updated by Pam Hudd 17/07/17

Preschool Committee Handbook

Foreword

Welcome to Comeytrowe Under Fives Preschool Committee Handbook.

Thank you for taking the time to read this handbook. We hope it gives you some insight into the role of the Committee and that you might like to join us!

Working with and for the committee can be many things; a way to get more involved in your child’s preschool experience, a way to improve the running of an established and valuable local service, a way to make friends, learn new skills and even have some fun.

You will find out that jobs on the committee are varied and interesting, and it is up to you how much of your time and energy you are willing or able to give.

In this handbook we hope you will get a good idea of what goes on and hopefully see that there is something for you.

Contents

  1. Our Preschool
  2. Staff and Committee Roles
  3. Annual Jobs
  4. Meetings
  5. Annual Jobs and Other Roles
  6. Handing Over
  7. The Constitution
  8. Policies and Procedures
  9. Fundraising
  10. Support available to the Committee

1.Our Preschool

Comeytrowe Under Fives Preschoolis anOFSTED-regulated preschool situated in Galmington, Taunton, Somerset. As a charity, we are affiliated to the Preschool Learning Alliance (PLA) and rely on grant funding and fees payment to keep us running. We servethesurrounding local area; feeding into Bishop Henderson Primary School, Parkfield School and Trull Primary School predominantly.

As of September 2017, we provide early years education to 61 2,3 and 4 year olds. We were rated “Good” by OFSTED in Sept 2016.

We are based in Comeytrowe Community Hall which has a kitchen, committee room and accessible toilet facilities. We have a large, all weather, secure outdoor area, accessible to wheelchair users and those with physical disabilities. As well as a large selection of outdoor play equipment, our outdoor area boasts an insect hotel, vegetable garden, mud kitchen and large dual-level playhouse.

We are open Monday to Friday, 8:30am - 4pm, in term time only. Our Monday morning session for 3 & 4 year olds is a woodlandsession called"Muddy Mondays", held in the grounds of Bishop Henderson Primary School, just across the road.

We offer free parent-and-child trial sessions (Stay and Play). Our fees are currently £4.20 an hour. We accept new children all year round and accept 30 hours funding.

2.Staff and Committee Roles

2.1 Staff

The staff group at Comeytrowe Under Fivescurrently consists of:

  • Manager: Our manager post is currently vacant. We hope to fill this vacancy in the autumn 2017 term. Our manager is responsible for the day to day management of preschool activity; including leading the staff team, planning curriculum activities, implementing policies, creating staff rotas, liaising with parents and Committee and overseeing preschool finances, child welfare and health and safety.
  • Assistant Manager:Emma supports the Manager in the event of their absence and is currently holding the role of Acting Manager. As well as supporting and deputising for management activity, she is a key worker, named Safeguarding Lead, oversees childcare placement students / Apprentices and manages preschool admissions.
  • Level-3 qualified Childcare Practitioners: Caroline, Ewelina, Natalie, Sarah and Anna work various permanent hours in the preschool setting. Level 3 staff are “key workers” who have overall responsibilityfor developing a trusting, caring bond with each of the children,to support them in their time with us. Our practitioners complete observation and learning stories paperwork to record the children’s preschool journey.
  • Bank staff: We currently have 8 bank staff on our books, who are DBS-checked and have received basic childcare training. They do an important job in supporting our core staff on ad-hoc temporary hours, as well as providing sickness cover.
  • Administrator: Sheena carries out a wide range of activities in support of preschool business, includingproducing parent newsletters, dealing with invoices and billing, DBS checks, ordering equipment, completing funding applications and acting as first point of contact for parents. She is employed 10 hours a week in term-timeand can provide advice and support to Committee members on their role and processes.
  • Payroll Administration: This is managed by an independent company; HMC Payroll.
  • Apprentice: From time to time we also employ an Apprentice Childcare Practitioner. This enables us to train and mentor a young person to help them start their career in childcare. Apprentice’s sometimes have key children, depending on their age and experience.

The majority of our current staff have been working within the setting for many years.

2.2 Committee

The Management Team (or Officers) consist of aChairperson, Secretary and Treasurer. These positions are filled at the Annual General Meeting (AGM) in September and those voted in are in position for at least one year. Sometimes we also have a Deputy Chairperson and/or Co-Chair to support the Chair.

The Chair:The Chairperson of the committee needsto have a certain level of confidence, along with good people and communication skills. As Chair, you will chair Committee meetings, manage and motivate the work of the committee, support the Manager in managing the staff, make decisions and generally represent the Preschool. The chairperson needs to be willing to read up on certain legal documents and gain an understanding of the legal requirements in running the setting. You maybe the contact for Ofsted,especially during an inspection. You should have a real desire to improve the Preschool and any business management skills could be useful.

