Committee handover checklist
Current committee checklist
Prepare handover documents that cover constitution, staff records, accounts and financeetc.Advertise purpose of the committee and gain interest of new members joining.
Prepare and hold ‘Annual general meeting’ (AGM)
Prepare and update any outstanding work/actions which will need to be passed onto the new committee members.
Leaving committee members should complete an exit interview questionnaire.
The Ofsted nominated person should stay within post until the successor’s Disclosure and Barring Service DBS, and EY2 checkshave been cleared.
New committee checklist
First committee meeting must be set and agreed within the first two weeks after the AGM.First committee meeting held and if required new officers(chair, secretary and treasurer) are nominated. Nominations must be seconded; this process must be formally recorded.
It is good practice to identify which other committee members will take lead on health and safety, safeguarding and fundraising etc.
If there are more than one person volunteering for a role, members must vote who will hold this position. Again this must be formally recorded.
Previous committee members to be present at first committee meeting. Discuss handover materials and book one to one handover meetings with new individuals that will be taking over; particularly chair, secretary and treasurer roles. Share outstanding actions.
Please note - The previous nominated personshould stay within post until the successor’s Disclosure and Barring Service DBS, and EY2 checks have been cleared.
Secretary to complete EY3. This informs Ofsted of any personnel changes within the committee or change of manager.
All new members are to:
-sign a declaration of eligibility to be a trustee.
-understand, agree and sign the ‘trustee code of conduct’
-understand, agree and sign ‘conflicts of interest policy’
-complete a ‘declaration of interest form’
-sign ‘confidentiality agreement’
Secretary to provide new committee members with DBS procedures. Secretary to monitor and ensure applications are processed.
Once DBS has been granted secretary to provide new committee members with EY2 procedures and processes that each individual must independently complete.Secretary to monitor and ensure applications are processed.
Update charity details with the Charity Commission
Or if you are a Company Limited by Guarantee/ Limited Company you must inform Company House of the new directors
Constitution is shared and understood.
Issue new members with their roles and responsibilities – ensure that these are understood.
Signatories on the bank account need to be changed. A paid member of staff should not be a signatory. Cheques must be signed by two committee members (trustees), for convenience name three people who may be signatories.
Inform Wokingham Early Years Team of changes to the committee, email
Read minutes of previous committee meetings and continue with any outstanding actions.
Committee members to complete induction programme which will include:
-Annual reports
-Budget details
-Rental or partnership agreements
-Insurance certificate (public liability and employers liability)
-Current budget and cash flow records including early years funding
-Unpaid fees
-Financial diary (what should I expect and when should I expect it?)
-Policies and procedures
Gain an overview of the ‘Early years foundation stage’ (EYFS) and other statutory documents. Your early years advisor can support you in this area.
- Statutory framework of the early years foundation stage
- Childcare Register requirements: childcare providers on non-domestic or domestic premises.
- Inspecting safeguarding in early years, education and skills settings
Inspection framework.
- Early years inspection handbook from September 2015
- Development matters framework (non-statutory)
Chair to hold a meeting with the manager/ supervisor of the setting. Each to share roles and responsibilities and agreement of how they are going to work together to meet legal requirements, business aims and objectives of the provision.
An overview of Ofsted inspection reports and early years advisor reports ‘actions for improvement’ are to be shared with all committee members.
Review previous staff appraisals and supervision records. Identify areas of support and any action plans for staff member.
Note and document when next supervisions and appraisals are due. Gain advice and support from your early years advisor if this is an area that you are unfamiliar with.