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.

Parents/Carers

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.

Chair

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.

Treasurer

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.

Secretary

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.