Responsibilities of the Chair are:

  • oversee the committee and chair meetings
  • welcome at the AGM and report on preschool events
  • assist with staff recruitment, retention and any employment issues that may arise
  • provide line management support to the setting Manager
  • support and authorise the work of the Treasurer and Administrator
  • act as a signatory for cheques and other spending
  • delegate and ensure jobs within the committee are shared and completed
  • liaise with the Comeytrowe Hall Committee as required

The Secretary:This role is sometimes split into various different parts and demands a high standard of computer skills. You will have to type up and issue out minutes, compose letters and emails and produce posters / flyers. It is possible to share these takes amongst the other committee members as appropriate. The Secretary needs to work closely with the setting Administrator; sharing information and keeping each other up to date.

Responsibilities of the Secretary are:

  • liaise with the Chairperson to draft & agree meeting agendas.
  • email agendas to committee members, including arranging where and when meetings will take place.
  • prepare all papers needed for committee meetings at least a week beforehand. The papers should include correspondence since the last meeting and minutes, which are a record of the last meeting
  • act as signatory for cheques
  • after liaison with the staff,support purchase of equipment for the group
  • draft Preschool correspondence, such as Committee emails to parents
  • liaise and work with Administrator on certain jobs

The Treasurer: This role requires a reasonable level of financial awareness and spreadsheet knowledge. The Treasurer is responsible for keeping the financial records of the preschool in order. They will look at income and expenses and compare them to projected budgets.

The responsibilities of the Treasurer are:

  • be primary contact for the bank
  • receive bank statements and keeps records of income and outgoings, receipts and invoices
  • act as primary signatory for cheques
  • works with the Administrator to set annual budgets with the committee
  • reports on finances at each Committee meeting
  • prepare a Treasurer’s report for the AGM
  • submit end of year report to the Charity Commission
  • support banking of income and fees
  • liaise with Payroll Administrator over correct payment of staff salaries
  • liaise with Administrator over Early Years Entitlement claims

Other Committee roles, which can be split between members if required, include:

Minutes Secretary:

  • Take a note of everyone present at each committee meeting and everyone who could not be there but has sent an apology.
  • Circulate or read out the minutes of the previous meeting, take questions about the minutes and change the minutes if necessary.
  • Take notes of what members say when they are reporting on action taken and of the decisions that are taken by the committee.
  • After the meeting, send minutes to Secretary for distribution to the committee.

MarketingOfficer

  • Post regular updates to the preschoolfacebook page and update preschool websiteat least once a term
  • Arrange design, printing and distribution / display of posters, leaflets, banners and/or advertising as agreed by committee and in liaison with the Fundraising Lead
  • Liaise with local newspapers or magazines, for example to promote good news stories and arrange any advertising.

Fundraising Officer

  • Liaise withcommittee members and parent helpers to make sure Nearly New Sales (6 a year) and other ad hoc fundraising events are fully staffed and roles are understood.
  • Report to committee on profits made.
  • Liaise with Marketing & Communications Lead to ensure widespread promotion of fundraising events, which should include emails to parents and publication on Facebook and the Preschool website.
  • Other fundraising events as required and agreed by Committee.

General Committee Members

To run a successful committee, we need many different people with various different skills. Most importantly enthusiasm is a must. Our committee is made up from:

General Members – Between 2 and 9 parents or family members who can vote on key decisions. These are voted onto the committee at the AGM.

Co-opted Members – up to 3 people, sometimes those without children at the preschool, who are enlisted for their expertise in certain areas.

The general committee provide a support role. You would be expected to:

  • attend committee meetings (standard 4 a year, plus AGM – in evenings)
  • review and agree Preschool policies
  • help with fundraising ideas and events
  • promote Preschoolfor example through the website and Facebook page
  • discuss Ofsted reports and relevant audits
  • help at certain special days in the setting through the year (e.g Community Day, Sports Day)
  • support new parent visits / Stay and Play sessions

All Committee members must pass DBS (police) checks before being able to support preschool business. The preschool Administrator will help will this process, which usually takes a couple of weeks to complete.

3.Meetings

  • Committee meetings are called throughout the year, they are usually held on a weekday evening, either in Comeytrowe Community Hall or in a committee member’s house.
  • An agenda is drawn up by the Secretary or Chair andsent to all the committee members.
  • All members can add to the agenda.
  • The meeting details are publicised.
  • The Chair runs the meeting and everybody there has the chance to talk and raise ideas.
  • Members of the committee vote on any decisions and if they cannot get to a meeting they can send a vote “by proxy”. The Chair has a deciding vote.
  • The Chair, the Manager and the Treasurer provide reports.
  • Changes to policies will be discussed and voted on.
  • If an event is coming up, jobs will be discussed and shared out.
  • The Secretary takes the minutes and they are subsequently sent out to all the committee members.
  • The best meetings are relaxed, friendly, open and productive.

