Playcentre Officers Guidelines Officers.pdf · Playcentre Officers Guidelines ... Helps all families feel welcome, ... All letters to the New Zealand Playcentre Federtaion,

Playcentre Officers Guidelines

Te Akoranga Playcentre Association

11-Aug-12

President

The President is the co-coordinator of the centre, and the role can be shared with a vice president or co-president.

Recommended 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,

Welcoming Encourages 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 Aware of national conference as a supportive network

Bylaws 13.0Playcentre sessions 14.6 Team supervision 15.3 Each Playcentre must send a representative to attend each Annual Centre’s Officers Workshop (Orientation)

15.4Each Playcentre Officer submits a written report to their monthly Centre meeting 16.0 Meetings of a Playcentre 17.0 Duties of a Playcentre



11-Aug-12

Treasurer

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

Recommended 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.

Bylaws 15.3 Each Playcentre must send a representative to attend each Annual Centre’s Officers Workshop (Orientation)

15.4 Each Playcentre Officer submits a written report to their monthly Centre meeting

20.0 Funds



11-Aug-12

Secretary

The Secretary is the administrator for the centre.

Recommended It is advisable that the Secretary 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

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

Bylaws 15.3 Each Playcentre must send a representative to attend each Annual Centre;’s Officers Workshop (Orientation)

15.4 Each Playcentre Officer should submit a written report to their monthly centre meeting Attending or reading minutes 16.0 Meetings of a Playcentre



11-Aug-12



11-Aug-12

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.

Recommended It is advisable that the Minutes Secretary has Course 1 and is ideally actively working towards gaining Course 2 certificate. Minutes Secreatary understands Playcentre philosophy Has working knowledge of centre policies and procedures Has working knowledge of Te Akoranga Playcentre consitution Has a general idea of the administration of the Federation

Centre meetings Ensures centre meetings are well notified Collect apologies Reminding office holders to write reports at each monthly meeting (to be minuted). Helps prepare agenda with the President for each meeting at least one week prior to the meeting. Presents reports 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. Ensures copies are sent of minutes to Associaton secretary

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


15.4 Each Playcentre Officer should submit a written report to their monthly centre meeting Attending or reading minutes

16.0 Meetings of a Playcentre



11-Aug-12

Education

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

Recommended It is recommended that the Education officer has Course 2 and is actively working towards gaining Course 3 certificate or further training. It is recommended that the Education officer attends the Te Tiriti O Waitangi workshop Familiar with Education and enrolment policies Liaises with Association Education team

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

Bylaws Education Team WorkshopTeam 14.0 Supervision 15.3 Each Playcentre must send a representative to attend each Annual Centre’s Officers Workshop (Orientation)




11-Aug-12

Workshop officer

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

Recommended It is advisable that the Workshop officer has Course 2 and is actively working towards gaining Course 3 certificate. Attends the Te Tiriti O Waitangi workshop Welcome new visitors and talk through welcoming

Responsibilities Taking registrations After registering member place a map of centre & workshop details in members pocket as a reminder Arranging refreshments Welcoming 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 Publicising workshops, courses etc Encouraging attendance Liaise with PR or President to email or forward information around centre Updating education/workshop noticeboard and display workshops for the centre

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

Bylaws Education Team WorkshopTeam 15.3 Each Playcentre must send a representative to attend each Annual Centre;’s Officers Workshop (Orientation)

15.4 Each Playcentre Officer should submit a written report to their monthly centre meeting

17.17 Each new Playcentre member must complete three Welcoming Talks or Discussions within two terms of joining. Following

these three talks, the Course 1 book will be completed. 17.18 That any person giving welcoming talks or discussions 2 or 3 needs to have attended a treaty of Waitangi workshop, as

approved by the Association.



11-Aug-12

Welcoming Talks

Promote and have understanding of Welcoming Talks process.

Recommended It is advisable that the Welcoming talks officer has Course 2 and is actively working towards gaining Course 3 certificate. Attends the Te Tiriti O Waitangi workshop Welcome new visitors and talk through welcoming/orientation process with new enrolment Ensures course 1 discussions are given once term, and promotes new Discussion workshops Keeps a record of parents who have completed their first welcoming/orientation talk Attends most sessions or shares the job with someone

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

Bylaws 2.0 Education Team

15.3 Each Playcentre must send a representative to attend each Annual Centre’s Officers Workshop (Orientation)


17.17 Each new Playcentre member must complete three Welcoming Talks or Discussions within two terms of joining. Following

these three talks, the Course 1 book will be completed. 17.18 That any person giving welcoming talks or discussions 2 or 3 needs to have attended a treaty of Waitangi workshop, as

approved by the Association.



11-Aug-12

Rolls & bulk funding officer

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

Recommended It is advisable that the Welcoming talks officer has Course 2 and is actively working towards gaining Course 3 certificate. Welcome new visitors and talk through welcoming/orientation process with new enrolment The Rolls & Bulk funding officer attends the Bulk Funding workshop at start of position Familiar with Privacy Act Working knowledge of Association Confidentiality policy Attends the Te Tiriti O Waitangi workshop

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.

