Preschool Committee

We at Guilden Sutton preschool are a registered charity, run by an elected Committee of volunteers, mostly made up of parents/carers, family members of children attending our Pre-School.


We depend very much on the goodwill of parents/carers and their involvement with the Pre-School whether it be helping out occasionally or joining our committee.

Each volunteer member of the Committee will bring different skills which are invaluable to the running of our Pre-Schools. Committee members have worked, or do work, in various industries, however it is important to know that to be a committee member you do not need any direct experience to make a difference.

Without the Committee the Pre-Schools would not be able to operate and would have to close

The Committee is responsible for:

  • Meeting the Welfare Requirements as set out in the Early Years Foundation stage (EYFS).
  • Working within our Governing Document.
  • Are the employers of the staff but not responsible for the day to day running of our settings.
  • Maintain and administer the finances.
  • Ensure compliance with health & safety regulations.
  • Keep up to date with written records.
  • Comply with data protection procedures.
  • Have a duty to safeguard children.

All of the committee members are jointly responsible for making any financial or other management decisions.

All of the committee/volunteers will have to have a DBS check and complete an EY2 form to register with Ofsted.

Only elected or co-opted persons can attend committee meetings.

There should be a minimum of 5 and a maximum of 12 members including the Officers.

The Officers: Chair, Treasurer, Secretary are the three main roles required on the Committee. These posts have a more defined role, some details of which are set out in the sections below together with some of the duties shared amongst Committee members.


The public face of the committee.

  • Arranges and runs meetings.
  • Ensures any decisions are voted on and agreed.
  • Monitors decisions and implements action plans.
  • Has a second vote if votes are divided.
  • Line manages the Preschool manager.
  • Action appraisal meetings for Manager and Deputy manager.
  • Ensures all staff contracts are up to date and amended correctly when required.
  • Signs off policies and procedures.
  • Signs off risk assessments.
  • Ensures all training is up to date, First aid, safeguarding and food hygiene as a priority.
  • First point of contact for management issues and liaising with staff.
  • Signs off minutes of meetings, as an accurate record of what was discussed and agreed.
  • Interviewing of new staff.
  • Ensuring all staff and committee members have up to date DBS checks and completed EY2.
  • Ensuring preschool have all needed resources and equipment, liaises with Preschool manager.
  • Attends Hall members meeting (HMC meetings) when needed, and to communicate with the village hall with regards to hall bookings, usage and any other issues.
  • Adheres to all confidentiality and data protection laws.


Keeps and maintains all financial records.

  • Implements and reviews business plans.
  • Sets and forecasts budgets when needed.
  • Provides a financial report at each committee meetings.
  • Pays wages of book keeper.
  • Audits book keeper.
  • Securely stores bank statements/records.
  • Prepares Annual report and ensures accounts are audited and presented at AGM.


Organises committee paperwork.

  • Takes, writes and circulates accurate minutes.
  • May prepare the newsletter.
  • Keeps copies of past meetings
  • Securely updates contact details for committee members and staff

Ofsted representative

This person is the registered contact for Ofsted.

  • Receive all communication from Ofsted.
  • Submit information from Ofsted to Chair and Book keeper.

Book keeper

This is an out sourced position, we pay for the services of a book keeper.  Their roles and responsibilities are as follows:

  • To co ordinate funding contracts with preschool manager and parents.
  • Co ordinate with local authority regarding funding and payments.
  • Inform chair of funding and payments information.
  • Submit time sheets to payroll each month and make amendments where needed.
  • Liaise with Payroll and pay staff accordingly, including pensions and National insurance contributions.
  • Submit hall usage to village hall each term and pay invoice accordingly.
  • Submit accounts to Charity commission annually.
  • Liaises with accountant and treasurer for audits on accounts.
  • Keep up to date records of finances for Preschool using Zero accounts package.
  • Abide by all confidentiality and data protection laws and those set out by Preschool.
  • Securely stores all information.

Other Committee Roles

All members of the committee will be involved in decision making and share the responsibilities which may include:

  • Staff liaison
  • Fundraising
  • Health and Safety
  • Premises
  • Marketing
  • Organising helpers for events

Committee Meetings

  • Are held each month.
  • All committee members are invited.
  • Invite staff to all or part of the meeting.
  • Set agenda.
  • Take minutes.
  • Keep within a reasonable timescale.
  • Abide by the confidentiality and equality policies.

Annual General Meeting

  • For committee, parents/carers, staff and the community.
  • Held once a year in order to re-elect and elect committee members.
  • 2 weeks advance notice of meeting date should be given to the membership.
  • Chair, manger and treasurer to present an overview of the past year.
  • To present examined/audited annual accounts.