comfortable working with numbers.

 

Secretary
The Secretary is one of the central communicators of the committee. The Secretary’s roles and responsibilities include: preparing relevant documentation prior to committee meetings, developing the agenda for the monthly committee meetings with the President, taking the minutes at these meetings and distributing them to all committee members. Additional responsibilities include: maintaining committee records such as reports tabled at the meetings, police checks, key registers, manage outgoing and incoming correspondence etc. The secretary also oversees the newsletter by communicating to the Newsletter Officer anything coming out of the committee meetings which should be included in the next issue.

 

Fees Officer
This position involves reviewing and setting the fees in conjunction with the committee. Whilst our Administrative officer will do most of the processing of payments and generation of invoices, this role will review all invoices prior to sending them out (one batch per term) to ensure they are correct. When necessary, the Fees Officer will make reminder phone calls or send reminder emails and informing parents of late fees if invoices are not paid on time.

 

EFM Representative

This position involves a parent representative from our French (Ecole Française de Melbourne) EFM programme who sits on the Renown Committee of Management to ensure the interests of EFM are considered in all decisions. This person will also report on any issues arising within the EFM Programme. The EFM representative assists the President in maintaining the positive relationship between the EFM and Renown by being involved in liaising with the EFM committee and also with the EFM Director at Caulfield Junior College.

 

Enrolments Officer 
The Enrolment officer is responsible for managing our enrolments waiting list and then, with the assistance of the Kindergarten Manager, allocating places for all of our Kindergarten programs. This person is provided with the kindergarten’s “enrolments mobile phone” and will handle any enrolment telephone enquiries.   This role is also assisted by the Administrative officer.

 

Fundraising Officer
This role leads a subcommittee of fundraisers who will plan and coordinate a series of fundraising events and activities during the course of the kindergarten year. The Fundraising Officer will work with the committee to set targets for fundraising based on planned items of expenditure. They will also work with the Administrative Officer to keep financial records of fundraising efforts. Popular fundraising events in the past have been our “Wine and Art Appreciation night’ and our “Trivia night”, Bunning’s Sausage Sizzle Stand, an Easter Raffle and selling Renown Kindergarten merchandise.

 

Maintenance Officer 
The Maintenance officer’s primary responsibility is to coordinate with tradesmen to get quotes and work done at the kindergarten. Whilst an understanding of building maintenance is helpful, this is a role that would best suit someone who has time to meet tradesmen during the day. This role works closely with the staff, the committee and the Working Bee Coordinator to keep our building and grounds in good repair and to coordinate any improvements.

 

Grants Officer
This is an exciting role for someone who is able to identify and pursue opportunities for grants to pay for new equipment and improvements to our facilities. The Grants Officer submits applications such as Telstra grants, Stonnington Council Community Grants and Rotary Grants. There are a lot of grant applications from previous years to serve as a guide. Once an opportunity has been identified this role coordinates the paperwork required and works with the Maintenance Officer and staff to facilitate the funded projects.  The Grants Officer is encouraged to enlist the help of members from the Committee Support Subcommittee when needed.  In 2013 the Grants Officer introduced the ‘Friends of Renown’ programme, this programme encourages local businesses to sponsor Renown.  The Grants Officer maintains and develops the relationships within this programme.

 

Newsletter Editor 
This position communicates with the Secretary after the monthly meetings and involves the collating, writing, editing and distribution of the online monthly kindergarten newsletter to everyone.  The newsletter is the primary vehicle of communication between the educators, staff, committee of management and the families at Renown Kindergarten. It aims to keep everyone up to date on the latest kindergarten news. 

 

Working Bee Officer
This role works closely with the Maintenance Officer and staff to identify tasks that can be undertaken by parents attending our working bees. They will need to co-ordinate one working bee each term ensuring that parents are reminded of their need to attend, equipment is ready for the day and the supervision of those attending on the day.  The Working Bee Officer may enlist the help of the Committee Support Subcommittee for assistance on the day of the working bees.

 

Occupational Health & Safety Officer 
This role works closely with the Vice President to ensure that we are looking out for the health and safety of our staff and children. The OHS officer oversees Renown Kindergarten’s Emergency Management Plan. We have guidelines for this person to follow to support this role. No previous experience is necessary.

 

Marketing Officer
The Marketing Officer reports to the President and works closely with committee and staff to update and present information about the Kindergarten.  The Marketing Officer is responsible for keeping the information on the website updated and relevant, create advertisements / posters / flyers for events as needed, maintain relationships with local councils, MCHC, local papers etc, and generally consider new ways to keep Renown approachable and up to date with current technology.

 

 

Subcommittees
Subcommittees are an excellent way to support the kinder particularly if you don’t have the time to commit to a specific role.  Subcommittee members are not required to attend monthly committee meetings and do not have voting rights within the committee of management.

 

Personnel Subcommittee (3 Committee members)
The Personnel Subcommittee is lead by the Vice President and assisted by two other committee members.  The Personnel Sub Committee is responsible for recruiting and appointing staff, staff administration and appraisals, they are also responsible for responding to parent questions and complaints. 

 

Fundraising Subcommittee (3 people) 
This subcommittee assists the Fundraising Officer to come up with ideas for fundraising and then plays a big role in organising our fundraising events throughout the year. Fundraisers are incredibly important in raising money to purchase new equipment and upgrade the kindergarten grounds. 

 

Committee Support Subcommittee (4+ people)
The Committee Support Subcommittee will be called on to assist with things such as: extra hands at a sausage sizzle, assist the Working Bee Officer during the working bees, assist the Grants Officer with the filling out of information for grants or maintaining / developing our ‘Friends of Renown’ programme or any other task that arises that the committee needed assistance with. 

If you would like any further information on the committee or the roles please contact the kindergarten on Ph 9827 4747 or email: This email address is being protected from spambots. You need JavaScript enabled to view it.