Elwood Community Playgroup Executive Committee

ECP is managed by a committee of volunteer members.

The Executive Committee consists of:

President
Vice President
Secretary
Treasurer
Membership Coordinator - New Groups
Membership Coordinator - New Mums
Purchasing Coordinator
Events Coordinator
Maintenance Coordinator
Bookings Coordinator
Tea Ladies
Webmaster

A number of Sub Committees all support the Executive Committee. These include:

• Rostered Playgroup Sub Committee (proposed)

All members are encouraged to play a part in the Committee through the following roles:

Group Representatives
General Volunteers

The content of this page can be downloaded using the following link: ECP Position Descriptions

ECP Full Committee

The Executive Committee plus a representative from each of the individual Playgroups make up the General Committee. The General Committee meets four times each year to discuss matters relating to the functioning of the Playgroups with the aim of ensuring:

• Groups run smoothly
• New members and new groups are welcomed
• Members have the opportunity to give feedback and have a say in how the Playgroup is managed
• Time slots/group size are managed
• Facilities are maintained and kept clean
• Family events are organised
• Communication with members and the City of Port Phillip continues
• Fees and insurance are passed on to Playgroup Victoria
• Funds are managed
• A safe play environment for members is provided
• Toys are organised and replaced as needed.

Shared responsibilities across all roles include:

• Attending and participating in decision making at an Executive Committee meeting (usually one week before quarterly Committee meetings)
• Attending quarterly Committee meetings
• Helping out with events and projects
• Assisting other Committee members in their areas when needed
• Purchase refreshments for Committee meetings
• Organising someone to look after your responsibilities when you are unable to (eg holidays, sick, having new babies, etc.)

President

• Convene Executive Committee meeting within one week of Committee meetings
• Chair meetings
• Prepare agendas
• Communicate with all Committee members
• Notify security and Council booking officer of evening meetings
• Be a representative of the Playgroup to external parties
• Liaise with City of Port Phillip regarding:
  a) health, safety, access and maintenance issues
  b) booking centre for out of hours meetings and events (evening and weekends)
  c) issues with other users of the venue
  d) as a representative of the Playgroup

Responsibilities that may also be shared with other Committee members:

• Applying for grants from Council eg Elwood Community Bank or State Government
• Writing press releases
• Attending functions put on by Council
• Attending events put on by Playgroup
• Writing acknowledgement emails or letters

Vice President

This is a new role on the Executive Committee. It is a development role to assist in the succession planning for Playgroup President. This role may be incorporated as part of an existing committee position, or stand alone as a separate role. Responsibilities of the role include:

• Providing support to President for administration and communication
• Assist with funding opportunities, including the preparation of grant submissions (as necessary)
• Represent Playgroup on sub committees
• Coordinate projects (eg 5 star playgroup)
• Act as President's proxy at functions/events/meetings
• Ad hoc requests from President
• Cover for other Exec committee positions for holidays, babies, illness etc.

Secretary

• Post notices of Committee meetings at least three weeks prior
• Help prepare and distribute Agenda for Committee meetings
• Notify Group Representatives via email/phone one week prior to a meeting
• Provide stationery at Committee meetings ie attendance record, name tags, pens
• Take minutes of all meetings
• Circulate minutes of meetings within 6 weeks to all Group Representatives, MCH nurses and Council contacts (email and notice board)
• Maintain records of minutes
• Maintain noticeboard signs and update as needed
• Maintain group email lists (members, Committee and Group Representatives)
• Communicate news and events to members via email and notices on boards
• Assist with keeping member details and Group Representative lists up to date
• Prepare sign-in sheets for members to sign at each session
• Point of contact for general enquiries
• Responsible for the update and review of Accident and Emergency/Evacuation policies

* Basic computer skills and access to the internet and email at home is essential.

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Treasurer

Banking:

• Organise the signatures of the incoming Treasurer and President with Bendigo Bank
• Provide bank with all the new address details of Treasurer and President
• Bank incoming membership fees, fundraising money, other cash or cheques collected
• Check bank statements for direct deposits from Group Representatives and process accordingly
• Write cheques for Playgroup Victoria Insurance and ongoing Playgroup expense

Paperwork:

• Keep a record of all incoming and outgoing monies in ongoing financial spreadsheet
• Provide receipt books for Group Representatives for monies collected
• Act as Public Officer in relation to our Incorporation (a point of contact for Consumer Affairs)
• Supply Consumer Affairs with an Annual Statement by Public Officer one month after the AGM
• Maintain record of all financial members and group sessions
• Email monthly update to Executive Committee highlighting all membership additions and changes
• File all receipts/expenses
• Provide Playgroup Victoria with details of all financial members along with insurance fees
• Provide Playgroup Victoria with new Treasurers details
• Prepare letters to Playgroup Victoria to inform them of additional children within a family
• Prepare Treasurers report for quarterly Committee meetings and financial statement for AGM
• Reimburse and file all receipts/expenses for Playgroup from Playgroup bank account

