Playcentre Officers

A Playcentre is run by the parents who attend the Playcentre. A Playcentre MUST have a President, Treasurer and Secretary to meet the Te Akoranga Association consitution requirements, the other officer holder positions are optional but most of the roles such as housekeeping, education and rolls & bulk-funding are essential to a well run Playcentre

All roles can be "co-d", or shared between several people
One person can have more than one position, although the President, Secretary & Treasurer roles must be held by people from different families
To encourage emergent leadership one person is only able to hold a paticular role for a maximum of three years in total

This list has the more usual roles found at a Playcentre but some Playcentres may not have all of these roles, or they may even have other roles not listed here

You can download your own copy of Playcentre Officers Job Description or read them below.

President.

The President is not "in charge" of the Association but is more responsible for co-ordinating the activities of the other Playcentre officers

It is advisable that the President has Course 2 and is ideally actively working towards gaining Course 3 certificate

Understands Playcentre philosophy
Has working knowledge of centre policies and procedures
Has working knowledge of Te Akoranga Playcentre constitution
Has a general idea of the administration of the Federation
Have a working knowledge of the duties of all office holders
Has a working knowledge of the Association Constitution and Bylaws
Prepared to represent the centre at outside functions. Promote Playcentre and liaise with outside groups: i.e local school, dental clinic, Plunket, health nurse, library

The President should be welcoming and encourage harmonious relationships between members with open communication and a sense of belonging and responsibility to the centre. Helps all families feel welcome, understands the Playcentre philosophy and enjoys being involved in the running of the centre. Encourages participation in meetings, workshops and courses run for the centre by the Association

Working co-operatively No matter how the centre is organised, it is for the president to see that no one has too heavy a load. This is not only for the sake of the person, but for the healthy functioning of the centre. The strength of a voluntary organisation lies in the acceptance of the fact that all members have contributions to make. All have the opportunity to act as leaders as the occasion arises

Guiding centre meetings

Ensures centre meetings are held
Either chairs meetings or is responsible for ensuring that there is a suitable chairperson
Receives written reports from all the office holders at each monthly meeting (to be minuted
Sees that visitors and speakers are looked after and are offered transport
Helps prepare agenda with the Secretary for each meeting at least one week prior to the meeting
Presents reports to each monthly meeting

Contributing to Association meetings

Ensures that the centre is represented at all Association meetings
Each centre reads out the four words to describe the centre in the past month
Each centre is required to hand in a written report to the Association minutes secretary to be included in the minutes
Delegates/representative of the centre should ensure that information from the meeting (and any convenors meetings attended) is passed to the relevant office holders. A written report should be presented at the next monthly meeting
Support & professional development
Attend officer orientation meeting after Centre AGM
Advice, help, information and support via centre Liasion Field Officer, Association President or other Association positions
Supportive of office holders and ensuring they are aware of duties and who the relevant Association convenor is, and how to contact them. Establish a close working relationship with the centre secretary
Presidents support meeting

Be aware of national conference as a supportive network

Treasurer.

The Treasurer is responsible for keeping full and accurate records of all financial transactions made on behalf of Playcentre

It is advisable that the Treasurer has Course 2 and is ideally actively working towards gaining Course 3 certificate

Financial responsibilities

Keep full and accurate records of all financial transactions made on behalf of Playcentre including use of: cheque books; receipt books; cashbook; monthly statement book
Keeping of financial records: they must be up to date & balanced monthly
Budget reporting: report actual against budget each term (quarterly)
Payment of accounts: payment of all approved bills on time on receipt of a statement. Any purchases of new equipment must first be approved at a Centre meeting
Fee collection: monitoring and invoice of members fees
Receipting of all income
Budget: arranging Centre budget meeting in conjunction with the Centre President. Please note: it is the whole Centre s responsibility to set the budget. A copy of the budget must be forwarded to the Association
Preparation of annual receipts and payments statement
Audit of accounts: arrange for the accounts to be audited. Whole Centre to decide who will audit the accounts
AGM: have audited accounts available for presentation. A copy of all financial reports forwarded to the Association
Changing of Cheque signatories at the bank
Collecting funds The Treasurer will collect donations, parent s fees and will receive the Bulk Funding Grant on behalf of the Centre, banking as soon as possible
Monthly statement Present a monthly statement at each monthly meeting and be able to provide an accurate picture of the Centre s financial state at any other time requested. A copy of this together with the monthly bank statement is to be sent to the Association

