2015

www.dunedinkindergartens.org.nz

A Guide for Kindergarten Committees

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Contents

1.0 Structure of Dunedin Kindergartens 1.1 Operational Structure 1.2 Communication within Dunedin Kindergartens 2.0 The Role and Responsibility of the Committee 2.1 The Role and Responsibility of the President 2.2 The Role and Responsibility of the Secretary 2.3 The Role and Responsibility of the Treasurer 2.4 Teacher / Committee Discussion Document 2.5 The Role and Responsibility of the Policy Rep 2.6 The Role and Responsibility of the Weather Person 3.0 Sample Agenda 3.1 Meeting Procedure for Monthly Meetings 3.2 Annual General Meeting – preparations 3.3 Guidelines for Annual General Meeting Procedures 4.0 Minute Taking Guidelines 4.1 Moving Motions and Voting 4.2 AGM Reports 4.3 Kindergarten Forum 5.0 Asset Protection and Development 6.0 Bulk Funding 6.1 20 Hours ECE 6.2 Kindergarten Fees 6.3 Grants 6.4 Old Records 7.0 Agencies and Services Appendix Teacher / Committee Discussion Document Karakia Timataga Karakia Mutunga Waiata - Tutira Mai Nga Iwi

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1.0 Structure of Dunedin Kindergartens

The Dunedin Kindergarten Association Incorporated, trading as Dunedin Kindergartens, is an incorporated body which establishes, manages and controls kindergartens in accordance with the Education (Early Childhood Centres) Regulations 2008 and Dunedin Kindergartens Constitution. The objectives of the Association are to:

Provide and promote early childhood education;

Establish, govern and guide Kindergartens within the greater Dunedin area and such other areas as may come under the ambit of Dunedin Kindergartens from time to time;

Provide a constant, safe and nurturing environment for all children and their families; and

Promote positive relationships/partnerships amongst all parties associated with the Association.

Membership of Dunedin Kindergartens:

The membership is open to:

(a) Every parent or caregiver who has a child on the roll or waiting list of a Kindergarten.

(b) All persons over the age of eighteen years, who apply to the Board for membership, have their application approved and pay the annual subscription as fixed by the Board.

(c) One Teacher Representative.

(d) All Life Members of Dunedin Kindergartens

Board:

The twenty-three kindergartens of Dunedin Kindergartens elect a Governing Board. The Board control the affairs of Dunedin Kindergartens.

The Board shall consist of the following members:

(a) Not less than 3 and not more than 7 elected members (“Elected Members”);

(b) The Teacher Representative

Elections for the Board are held every year. Board members are voted on for a 2 year period and the structure is such that the turnover of the board is staggered so that the board do not all step down in the same year. Management and Administration Staff: Dunedin Kindergartens employs a management team and outsources specialist support services. The board delegates overall responsibility to the general manager to deliver high quality programmes and environments in each kindergarten and two senior teacher's to support the resourcing and professional learning of the teaching staff.

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Three Administration staff complete the management team and fulfil all other administrative tasks for the Association. Kindergartens: Dunedin Kindergartens has 24 kindergartens. Each kindergarten has a committee, elected annually and usually comprising of interested parents of children currently attending. Every child, parent, teacher, committee president, committee member, DK staff and board member has an important role to play in the success of Dunedin Kindergartens. It is by working together in each of our respective roles that we can ensure that the service Dunedin Kindergartens provides is of high quality as well as the organisation being fun to be part of. Constitution The constitution is a written document that establishes the rules and principles that govern Dunedin Kindergartens. Policy Dunedin Kindergartens policies identify agreed practices and procedures that ensure key legislative requirements are met and that there is a shared understanding of these practices. Policies are reviewed on a biennial basis (every two years) and are consulted with the kindergarten community. The board adopts the policies after this consultation. Procedures are reviewed by delegated authorities and sub committees, if necessary, and outline expected practice for DK and for individual kindergartens. Early Childhood Regulations and Criteria These detail the licensing standards for early childhood licensed centres.