The Annual General Meeting (AGM)

  • This happens once a year at the end of September and is held in the Walker Room at Comeytrowe Community Hall. It is open to anyone and follows a formal structure.
  • The agenda and details are distributed beforehand.
  • The minutes from the previous AGM are approved. Full reports of the past year are given by the Chair, the Manager and the Treasurer, included checked accounts from the previous year.
  • This meeting serves as an official handover between the old committee and the new, so Officers are elected or re-elected and new general members are nominated and then voted on.
  • There may be changes to the constitution that need to be discussed and voted on.
  • Other issues, including related local or national issues, might be discussed.
  • Any resolutions are proposed by a member and seconded, then opened to the floor for discussion before any decisions.

4.Annual Jobs and Other Roles

The preschool calendar is fairly predictable and many events occur annually. This list is a pretty good guide, although it is not exhaustive or fixed, as each year group of children and families is different.

Autumn Term

Month / Event / Committee Role
September / AGM / Invite parents / new members
Handover of the leaving committee
New committee members voted on
Details taken for DBS checks
Minutes taken and shared
October / Clothes Nearly New Sale / Promote event in advance
Help set up
Run the tills
Provide cakes for cake stall
Help clear up
October / Christmas Raffle / Help source raffle prizes
Plan for Christmas Entertainment
November / Toy Nearly New Sale / Promote event in advance
Help set up
Run the tills
Provide cakes for cake stall
Help clear up
December / Bishop Henderson Christmas Fayre / Promote event in advance
Help with preparation of goods to sell
Helpmanage the stall
December / Christmas Entertainment / Assist on the day with teas & coffees
Provide entertainment!
December / Christmas Party / Assist with wrapping gifts
Finda Father Christmas!
Organise party food
Help clear up

Spring Term

Jan – Feb / Parent Meetings / Provide childcare cover for Level 3 staff while they meet with parents.

Summer Term

April – July / Sainsburys Active Kids Vouchers / Promote and collect Sainsburys Active Kids vouchers
April / Clothes Nearly New Sale / Promote event in advance
Help set up
Run the tills
Provide cakes for cake stall
Help clear up
May / Toys Nearly New Sale / Promote event in advance
Help set up
Run the tills
Provide cakes for cake stall
Help clear up
June / Bishop Henderson Summer Fayre / Promote event in advance
Help with preparation of goods to sell
Help manage the stall
June / Sports Day / Help set up and clear away
Help with warm up activities
Hold winners tape!
July / Graduation / Help set up
Wrap presents
Take photos for children’s leaving gift
Help clear away

The committee may be needed to assist with ongoing jobs throughout the year as required. These include:

  • Assisting within the setting: helping with washing up, preparing snack, washing of toys, clearing storage cupboard, helping prepare craft activities, supporting new child Stay and Play sessions, update display book.
  • Fundraising: Supporting fundraising efforts, providing ideas, sharing out jobs, selling tickets, attending events and bringing along friends and family.
  • Ofsted Inspection: In the event of an inspection the committee should be seen to be taking an active interest in the setting, offering suggestions for improvements.
  • Special Days: On occasion days away from the setting may be organised which require extra support, for example, Community Day at Bishop Henderson School in June.

5.Handing Over

After new Committee members are elected,certain things need to happen. The Chair, Secretary and Treasurer (known as “Officers)handover all of the information and paperwork they have needed during the previous year. New details of the Officers are sent to the Bank, to Ofsted, to the Early YearsFunding Team and the Charity Commission. All new members need to apply for a Disclosure and Barring (DBS) Certificaterelevant to Committee roles. This requires completing anon-line process and providing identityverification. They also need to apply to be put on to the Early Years Register as they will be responsible individuals within the preschool. The Committee contacts list is updated and emailed to all new members. The Administrator has a role in helping with the changeover to the new committee and can assist with these processes.

Working with the staff as a committee-led charity,the Committee employ the staff. So, a major role for the Chair particularly is working with the Manager ifany issues arise.

While being on the committee you may need to be involved in deciding on wage levels, changes to contracts, problems or grievances, offering support, paying for training,or even recruiting new staff. The Officers should be aware of all the legalities involved in this area and the correct procedures that should be followed. Theywill lead the committee in any decisions that need to be taken. There is a good deal of written information in the setting on these areas and support is offered by the Preschool Learning Alliance, Support Services for Education, the Administrator,the Manager and Assistant Manager.