Support & professional development

Attend officer orientation meeting after Centre AGM

The financial running of the centre rests with the whole centre and is not the responsibility of the Treasurer alone. However, the Treasurer will be asked for advice, as they are the most familiar with the Centre s financial situation. The whole centre is responsible for:

Deciding how the money is spent

Checking bills and passing for payment

Setting the budget

Ensuring information relevant to finance is passed to the Treasurer

Appointment of a suitable auditor well in advance of the end of financial year.

Full guidelines to keeping financial records are in each Treasurers portfolio/folder, and the Association Treasurer is available to assist and answer questions.

Attending or reading minutes from the association treasurers support meetings offers a support network. At least 2 of these are held during the year.

Secretary.

The Secretary is the administrator for the centre and as such is suited to someone who is well organised

Understands Playcentre philosophy
Has working knowledge of centre policies and procedures
Has working knowledge of Te Akoranga Playcentre constitution
Has a general idea of the administration of the Federation
Efficient administration
The secretary can determine the efficiency of the Centre's administration and aids in the reliable running of the centre. The secretary is the relationship between your centre, the Association, the Federation and the early childhood sector
Correspondence
Regularly be available to clear mail box
The secretary is responsible for correspondence, ensuring letters are sent for the centre, and all inwards or outwards letters to the centre are noted. Record all mail, received in date and to whom it is distributed, so everyone know's what has been received, who has the information and who is actioning the information
Read all mail, to see what is urgent, and notify and/or ring appropriate person to get information to them. Distribute mail, please see that information passes to appropriate people immediately
Arrange a special meeting if a decision has to be made before the next centre meeting
The secretary reports to each monthly meeting with current correspondence, reporting to whom information is distributed
Replying or actioning correspondence should be prompt, contact recipient by phone, to describe delay if possible
All letters to the New Zealand Playcentre Federtaion, Ministry of Education or to the media must go through Association Secreatary and/or Association PR

Records/filing

Support office holders and sorting all centre (except financial) records filing or archiving

Filing should be carried out after each meeting

Ensure that copies are kept of all letters sent on behalf of the centre

Association meeting information (minutes, remits, flyers, agenda etc) should be posted on the noticeboard

Welcoming visitors

Promoting to new members how parent co-op works in centre, meetings, notices and changes to sessions

Centre meetings

Ensures centre meetings are well notified

Helps prepare agenda with the President for each meeting at least one week prior to the meeting

Presents report to each monthly meeting

It is advisable to set centre meeting dates just before each Association meeting to discuss Association issues, and to pass on Centre decisions or views

Assist the minutes secretary as necessary

Signatory Signatories often include the Secretary with the Treasurer and the President, with any two to sign. Do not sign blank cheques, and all cheques need to be approved at centre meetings unless they are for items on standing orders

Support & professional development

Attend officer orientation meeting after Centre AGM

Advice, help, information and support via Association secretary and other Association positions

Supportive of office holders and ensuring they are aware of duties and who the relevant Association convenor is, and how to contact them. Establish a close working relationship with the centre President

Attending or reading minutes from the national conference offers a supportive network

Privacy Officer.

The Privacy officer safeguards private and confidential files and information for the centre

Responsibilities

Names, phone numbers, email addresses etc are for Playcentre use only

Contact details should not be given to anyone outside of Playcentre without consulting the person involved

Offer to take messages for members and pass on message instead

Do not use or give out photos without permission of persons pictured. If any photos are to be published or broadcast in any way, all members represented in photo should sign a photo release form found in the centre Public Relations folder

Support & professional development

Attend officer orientation meeting after Centre AGM

Association Privacy officer

Minutes Secretary.