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1.1 Operational Structure

Dunedin Kindergartens Board

The governance of the affairs of the Association shall be vested in the Board

Outsourced Services Financial Services

Specialist services

Legal

Maintenance

Human Resource Advisory

General Manager

Professional Leadership • Health and Safety

Property management • Strategic Planning

Personnel Management • Policy

Business development • Licensee

Financial management and planning

DK Office General office duties

Fee billing

Payroll

Funding returns

Advice & support for kindergartens and committees

Insurance

Senior Teachers

Professional Leadership

Relationship Management

Strategic Management

Strategic Leadership

Professional Relationships

Operations and Management

Policy

Head Teachers

Professional Leadership

Relationship Management

Operations and Management

Strategic Management

Teachers Learning and Teaching

Learning Environment

Communication

Support for and co-operation with colleagues

Contribution to wider kindergarten operations

Kindergarten Administration

Children, Whānau, Families

Kindergarten Committees

The Kindergarten committees shall be entrusted with the responsibility of a stimulating interest in their respective Kindergartens, the raising of funds to assist with the day to day running of the Kindergarten and maintenance / development of the Kindergarten property

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1.2 Communication within Dunedin Kindergartens

Dunedin Kindergartens encourages open communication between the board, staff, committees, parents and communities. The board communicates with its members in the following ways:

Board meetings are held at least 10 times a year, and are open to the public except for matters of commercial and personal sensitivity. Meetings are held at the DK rooms 81 Forbury Rd.

A calendar of board meetings for the year is circulated in Kindergartens.

A copy of the board minutes is sent to kindergartens following a board meeting.

The teacher representative on the board liaises with teachers.

A kindergarten forum is held at least two times a year to discuss matters that support kindergarten teachers and enhance the running of kindergartens.

Dunedin Kindergartens communicate regularly with teachers and kindergarten committees in the following ways:

Memos

Newsletters

Email

Workshops

Discussion documents.

Teachers cluster meetings.

Teacher/management liaison meetings.

Wider staff meetings.

Individual kindergarten visits etc.

Committees may communicate with their parents/community in the following ways:

Displaying monthly committee minutes/financial reports.

Regular newsletters.

White Board.

Parent education evenings.

Questionnaires.

Personal contact.

Internet

www.dunedinkindergartens.org.nz

dunedinkindergartens@dk.org.nz

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2.0 The Role and Responsibility of the Kindergarten Committee

Kindergarten committees are entrusted with the responsibility of ensuring their kindergarten is run efficiently and effectively. The committee works in partnership with the teaching team to achieve strategic direction, targeted goals and ongoing maintenance and developments. The requirements of the Privacy Act1 apply to members and office holders of local committees.

Therefore the committee will:

1. Determine an annual plan of activities and financial budget.

2. Keep parents well informed of activities and issues relating to kindergarten.

3. Raise funds for:

Maintaining and upgrading the kindergarten buildings, equipment and grounds.

Purchasing new resources planned and budgeted for.

4. Comply with health and safety requirements:2

Ensure grounds and environment are clean, tidy and safe.

Assist with hazard management as requested.

5. Maintain and upgrade the kindergarten buildings, equipment and grounds.3

6. Maintain financial responsibility for those items that fall outside the Board’s expenditure and directly attribute to individual Kindergartens.4

7. Respond to matters arising from the teachers report to committee.

8. Actively contribute to the review of policies issued from Dunedin Kindergartens.

9. Be familiar with Dunedin Kindergartens policy manual, constitution and committee guidelines.

10. Organise social events and promotions in the kindergarten in collaboration with the teaching team.

11. Ensure ongoing committee membership.

1 Refer Privacy Procedure 2 Refer Health and Safety Manual 3 Refer to Asset Protection and Development Policy and Procedures 4 Refer to Financial Policy

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2.1 The Role and Responsibility of the President

The primary responsibility of the president is to lead, guide and to regulate meetings of the kindergarten so that the committee functions effectively and cohesively.

Therefore the president will:

1. Have overall responsibility to ensure the kindergarten is meeting its requirements.

2. Keep in regular contact with the head teacher to ensure good relations between committee and teachers are maintained.

3. Chair committee meetings5. Remember committee meetings are to discuss committee business. (Attend to such matters as informing cleaner etc).

4. Delegate tasks to committee members. It is the president’s responsibility to ensure that committee tasks are carried out. It is not their responsibility to do it all.

Keep parents well informed of activities and issues relating to kindergarten.

Ensure kindergarten maintenance is up-to-date.

Ensure grounds are kept in good order.