Membership Coordinator - New Groups

• Coordinate all group meeting times:
  a) Allocation of new mum intakes in consultation with Membership Coordinator - New Mums
  b) Rotation of Baby Playgroups to the Sun Room (back) after approx. 18 months
• Manage mergers, including voluntary and enforced:
  a) ensure merged groups understand their roles/duties at Playgroup
• Notify Treasurer of new Group Representative contact details and group day/time
• Update central spreadsheet when required
• Collate and monitor attendance statistics on a quarterly basis and prepare a report for Committee meetings
• Point of first contact for new membership enquiries:
  a) find Playgroup times for new parents/carers who move to the area
  b) supply details of Playgroup/payment etc. and Group Representatives phone numbers
  c) Liaise with Group Representatives if needed, particularly if groups are large
• Assist in managing of mergers to allow times for new groups
• Assist Membership Coordinator - New Mums on ad hoc/agreed basis with 'intro talks'
• Assist in maintaining and updating session timetables
• Post session timetable updates on notice board and also supply to MCH nurses
• Provide feedback on ways to improve groups/sessions times etc. for the benefit of new families
• Receive and manage ad hoc group queries and requests via phone and email

Membership Coordinator - New Mums

• Greet and organise new Mothers' Groups – conduct 1 hour 'Introduction to Playgroup' talks approx 12 times a year. This includes a tour of the centre, explaining the form and function of Playgroup, handing over brochures and forms for the new mums to fill in plus briefing the designated Group Representative on fee collection and other responsibilities
• Help new Mothers' Groups to integrate into Playgroup, including attending new groups approx 2 months, 4 months and again between 8 - 12 months after they have settled in
• Assist joined up new mother's Playgroup bonding as well as general settling in such as:
  a) making sure new mums are aware of their roles/duties at Playgroup (eg. cleaning, volunteering)
  b) discussion with new mums during visits regarding what is working/not working and help to overcome any obstacles
  c) share feedback/issues from group discussions with Membership Coordinator - New Groups regarding new mum intakes to Playgroup and help coordinate group time slots, 'intro talks' etc.
  d) share feedback/issues from group discussions with New Membership Coordinator - New Groups
• Liaise with MCH nruses and New Membership Coordinator - New Groups on ways to improve groups/sessions times etc. for the benefit of new mums

Purchasing Coordinator

• Purchasing new toys and equipment, use educational catalogues (Kesco, Windmill) or shop in person
• Replenish first aid boxes to ensure Playgroup has necessary supplies
• Maintain toy room and toy shed. Check toy boxes are organised and storage area is tidy (sometimes members need reminding that they should do their best to keep these areas clean)
• Categorise and label new toys and equipment
• Keep members up-to-date with new purchases, messages on kitchen whiteboards, Committee notice board and at committee meetings
• Liaise with other Committee members and Maintenance Coordinator regarding new equipment, Events Coordinator for items for special activities and Treasurer regarding funding availability and reimbursement

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Events Coordinator

• Generate ideas and map out potential events for the year
• Write a proposal and present ideas to the Committee
• Book venues as required
• Obtain a certificate of currency through Playgroup Victoria (for insurance)
• Talk with suppliers and local vendors re assistance and donation of goods
• Work out a budget for the event
• Prepare and distribute a status report for each event (a list of actions with responsible parties and due dates)
• Enlist the help of volunteers for each event
• Advertise events (posters for the centre and electronic invite, etc)
• Set up and oversee running of the event
• Attend and enjoy the event on the day!

Maintenance Coordinator

• Update and maintain a list of volunteers from each group to contact if something needs fixing (as new groups form they need 1 or 2 people nominated who can occasionally be asked to fix something)
• Check maintenance log book regularly and be first point of contact for maintenance issues and follow up as appropriate:
  a) Playgroup property: organise maintenance and repairs of Playgroup property by contacting someone on your volunteer list to ask if they can fix it
  b) Council property: pass on maintenance items concerning Council property to President
• Organise Annual Working Bee
• Hold onto 6 DVDs/videos 'Learning through play' and occasionally show people at meetings if they want to borrow
• Liaise with Purchasing Coordinator to replace broken or damaged toys that can not be fixed
• Upkeep and restocking of the First Aid Kits at the Playgorup centre

