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The Roles

The Committee are elected by members at the Annual General Meeting (AGM), an Extraordinary General Meeting (EGM) or can be co-opted by the committee until the next AGM. Committee members serve until the next AGM at which point the committee is dissolved and new members elected.

In addition to normal members of the committee, there are three Officers, two of whom must be present at all committee meetings. The Officers are elected from within the committe, by the committee. Anyone standing for an Officer's role must first be co-opted or elected to the committee. Some committee members take on other informal roles such as estates manager or fundraising lead.

Committee Member

If you decide to join the committee – in a specific role or as a general member – there is a lot of help available. We have a Childcare Business Development Officer from Oxfordshire County Council who is available for advise and support. The Pre-School Learning Alliance also run a programme of ‘Managing Effective Settings’ workshops specifically aimed at supporting committees… So we are not alone!!

Chairperson (Officer)

  • Represents and acts as a spokesperson for the Pre-School.

  • Chairs meetings of the charity including committee meetings, open meetings and general meetings.

  • Co-ordinates the work of the committee to ensure effective administration.

  • Acts as the ‘Nominated Person’ for Ofsted purposes.

  • Manages the Pre-School Manager of the setting.

  • Supports other committee members and authorises the work of the Treasurer.

Treasurer (Officer)

  • Ensures the committee are aware of the financial position of the charity, providing an up-to-date written statement of accounts at committee meetings.

  • Ensures that all committee members are aware of their financial responsibilities and comply with the charity’s finance procedures.

  • Ensures that the committee apply the charity’s resources exclusively in pursuance of its charitable objectives.

  • Presents accounts to the members at the AGM.

  • Manages the charity’s bank account, updating the list of signatories as necessary.

  • Prepares in advance an annual budget, as agreed by the committee, and monitors it regularly.

  • Issue bills and receipts on behalf of the charity and ensures that all necessary payments are made promptly.

  • Ensures that the charity’s financial records are maintained accurately and updated on a timely basis.

  • Manages staff payroll and volunteers’ expenses.

  • Arranges for the accounts to be checked annually and independently.

  • Reviews and returns any other financial reports as necessary.

Secretary (Officer)

  • Responds punctually to all correspondence; keeping proper records.

  • Organises all meetings including booking venues, arranging refreshments, liaising with attendees to ensure they are informed etc.

  • Draws up meeting agendas and circulates to all attendees punctually.

  • Takes accurate minutes during meetings, types up and sends them out to all attendees in a timely manner.

  • Ensures all office filing is kept up-to-date.

  • Supports all committee and staff members, by ensuring the administrative function is efficient.

  • Shared responsibilities for all committee members

  • Act in the best interests of the charity; promoting its values and working to achieve its charitable objectives.

  • Work as part of a team with the other trustees; whilst bringing their own ideas, perspectives and experiences to the committee.

  • Regularly attend committee meetings and contribute to the effective management of the charity.

  • Read committee papers and contribute to the decision-making process of the committee.

  • Work with the Treasurer to set priorities for the budget.

  • Undertake Ofsted suitability checks as required.

  • Use safe recruitment procedures and work to Early Years Foundation Stage requirements to employ suitable adults to work with the children.

  • Employ a Manager to act as the person in charge of the early years provision; supporting them to successfully manage the childcare provision and ensure that the Early Years Foundation Stage and Ofsted registration requirements are met.

  • Ensure all committee members and staff have clearly identified roles and responsibilities.

  • Submit the annual update, or annual return and accounts, to the Charity Commission.

  • Ensure that the charity complies with the rules in its constitution, charity law, and other relevant regulations that govern the work of the charity.

Some of the information above has been paraphrased from the Pre-School Learning Alliance.