5. Represent their kindergarten at DK meetings (can be delegated to other members)

6. Be familiar with Dunedin Kindergartens policy manual, constitution and committee guidelines

7. Confirm written minutes before secretary circulates to other committee members

8. Present a written report at the kindergarten's annual general meeting.6

5 Refer Meeting Procedure for Monthly Committee Meetings, Moving Motions and Voting and Guidelines for Annual General Meeting Procedures 6 Refer AGM Reports

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2.2 The Role and Responsibility of the Secretary

The Secretary is responsible for the overall administration of the kindergarten committee.

Therefore the Secretary will:

1. Prepare and circulate an agenda for meetings in consultation with the president.7 (1 week prior to the meeting)

2. Correspondence: ensure all inwards mail is dated and brought before the committee. (The president should be also be familiar with correspondence before the meeting and should be contacted when any important correspondence is received.)

3. Acknowledge or reply to incoming correspondence where appropriate, promptly and on the advice of the committee.

4. Keep copies of all inwards and outwards correspondence on file.

5. Ensure a copy of the board report is presented at the monthly committee meeting, for discussion and/or action.

6. Record accurately, minutes of all matters discussed and decisions made at the meeting. Ensure that the committee pass all actions that require approval for spending.8

7. Following the committee meeting, the president is to confirm written minutes before circulating to other committee members and placing a copy on the parent notice board. (To be circulated in the week following the meeting)

8. Forward a list of office bearers (names, addresses and phone numbers) to the DK after your Annual General Meeting.

9. Be familiar with Dunedin Kindergartens policy manual, constitution and committee guidelines

10. Circulate regular newsletters to parents outlining proposed fundraising ventures and kindergarten events.

7 Refer to SAMPLE AGENDA 8 Refer to Minute Taking Guidelines

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2.3 The Role and Responsibility of the Treasurer

The Treasurer controls income and expenditure, maintains the kindergartens financial records and prepares the annual accounts.

Committee treasurers are required to carry out their responsibilities in accordance with the financial procedures set out in the Treasurers Guidelines. It is the responsibility of the entire committee to ensure that the kindergarten upholds their financial responsibilities.

2.4 Teacher / Committee Discussion Document

The intention of this document is to promote discussion among teachers and committee members regarding their individual roles and responsibilities and to ensure a shared vision for children is achieved.

It is suggested that the points outlined In this document be used at least once a year after the AGM and other times as required.

Refer to appendix 1

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2.5 The Role and Responsibility of the Policy Rep

The policy rep is responsible for ensuring that the process of policy review is effective and efficient in their kindergarten.

Therefore the policy rep will follow the process outlined below:

1. Each term a policy is sent out for consultation with the kindergarten community.

You must ensure that the policy and a feedback sheet are displayed. (Please allow at least 3 weeks for your community to read and comment.)

2. Bring the current policy for review to the attention of the committee at meetings

3. The feedback sheet is sent to the DK by the date indicated. (The board considers this feedback before adopting a policy at a board meeting.)

4. The new adopted policy is sent to all kindergartens. Bring the new policy to the attention of your committee. This is then filed in the policies and procedures folder. The old policy and the feedback sheets are filed in a separate folder. (These must be kept to show the consultation with your community, refer to Licensing Criteria for Early Childhood Education and Care Centres 2008 GMA 4)

5. Some policies require procedures. These are reviewed by delegated authorities and sub-committees, if necessary, and outline expected practice for the DK and individual kindergartens. Please file adopted procedures behind the relevant policy.

6. Policies are reviewed on a biennial basis (every two years). A copy of this schedule is sent out annually.

7. Copies of current policies are also available through the Dunedin Kindergartens Intranet. Teachers can access these for you.

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2.6 The Role and Responsibility of the Weather Person

Procedures for Extreme Weather Closures: Dunedin Kindergartens is committed to ensuring that kindergartens are safe environments for families and staff and that any risk to personal safety is minimised. Kindergartens must take the responsibility to inform parents of this process each year.

Kindergartens are aligned with primary schools for any closures or delays in opening.

The coordinator for the closure of primary schools contacts local radio stations if kindergartens are to close or delay in opening.

Cancellations are broadcast on local radios stations. Tune in to The Hits 89.4fm, The Breeze 97.4fm and Radio Dunedin 1305am for up to date information. More FM cancellation line 471 7555 as well as DK facebook page.