The Minutes Secretary is responsible for keeping the minutes for the centre. This is a formal record of the discussion and of decisions made at centre meetings

Guidelines

Arrange replacement to take minutes, record & distribute if you are unavailable

Record exact wording of any resolution which is actually passed. With the mover, the seconder and the result of vote or decision

Where discussion has been complicated by amendments to a motion, the minutes should record this

The minutes are recorded in the minute book, and then read before or at the next meeting. The purpose is to remind members what was previously decided and seconded, and to check on any amendments to the minutes as well as any actions taken since the last minutes

The Annual General Meeting minutes are taken in the same manner, but must be displayed fro the year, and read before next general meeting

Assist the secretary as necessary

Display minutes on noticeboard

There are sample minutes available to give an idea of what is involved

Welcoming visitors

Making new members aware of running of centre, meetings, notices and changes to sessions

Support & professional development

Attend officer orientation meeting after Centre AGM

Advice, help, information and support via Association secretary and other Association positions

Attending or reading minutes from the national conference offers a supportive network

Education.

The Education Officer is responsible for keeping full and accurate records of training and encouraging demonstration of proficient parental skills on session

Responsibilities

Actively promoting training at all levels

Liaise with Welcoming officer to ensure Course 1 discussions are given once term, and helping to promote new Discussion workshops

Aware that enrolment forms for Course 2 and above are NZQA registered and Association requires certain Centre members to cite recognised identification papers (such as birth & passport) of members with copy and sign using education verification stamp

Ensure First Aid levels are adequate and advertise new courses within centre. Send copies of certificates to Association Records clerk

Ensure that Centre Librarian has current copy of Course 1-4 workbooks for reference and p to C3 reference material required by trainees. Liaise with Centre Librarians who purchase and maintain these books

Provide a report to centre monthly meetings

Supervision approvals

Keeps a record of parents involved in training and those who hold certificates for use in Supervision Approval forms every 6 months

Distribute Supervision Approval Forms in term 2 & term 4 to session leaders in order to hold a session evaluation/ planning meeting. Arrange a centre evaluation meeting date that your Liason Field Officer can attend with all centre members. Compile completed forms including: Centre training form, Centre statistics form and Evaluation form and return to Education Systems manager by due date

Ensure centre is aware of individual session training needs to maintain requirements

Support & professional development

Attend officer orientation meeting after Centre AGM

Supporting members training in centre

Supportive of Workshops and Welcoming Officer

Support from termly Open Education meetings. Attend and provide a report from centre

Support from Association Education Team

Attending or reading minutes from the national conference offers a supportive network

Workshops.

The Workshop officer promotes and displays workshops and enrolling members in workshops

Responsibilites

Taking registrations for workshops, both for members going to external workshops and for members of other Playcentres attending workshops you are hosting
After registering member place a map of hosting Playcentre & workshop details in members pocket as a reminder
Updating education/workshop noticeboard and display workshops for the centre
Publicising workshops, courses etc
Encouraging attendance at workshops

When hosting a workshop

Arranging refreshments
Welcoming attendees
Supplying name tags
Record of attendance for Centre Education officer
Arranging childcare if needed
Organising seating
Closing the centre and locking-up, or arranging a suitable person to do this

Support & Professional Development

Attend officer orientation meeting after Centre AGM
Support from Association Workshop Convenor
Utilise monthly meeting reports to remind members about new workshops
Support from termly Open Education meetings. Attend and provide a report from centre Support from Association Education Team
Attending or reading minutes from the national conference offers a supportive network

Property.