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

Bylaws 10.0Membership 15.3 Each Playcentre must send a representative to attend each Annual Centre;’s Officers Workshop (Orientation)


19.0 Attendance rolls and records



11-Aug-12

Privacy Officer

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

Recommended It is advisable that the Welcoming talks officer has Course 2 and is actively working towards gaining Course 3 certificate. Familiar with Privacy Act Knowledge of Association Confidentiality policy

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

Bylaws 10.0 Membership

15.3 Each Playcentre must send a representative to attend each Annual Centre;’s Officers Workshop (Orientation)


19.0 Attendance rolls and records



11-Aug-12

Public relations

Building relationships, promoting and publicising Playcentre either internally or externally

Recommended Understands Playcentre philosophy It is advisable that the Public Relations officer has Course 2 and is actively working towards gaining Course 3 certificate. Attend the Te Tiriti O Waitangi workshop Clear communication skills

Welcoming visitors PR plays a role in the welcome process, communicating to new members how parent co-operative

works in the centre involving everyone in meetings, notices and changes to sessions.

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

Bylaws 6.0 Public relations team 15.3 Each Playcentre must send a representative to attend each Annual Centre;’s Officers Workshop (Orientation)




11-Aug-12

Property

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

Recommended It is advisable that the Property officer has Course 1 and is actively working towards gaining Course 2 certificate. Read current ECE regulations Familiar with Health and Safety policies Become familiar with ECE Playground standards in liason with Equipment officer Key relationships with Equipment and Health & Safety cfficers and convenors

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

Bylaws 7.0 Property team 15.3 Each Playcentre must send a representative to attend each Annual Centre;’s Officers Workshop (Orientation) 15.4 Each Playcentre Officer should submit a written report to their monthly centre meeting



11-Aug-12

Equipment officer

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

Recommended It is recommended that the Equipment officer has Course 1 and is actively working towards gaining Course 2 certificate.in, in order to understand all areas of play and able to advise Centre on equipment aligned with Playcentre Philosophy Key relationships with Property and Health & Safety cfficers and convenors Become familiar with ECE Playground standards in liason with Property officer

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

Bylaws 5.0 Equipment Team

15.3 Each Playcentre must send a representative to attend each Annual Centre’s Officers Workshop (Orientation)




11-Aug-12

Health & safety

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

Recommended It is recommended that the Health & Safety officer works towards gaining a full first aid certificate and co-ordinates First Aid workshop enrolments with Education officer. Be familiar with emergency and health policies Keep centre aware of upcoming First Aid courses/workshops Familiar with Early Childhood Regulations Key relationships with Property and Equipment cfficers and convenors

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





11-Aug-12

Fundraising

Recommended Familiar with financial policies and procedures Aware of grants available

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

Bylaws 15.3 Each Playcentre must send a representative to attend each Annual Centre’s Officers Workshop (Orientation) 15.4 Each Playcentre Officer submits a written report to their monthly Centre meeting 20.0 Funds



11-Aug-12

Library

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: [email protected] web: www.wheelers.co.nz Jaberwocky books Phone: 630 6827 Email: [email protected] web: www.jabberwocky.co.nz The Childrens Bookshop Phone: 376 7283 Email: [email protected] 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

Bylaws 8.0 Publications/librarian co-ordinator 15.3 Each Playcentre must send a representative to attend each Annual Centre;’s Officers Workshop (Orientation)


mailto:[email protected]

http://www.wheelers.co.nz/

mailto:[email protected]

http://www.childrensbookshop.co.nz/



11-Aug-12

Bi-cultural officer Recommended

bi-culturalism,

eeting

Administration and centre functioning Consult and liaise with Maaori whaanau regarding the promotion of Te Reo Maaori, tikanga Maaori and Maaori initiatives in centres. Support and encourage members to speak Te Reo Maaori on session. Be an enthusiastic and informed advocate for bi-culturalism in centres.

Relationships Maaori whaanau in the centre. Centre bi-cultural officers Pakeha Treaty Convenor Centre members

Support Attend officer orientation meeting after Centre AGM Liaise with Publications encouraging bi-lingual literature suitable for your centre

Bylaws





11-Aug-12

Whaanau representative Recommended

e philosophy

-culturalism,

consultation and partnership.

Administration & centre functioning

rs have access to any information which is addressed to Maaori in the centre e.g. notices, letters etc

-ordinate meetings, when required, for Maaori in the Centre.

to communicate a Maaori member’s desire to utilise the Centre MIF (i.e. ensuring that the expenditure is okay with other Maaori members).

entre regarding issues affecting Maaori at Centre and Association level.

at Association level.

-cultural Officer regarding the promotion of Te Reo Maaori, tikanga Maaori and Maaori initiatives in centres and, if necessary, seek feedback from Maaori members in the Centre.

Relationships - -

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

Bylaws





11-Aug-12

Purchasing Officer / Housekeeping

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



11-Aug-12

Roster

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

Bylaws 17.0 Duties of a Playcentre 18.0 Parent helpers



11-Aug-12

Contact list

The contact list co-ordinator organises the contact book as required.

Responsibilities At end of term liaises with Rolls officer to 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

Bylaws 10.0 Membership



11-Aug-12

Art & display

Responsibilities

Actively promoting respect for all children’s creations on session 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

Documents

Playcentre Officers Guidelines Officers.pdf · Playcentre Officers Guidelines ... Helps all families feel welcome, ... All letters to the New Zealand Playcentre Federtaion,