The weather person’s role is to place a sign on the kindergarten gate informing parents of either closure or a change in opening times and to keep in contact with the head teacher to confirm arrangements.

If you feel that conditions are not safe and your kindergarten is not closed or delayed in opening please contact the general manager 027 224 8540 and your head teacher.

During sessions - Should the weather/conditions deteriorate sufficiently to the degree that child/staff safety could be placed at risk, the head teacher needs to contact the general manager immediately.

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3.0 Sample Agenda

Otago Kindergarten To be held on Tuesday 19th March 2014 @ 7.30pm

At the Kindergarten Welcome – Mihi Whakatau Present Apologies Agenda

Confirm agenda for meeting Minutes

Amendments to previous and acceptance of previous Matters Arising

List the matters that needed action from your previous meeting Correspondence Financial Report

Financials for (eg) February 2014 Head Teacher Report Policy Review

Policy for Review (e.g. Asset Protection and Development) Board

(eg) February board minutes Sub Committee/s

Eg Fundraising for Term 1

Eg special projects General Business:

Working Bee to organize

Purchase new bikes

End of term BBQ Next Meeting Formal Closure Farewell - Karakia Mutunga

If you have any other business to be added to the agenda please contact The president – 477 7777

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3.1 Meeting Procedure for Monthly Committee Meetings

Welcome – Mihi Whakatau9 It is suggested that we keep with tikanga (procedure) by starting meetings with a bicultural welcome. This can be a karakia timataga or a waiata

Apologies Move that apologies be accepted. Vote or consensus10

Present Record the first and last names of committee members Under the sub heading of ‘in attendance’ record the first and last names of others ie not committee members

Agenda Circulated by secretary one week prior to the meeting to all committee members/ teachers. Members who wish to add agenda items should have spoken to the president prior to the meeting. Responsibility of president, in consultation with secretary

Minutes of Last Meeting Either read out or circulated prior to meeting. Any alterations should be made to the original copy of the minutes. Obtain confirmation of minutes and sign and date the original. This copy must be kept. Move to accept minutes as a true and correct record Vote or consensus NB: Only those present at previous meeting can move and second

Matters Arising From Minutes Any matters that needed action from the previous meeting need attending to. If they need more discussion, leave them for general business.

Correspondence Secretary reads inward and outward correspondence. Move correspondence be accepted Vote or consensus

Financial Report Financial statement and accounts for payment can be circulated prior to the meeting or read by the treasurer who answers any questions. Move to accept the receipts and endorse the payments. Vote or consensus

Teachers Report Either read out or circulated prior to meeting. Any matters discussed, delegation of jobs needing attention. Copy displayed on notice board with minutes.

9 Refer Appendix 2 10 Refer Moving Motions and Voting

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Policy Report The policies for consultation are discussed and comments directed to DK for board consideration. Adopted policies from DK board are circulated and a copy is placed in the policy manual.

Board Minutes from the board meeting are circulated. Any points needing discussion should occur at this stage. Copy displayed on notice board

Sub Committees/ Other Reports Should be read and discussed and decisions recorded in the minutes. Any decisions recommended in sub-committee/s must be endorsed by the full committee. Any intentions to apply for funding (eg grants) must be moved and seconded. Full name of funding organisation must be noted in minutes.

General Business Any other matters to be dealt with. Each item is listed separately.

Next Meeting Set date and time of next meeting and record in minutes.

Formal Closure Formal Closure of Meeting: “I now declare this meeting closed at …. o’clock”.

Farewell - Karakia Mutunga11 In keeping with the bicultural start consider finishing with a karakia and waiata12

11 Refer Appendix 3 12 Refer Appendix 4

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3.2 Annual General Meeting

Preparations Preliminary Decide date and time Arrange speaker (if decided that this is appropriate) Arrange and invite guests In November, prepare budget for forthcoming year Reports Annual audited accounts Budget for current year Presidents annual effectiveness report Teacher’s annual report Notice of Meeting Notice to parents Nominations form (if required) Notice of meeting advertised 14 days prior to meeting in newspaper. (eg Star or ODT) Prior to meeting Prepare agenda Note matters arising from previous AGM Check the previous AGM minutes Attendance sheet Prepare ballot papers - if necessary Prepare list of potential officers for coming year After the Meeting Minutes checked and circulated. Prepare new list of officers and email a copy to Dunedin Kindergartens. Ensure DK has been emailed a copy of the reports and minutes.