The Property Officer is responsible for building and chattels to meet the current ECE regulations

Responsibilities

Complete annual maintenance report with Property convenor

Carry out preventative maintenance

Consult with Treasurer using property records to prepare budget

Report any urgent maintenance promptly with Association Property convenor before implementing repairs

Support & professional development

Attend officer orientation meeting after Centre AGM

Attend Association Property planning meeting each term and report back to centre

Association Maintenance Pool Fund � usage must be approved by all centres

Liaise with Association Property convenor whilst developing ideas for new projects

Attending or reading minutes from the national property meeting offers a supportive network

Property support meetings

Aware of Association maintenance pool for Centre support

Equipment.

The Equipment Officer is responsible equipping Centres with safe and well-maintained supplies

Responsibilities

Maintain Playcentre requirements as in Minimum Equipment List, making sure that all 16 areas of play are suitably equipped using the Equipment for Playcentre book

Recommended that all areas of play have prominent displays detailing the value of play in that area

Ensure equipment satisfies Health & Safety requirements

New equipment should be strong, safe, and wherever possible environmentally friendly

Stocktakes are collated and evaluated annually for insurance purposes

Each term a thorough clean is done of all equipment areas

Keep a current list of all equipment purchased when, where, how much and any warranties

All goods invoiced should be recoded and the invoice handed to Treasurer after purchase to enable goods to be passed for payment at a monthly meeting

Use previous equipment records in consultation with Treasurer to formulate an appropriate equipment budget

Prepare a report for monthly meetings on items purchased, what needs to be repaired, storage and maintenance etc

Support

Attend officer orientation meeting after Centre AGM

Mentor Course One trainees on the use, storage and maintenance of equipment

Consult with Property and Purchasing Officer in areas where duties and responsibilities overlap

Association Property and Equipment convenor offers support to centres

Support from Property meetings. Attend and provide a report from centre

Health & Safety.

The Health & Safety officer is responsible for general safety of families affiliated with Playcentre

First aid

Check kit every month and order new supplies through purchasing officer

Keep accident book up-to-date

Have a travel kit for excursions

Cover Hazard ID and recurring accidents at Centre and Association meetings

Civil defence kit

Check kit every 6 months

Change batteries every year

Change water every 6 months

Ensure that access to a civil defence kit is maintained

Fire & evacuation drills

To liase with Session leaders to have a fire, earthquake an volcano drill one of each per term and keep accurate records

Support

Attend officer orientation meeting after Centre AGM

Association Equipment and Health & Safety co-ordinator offers support to centres

Whānau Representative.

The is the voice of Māori children and families within the Playcentre

Administration & centre functioning

Ensure that Māori members have access to any information which is addressed to Māori in the centre e.g. notices

letters etc

Co-ordinate meetings, when required, for Māori in the Centre

If there is no Māori roopu in the Centre, ensure that appropriate steps are taken to communicate a Māori members

desire to utilise the Centre MIF (i.e. ensuring that the expenditure is okay with other Māori members)

Ensure that expenditure of the Centre MIF is reported on at a monthly meeting

Communicate with Māori in the centre regarding issues affecting Māori at Centre and Association level

Liaise with the centre to give any feedback regarding issues affecting Māori at Centre level

Liaise with the Association to give any feedback regarding issues affecting Māori at Association level

Liaise with the Bi-cultural Officer regarding the promotion of Te Reo Māori, tikanga Māori and Māori initiatives in

centres and, if necessary, seek feedback from Māori members in the Centre

Relationships

Māori centre members Māori members of the Association Centre bi-cultural officer Non-Māori centre members Treasurer Association executive

Support

Attend officer orientation meeting after Centre AGM

Liaise with Association Te Roopu representative

Liaise with Publications encouraging Te Reo literature suitable for your centre

Bi-cultral.

The Bi-cultural officer is responsible for building relationships with all families

Administration and centre functioning

Consult and liaise with Maori whanau regarding the promotion of Te Reo Maori, tikanga Maori and Maori initiatives in centres
Support and encourage members to speak Te Reo Māori on session
Be an enthusiastic and informed advocate for bi-culturalism in centres

Relationships

Māori whanau in the centre
Other centre bi-cultural officers
Pakeha Treaty Convenor
Centre members
Attend officer orientation meeting after Centre AGM
Liaise with Publications encouraging bi-lingual literature suitable for your centre

Rolls & Bulkfunding.