Bookings Coordinator

• Manage the coordination of monthly weekend Playgroup sessions
• Put in place procedures for weekend access
• Act as a contact point for any queries regarding weekend Playgroup sessions
• Keep records of bookings
• Communicate weekend Playgroup sessions to all members (eg. email, noticeboard, website etc.)
• Devise strategies to maximise the use of weekend Playgroup
• Check messy play supplies and replenish when needed
• Liaise with Events Coordinator regarding synergies with other annual events
• Act as a support to the Events Coordinator where needed
• Liaise with President and other Committee members regarding any issues that arise

Webmaster

• Maintain website, keeping information up to date
• Provide statistics on website usage and advise of any improvement

* This position does not need to attend Executive Committee meetings.

Tea Ladies

• Regular stocking of milk
• Bulk purchasing: tea (normal and decaf), coffee (normal and decaf), sugar, cleaning liquid and sponges
• Washing tea towels
• Keep receipts of all expenses and seek reimbursement from the Treasurer

It is anticipated that duties are normally only required to be undertaken once or twice every three months.

* This position does not need to attend Executive Committee meetings.

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Sub Committees

The Executive Committee can establish sub committees to look at specific issues as they arise. A sub committee can include co-opted members, which includes both non Committee and non ECP members.

All sub committees must:

• Appoint a Chair, who is responsible for liaison with the President and reporting to the Executive Committee
• Include at least one member of the Executive Committee
• Consider issues on behalf of all ECP members
• Liaise with ECP members and the Executive as necessary to establish agreed positions on key matters

Rostered Playgroup Sub Committee

As part of ECP's successful proposal to take over the front of 51 Broadway, the Committee committed to exploring the establishment of a Rostered Playgroup. An additional Sub Committee considering the viability and structure of a Rostered Playgroup under EPC's banner will be set up once management arrangements surrounding the front of 51 Broadway are better understood.

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Group Representatives (two per Playgroup)

• Contact point: providing your contact details so that the Committee can communicate with you and thereby to all the members of your group. Also, acting as a welcoming person for new members who join your group
• Fees and providing contact details: collecting the fees for your members by the deadline each year and providing up to date contact details for your members. Also, collecting fees and details for new members who join throughout the year
  
• Communication: circulating emails from the Committee and news from the Quarterly Meetings promptly to your members. The Committee has information to pass on to members, such as upcoming meetings and events, updates on projects and Committee activities such as toy purchasing, membership or maintenance issues and policy changes. The Committee relies on you to communicate all information to your members and, by the same token, to communicate any feedback from your group to the Committee.
  
• Attendance Register: reminding members to sign in. Membership payment and signing in to the attendance register is essential for group members to be covered by insurance. If members' names are missing from the sign in sheets yet they have paid then you need to contact the Treasurer to ensure the sheets are updated
• Cleaning: ensuring the centre is cleaned, vacuumed, tidied etc for the next group. All Playgroup members should assist with this
• Organise representation:
  a) Quarterly Committee Meetings - attending four Committee meetings throughout the year of organising someone from your group who will attend for you (only one person is required)
  b) Working Bees - organising group members to attend the working bees. The ECP owns all of the equipment at the centre, except the building, so we need your support to keep it maintained.
  c) Events - organising group members to help out at ECP events. A number of great events are run each year for ECP members including Annual Games, Farmyard Day, Christmas Party etc. To ensure events can be rum we need each group to offer a few hours of their time to help.

The AGM is a good time to remind ourselves that Group Representatives may want to take a break for a while and other group members may like to step into that position for the next year. In addition, the Committee is asking for all groups to nominate two Group Representatives. So if you haven't already done so, please re confirm amongst your group your Group Representatives for the current year and pass this information on to the Secretary and Treasurer.

General Volunteers

If taking up an ongoing role seems too much for you to consider right now but you would like to put something extra into running the Playgroup, or your partner has skills that might be handy in terms of projects, maintenance or events, then putting your hand up as a General Volunteer might be the go.

As mentioned above Playgroup is run by volunteers. The Executive Committee and Group Representatives are all volunteers. However, running events, keeping on top of maintenance and delivering those projects that make playgroup safe and special requires help from more than just those people who have volunteered to be on the Executive of General Committee.

A volunteer register, maintained by the Maintenance Coordinator, provides a pool of people that the Executive Committee can call upon to help with organising events, keeping on top of maintenance or helping out with unique projects.

A volunteer register is about to be renewed so PLEASE volunteer you or your family skills to help run Playgroup. Each group will be asked to put forward at least one person on the volunteer register with maintenance skills.

Please note that this is in addition to normal responsibilities of groups and family members.

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