Committee

The Pre-School is managed by a committee of elected representatives and offers parents and guardians direct involvement in the pre-school's operation. The committee meets monthly. Our Committee of Management is elected at our Annual General Meeting which is held in November every year.

The members of our committee in 2017 are:

President* - Fiona McKenzie

The President is the main point of contact for the pre-school and represents the pre-school on the Monash Pre-School Association (MPA), at bestchance Kindergarten Cluster Reference Group Meetings and at meetings convened by the City of Monash. Main responsibilities include:

• Chairing committee, special and general meetings and preparing the associated agendas
• Liaising with Committee members.
• Co-ordinating and delegating tasks as required.
• Representing the Pre-School to outside organisations.
• Acting on behalf of the Pre-School in responding to any parent's/guardian's or external agencies' queries.
• Liaising with bestchance with regard to the Management of Staff.
• Attendance at bestchance Cluster meeting (one per quarter)
• Developing an understanding of the Pre-School's relationship with the local council, government agencies and other related organisations
• Familiarisation with the Incorporation Document, the Constitution and any relevant Acts, Awards and Agreements.

Vice President* - Ravit Hill

The Vice President provides support and assistance to the President when and where required. This may sometimes take the form of representing the pre-school at meetings that the President might otherwise attend. Main responsibilities include:

• Preparing and maintaining the Policies and Procedures Manual.
• Keeping the Pre-School documentation up to date and relevant.
• Distribution and collation of the parent survey.
• Organising the Committee of members photos for display at the kinder
• Seeking and pursuing grants and other funding opportunities, in cooperation with other Committee members.

Secretary* - Julian Qin

The Secretary's role is an important one, inasmuch as the person filling this role provides information to the CoM and maintains the 'memory' of the pre-school. Some of the responsibilities of the role are:

• Maintaining files and records e.g. Register of Members.
• Collecting and distributing mail.
• Maintaining the key register
• Renewing the licence with centerlink
• Keeping the insurance paperwork

*As Representatives of the Pre-School Licensee (bestchance), these members are required to undergo a Police Check and Working With Children Check.

Treasurer - Rina Watterson

Some of the responsibilties of the Treasurer are:

• Recording of all incoming and outgoing money.
• Ensuring that bank accounts are operated correctly.
• Paying bills on time.
• Monitoring petty cash.
• Bank reconciliations.
• Preparing monthly reports for the Committee.
• Budget preparation and monitoring.
• Ensuring that all legal financial accountability requirements are met.
• Arranging change of signatories on accounts/ open new accounts as required.
• Preparation of annual statement of receipts and payments.
• Arrange annual audit (auditor will prepare annual financial reports).

General Committee Members -

Any person who is a general committee member may not have specific responsibilities, but it is expected that this person will assist office bearers where required and also:

• Attend committee meetings and participate in discussions
• Take part in sub-committees and working groups.
• Be prepared to take on specific tasks.
• Share responsibility for all committee decisions including financial decisions.
• Keep informed of activities and programs through reading newsletters, bulletins, notices etc.

• They also represent their fellow parents/guardians and may convey messages/information to the CoM on behalf of their fellow parents/guardians should those parents/guardians not wish to contact the CoM directly.

Fundraising/Social Representatives -

The people who hold these positions help to enhance the social aspect of the pre-school which includes:

• Organising social events for the parents/children/families to attend either at the pre-school or outside of the pre-school and
• Co-ordinating any fund raising that is undertaken which includes:-
• Fundraising events held either at the pre-school or outside of the pre-school
• Selling items through the pre-school to raise funds
• Sourcing new Fundraising providers
• Liaising with new and existing Fundraising providers
• Reviewing Fundraising information received at the pre-school
• Liaising with the community for donations to the pre-school
• Being responsible for the hire of the premises, by members of the pre-school community, for social functions.

• The Fund Raising/Social Representatives also serve as General Committee Members.

Maintenance Officer -

The person/people in this position organise(s) the maintenance of the pre-school buildings, grounds and equipment. It is not necessary to be 'handy' in order to be able to fill this role. Some of the responsibilities are:

• Preparing and distributing maintenance duty rosters.
• Checking the maintenance book regularly and attending to the matters raised therein.
• Contacting the Monash City Council for any matters for which they are responsible.
• Organising the repair and/or replacement of any faulty equipment.
• Organising the Committee working bee that takes place in the weeks prior to the start of the school year.
• Reporting to Committee meetings.

Public Relations Officer - 

The Public Relations Officer is mostly responsible for keeping the pre-school visible in the local community and responsibilities include:

• Organising the annual Open Day.
• Preparing promotional advertising for local papers, local school, libraries and community houses.
• Liaising with local schools.
• Maintaining promotional material.
• Co-ordinating with other Committee members to assist in activities in relation to promotion and advertising of the pre-school.