The Rolls & bulk funding officer keeps an on-going record of members attendance in order to get funding

Rolls

Keep an accurate and ongoing record of attendance

Have details of every child s name, birth date, parents/caregivers contact details etc

Ensure everyone signs attendance roll in appropriate place

All private information on rolls will be kept in a secure place

Identify allergies and first-aiders on the notice board in kitchen above sink

Contact list

At end of term add new enrolments on contact list

Remind everyone that the list is for centre use only, do not give out personal details

Update contact list every 6 months, or when required

Bulk funding

Complete bulk funding forms and survey forms (RS61) which are used as statistics to assess centre s grants for funding

Forms are filled immedieately and posted to Association secretary promptly

All Centre forms are compiled at Association and send to Ministry of Education together

Promote

Names, phone numbers, email addresses etc are for Playcentre use only

Contact details should not be given to anyone outside of Playcentre without consulting the person involved

Offer to take messages for members and pass on message instead

Support & professional development

Attend officer orientation meeting after Centre AGM

Association Treasurer

Association Privacy officer

Librarian.

The Library officer is responsible for all reading material and works with the education officer

Children's books

Includes a wide selection of story, picture, poetry, boardbooks, bilingual books etc

Encourage good care of books in centre in an area that is quiet and comfortable

Books are catalogued for insurance purposes

Books are replaced if lost or damaged if centre requires

Books are attractively displayed, change to suit new books acquired, children s interests and ideas discovered on session

Finger puppets are good to store nearby adjacent to relevant books

Parent's resources

Includes reference material in CD, DVD, book, magazine and journal format, not all can be taken out of centre

Ideally the material chosen, fosters child development and family relationships

Current copies of Course 1-4 workbooks are available for reference and up to C3 reference material required by trainees. Liaise with Education Officer.

Book mending

Avoid commercial sellotape, which discolours and comes apart, use invisible mending tape

For book spines and loose pages avoid tape, and re-glue with PVA. For loose pages put waxed paper either side of page & glue in from spine end with PVA. Wipe off excess glue.

Cover books when new: Cut plastic 2cm larger than book; fold plastic in half, pull one half backing paper off and smooth over cover; cut a� v where spine goes; then cover other half of cover; fold overlapping plastic on inside of cover.

Visits/excursions

Arrange for group visits to library and ask librarian to participate in visit

Ask librarian to visit the centre

Ask author to read their books or participate in� Storylines festival where authors visit schools

Purchasing

Wheelers books Phone: 479 7979 Email: sales@wheelers.co.nz web:www.wheelers.co.nz

Jaberwocky books Phone: 630 6827 Email: kidsbooks@jabberwocky.co.nz web:www.jabberwocky.co.nz

The Childrens Bookshop Phone: 376 7283 Email: cbs Auckland web:www.childrensbookshop.co.nz

Monthly report

Include new books purchased or suggest ideas to be obtained

Publicise new displays relevant to emergent learning on session

Check with Association librarian for news

Distribute & publicise new issues of Playcentre Journal

Support

Attend officer orientation meeting after Centre AGM

Liaise with Association Librarian

Liaise with Public Relations officer

Liaise with Publications

Displays.

Actively promoting respect for all children s creations on session

Responsibilities

Removing artwork from line

Filing and sorting all artwork. Make sure there is a file for every child/family

Re-display new artwork, pull-down artwork very old artwork every term or when required

Maintain strengths & interests photo board make sure every child is represented

Print photos from sessions for portfolios. Create group storyboards with comments about learning seen in action

Inform centre and/or equipment officer of any resources needed for art or display purposes

Can you suggest anything to improve any of these processes?

