Alex
Chair
Safeguarding Children

Your Pre-School Committee
Committee Vacancies
Committee Roles

Chair
Treasurer
Secretary
Registration Secretary
Rota Secretary
Fundraising Chair
Price Runner

Your Pre-School Committee

The pre-school is managed by an elected committee of VOLUNTEER parents which ensures that major decision making is in the hands of the parents who use the group.

The committee is responsible for important activities such as the finances of the pre-school, reviewing policy and practise, the employment and appraisal of members of staff, obtaining funding and fees, registration & placements of children, parent help rota and fundraising. Some of the roles are quite time consuming, so the more parents involved, the easier it is. The committee also appreciate the support they receive from other parents.

If parents do not take on key positions on the committee, the pre-school cannot exist.

Committee meetings are held in a committee member's home once or twice each term on a weekday evening.

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Committee Vacancies

FUNDRAISING COMMITTEE - Additional members required with immediate effect - contact Penny Pataky via pre-school.

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Committee Roles

Chair

This job description will be available shortly

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Treasurer

Due to the size of this role, it is currently divided between 3 people (Treasurer, Bookeeper & Assistant Treasurer).

Treasurer:

Treasurer to oversee the roles of the assistant treasurer and book-keeper;

Treasurer to keep up-to-date accounting records, including a separate record of fundraising, maintain cashbook and pass to book-keeper to reconcile to bank statements each ½ term;

Treasurer to receipt all monies received; keep supporting documentation for all payments made. Bank cash and cheques regularly and pass information relevant to Gift aid to the assistant treasurer;

Treasurer: responsible for cheque book and liaising with the bank, ensuring all payments are made correctly and on time;

Treasurer to prepare timesheets for all staff, including emergency staff each month;

Treasurer to calculate and pay staff monthly based on timesheets submitted and to pay the Inland Revenue;

Treasurer to calculate and pay rent on Memorial Hall each half term and to inform EPC booking clerk of our term dates.

Treasurer to calculate staff holiday pay in June for comments and payment in July wages;

Treasurer to produce figures for discussion of annual pay review in July by committee;

Treasurer to produce a budget and cash flow in July for forthcoming year, broken down by month/term;

Treasurer to report actual against budget each half term;

Treasurer to provide Chair with audited report for completion of Charities Commission forms annually;

Bookkeeper:

Book-keeper to calculate any tax and National Insurance due and submit tax returns at end of each tax year;

Bookkeeper to ensure P46/45 forms are completed as required;

Bookkeeper to reconcile bank statements and prepare Treasurer’s report for half-termly committee meetings;

Book-keeper to produce final accounts for auditing and for presentation by the treasurer at the AGM in autumn term;

Book-keeper/treasurer to keep a separate account of all fundraising events.

Assistant Treasurer:

Assistant treasurer to submit DF1 and DF3 forms to BCC each term for funding; liaise with parents and Bucks County Council;

Invoice authorities for Special Educational Needs (SEN) funds;

Assistant treasurer to calculate fees for non-funded places, issue envelopes to parents and pass payments to treasurer and inform of any problems/difficulties related thereto;

Assistant treasurer to prepare quarterly milk return for submission to WFRU by treasurer;

Assistant treasurer to prepare Gift Aid claim on sponsorship and donations for submission by the treasurer.

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Secretary

• Keep minute book – copies of all minutes for committee meetings and staff meetings.

• Prepare newsletters, minutes with Chair.

• Keep records and prepare job descriptions.

• Deal with correspondence.

• Prepare publicity items and place in Focus Magazine.

• To clarify term dates with Edlesborough school, Edlesborough Under 5’s follow these working days, check these with Leader, then distribute copy to Sue Parker, to ensure booking the Memorial Hall, Chair and Treasurer. Copy to company delivering milk to pre- school confirming dates milk needs canceling.

• Book Memorial Hall for staff meetings, training, fundraising events, in liaison with Leader and Fundraising Chairman.

• Organise for Electrical Appliance Testing once a year.

• Keep staff personal files up to date, regarding training under taken, mandatory training requirements, change of staff details, in liaison with Leader.

• Highlight to Leader and Committee when policies require updating.

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Registration Secretary

Duties

Primary role is to be first point of contact for all parents waiting to send their children to Edlesborough Under 5’s playgroup. In addition to this is the management of places in liaison with the Chair and ongoing place allocation throughout the year.

Key activities:

Dealing with enquiries from new parents:-
This involves initial telephone contact and then issuing of a letter and a registration form. Processing of the application once completed and maintaining waiting list records until such time that the child is at the appropriate age to attend, and that a place is available.

Sending out Information packs:-
Once a place is allocated and accepted, an offer letter is issued along with information booklet which details all playgroup information and general information of use to parents.

Maintenance of Registration Records:-
Responsible for keeping up to date records of waiting list, attendance register, date of birth listing etc. Registration secretary also has the task of keeping the register up to date that is used daily by playgroup staff. This is updated each term with any changes or new joiners and any mid term changes have to be added at the appropriate time. Data is all held on disc.

Allocation of Places:-
Usually twice a year, when older children move to school, places become available. This then requires the registration secretary to allocate additional places to children in playgroup and to liaise with waiting list parents to offer spaces to them. Any difficulty in allocation spaces or issues that arise with this are discussed with Chair for resolution.

Liaison with Playgroup Leaders:-
Work with the playgroup leaders to ensure numbers are allocated appropriately and to advise them of new starts as and when they happen and pass on relevant paperwork as supplied by parents.

Committee:-
Work closely with the treasurer to ensure all registration funds received are transferred when received.
Attend committee meetings to brief committee and staff on waiting list status and to discuss any issues that may have occurred or are anticipated.

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Rota Secretary

• Collate parent/carer information via the Registrations Officer

• Allocate relevant parent/carer help sessions

• Provide help/guidance to parents/carers regarding queries/issues

• Provide individual parent/carer help rotas each term

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Fundraising Chair

This job description will be available shortly

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Price Runner (Bulk Buy)

• Liaise with playgroup leader as to the needs for playgroup and to obtain materials as and when necessary.

• To ensure orders a kept to a minimum, ideally 1 large order a term. This allows p&p to be free. Unexpected additional orders need to be purchased as cheaply as possible.

• Work with the Leader to identify consumables required over the term and academic year to ensure costs will remain within budget set for academic year.

• To ensure a written copy of the above is kept for reference, incl. costs and where purchases were made.

• The pre-school leader is able to order up to £50.00 worth of goods required without reference to the treasurer, but this should always be after consultation with yourself to ensure the most cost effective option has been chosen.

• To be willing to drive to appropriate store if the best price cannot be made via mail order/internet purchase.

• If possible, assist with the storage of a small quantity of items if there is no more storage space in the Memorial Hall.

• Keep Treasurer informed/up to date. Sending him/her all invoices/receipts and submitting prompt expense claims.

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