Support and relationships

Key relationships with education officers

Attend centre management and planning meetings and follow-up children s interests with displays

Suggest extension ideas to encourage learning

Public Relations.

Building relationships, promoting and publicising Playcentre both internally and externally

Internal PR

Ensure centre meetings are well notified

Arrange social events for centre members

Sessions for special people e.g fathers or extended family

Write up visitors names in session evaluation book, evaluate with new families how they feel about joining the centre. Follow-up visitors who do not return to centre

Arrange buddies to aid with parent help duty or roster together an experienced member with less experienced

Invite, arrange transport or accompany new members to centre meetings

Provide news via email or newsletter

Celebrate birthdays

are unwell or have new babies

Chocolate fish awards

A warm fuzzy board to write thanks and other notes on

Give one journal per family

Keep the notice boards tidy and current

Take photos and put them in albums and portfolios

Use branded PMS yellow 116, PMS purple 2607, PMS orange 151. PMS green 375 to strengthen impact of current branding

External PR

Advertisements and articles in local school, community, council newsletters or websites - minimal or no cost!

Letter Drop

Children s art display in gallery

Library displays

Open days

Be professional/visible at outside fundraising events� borrow the Playcentre flag/banner from the

Association � or create a Centre one

Wear Playcentre insignia clothing

Speakers on Playcentre or other ECE topics

Create a website for your Centre or add your centre to the Federation site

Write thank-you notes

Brochures and journals to doctors, schools, dentists and Plunket

Be involved in bi-annual Playcentre Awareness Week

Brochure holders on the front fence of the centre to hold promotion material

Support & professional development

Attend officer orientation meeting after Centre AGM

Advice, help, information and support via Association PR and other Association positions.

Supportive of office holders and ensuring they are aware of duties and who the relevant Association convenor is, and how to contact them.

Key relationship with the centre President.

Attending or reading minutes from the national PR conference offers a supportive network

Fundraising.

The Fundraising or Grants officer helps to support the Playcentre financially by locating external funding

Commencing fundraising

Once agreed, record details of decision to fundraise in monthly minutes

Include date fundraising is to commence

Amount of money expected to be raised and the amount of money required to begin

Specific purpose the funds are raised for

Names of member(s) responsible for collecting money

Name of bank account that money will be kept in (if separate from normal centre account)

All details to be submitted to Centre & Association Treasurer

Support

Liaise with Association and Centre Treasurer

Liaise with Public Relations officer

Delegate to sub teams if required

Discuss issues and submit a report to monthly meeting

Purchasing/ House Keeping

Essential to prevent supplies from running low

Responsibilities

To keep the staple pantry supplies well stocked such as: coffee; tea; flour; toilet paper; cleaning equipment; etc

Check the white board above oven for requests

Any purchases not on Standing Order need prior approval

All puchases must be noted and accompianied by a receipt then passed onto the Centre Treasurer for reimbursement

Researching the best price for our consumables

To be responsible for petty cash float

Consult with Treasurer and previous purchasing records to provide budget for Centre

Support

Consult with Equipment Officer in areas where duties and responsibilities overlap

Support from Centre Treasurer

Rosters

The roster co-ordinator organises the centre roster every term.

Responsibilities

At end of term maintain contact with Rolls officer to keep roster current with members attending

Creates roster with ideally a new person coupled with a more experienced member

The roster encourages learning in every play area of the centre and can link topics to Te Whaariki

Support and relationships

Key relationships with members ensuring they are aware of duties and involvement

Attend centre management and planning meetings to follow-up children s interests on roster

Read extension ideas in session evaluation book

Welcoming

Promote and have understanding of Welcoming Talks process

Contact list

At end of term liaises with Rolls Officer to add new enrolments

Support & professional development

Attend officer orientation meeting after Centre AGM

Support members training in centre

Supportive of education officer

Support from termly Open Education meetings. Attend and provide a report from centre

Support from Association Education Team

Attending or reading minutes from the national conference offers a supportive network