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3.3 Guidelines for Annual General Meeting Procedures

Welcome – Mihi Whakatau

Apologies Move that apologies be accepted. Vote or consensus

Present Record the first and last names of committee members Under the sub heading of ‘in attendance’ record the first and last names of others ie not committee members

Notice Calling the Meeting Notice advertising the meeting is read out

Minutes Previous agm minutes are read out. Any alterations should be made to the original copy of the minutes. Once minutes confirmed, sign and date the original. Vote or consensus to accept previous minutes NB: Only those present at previous meeting can move and second

Annual Report President reads annual report or speaks to an already circulated annual report.

Annual Statement of Accounts and Budget Treasurer presents annual audited accounts and speaks to these or prepares report. Discussion of the report. Vote or consensus Treasurer to speak to and move the adoption of the budget for the current year. Invite discussion of the budget. Vote or consensus

Teacher’s Annual Report Presented by Head Teacher

Election of Officers President Vice President Secretary Treasurer Committee (Policy rep & weather person can be elected at this stage or at your first committee meeting) Dunedin Kindergartens recommends that a term is for two years and committee members are entitled to offer themselves for re-election for a further term(s) (refer constitution 17. Kindergarten Committees) If a maximum number of committee members is being set, this must be moved and

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seconded before nominations are sought. The president vacates the chair while nominations are called by the head teacher. After re-election the president then resumes control of the meeting. If a new president is being elected, the present president does not leave the chair. It is much quicker for someone from the floor to re-nominate in block those members of the retiring committee who are standing for re-election, then the president calls for further nominations as above. (You will need to use formal voting procedures if more than one nomination is put forward for an office bearing position.) Vote or consensus

General Business

President asks for any general business. Offer the DK board member an opportunity to speak. If there is a guest speaker, they are now introduced and the meeting is formally closed after the speaker has spoken.

Formal Closure

Farewell – Karakia Mutunga

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4.0 Minute Taking Guidelines

What needs to be recorded?

Determine what needs to be recorded 1. Do not attempt to write everything down 2. Record discussion that relates to key decisions made

To accurately record the topic of discussion and/or action

1. Background – record the background to the issue (why is topic being discussed?)

2. Discussion 3. Result - record the decisions, actions, responsibilities, timeframe 4. Minutes should always be written in the past tense.

Making Decisions

A good decision is made when everyone agrees to it. Voting is not the only way to make a decision. You may seek consensus first, and reserve voting for a last resort. Making decisions by consensus does not necessarily mean that everyone is in complete agreement – but rather that a solution is found that all participants can live with or are at least willing to try. It allows everyone’s viewpoints and opinions to be heard and valued.13

13 Refer Moving Motions and Voting

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4.1 Moving Motions and Voting

A motion is a formal proposal for consideration by a meeting. There are two options for voting on this

1. Formal process

2. Consensus process.

Formal Process

1. Motions begin with the word ‘that’ and propose some change or action

2. If appropriate it should outline who will action the motion and when,

3. A motion should be seconded by one other committee member. (If there is no seconder the motion lapses). Teachers are ex-officio members and do not have voting rights.

4. The matters outlined in the motion are then the subject of the discussion.

5. President puts the motion to the vote.

6. If the majority of votes are for the motion it is recorded as carried.

7. If the majority of votes are against the motion it is recorded as defeated.

Examples: Moved that the correspondence be accepted

Sue/Tom Carried

Moved that the Christmas function be a BBQ and that a subcommittee (facilitated by Frances) be appointed to progress the arrangements and report back to the next meeting

Sue/Tom Carried

Voting o Can be by: voice (for – aye, against – no), show of hands, and/or ballot o People who abstain from voting or who vote against the majority may ask to have their name recorded in the minutes as to how they voted.

Consensus Process

It is also acceptable practice to accept motions and make decisions by consensus.

A consensus is reached when either

a) All are in agreement, or

b) Most are in agreement, while those who disagree are content that the discussion has been fair and that the proposal expressed the mind of the majority.

Examples: Consensus to accept the correspondence

Consensus to accept that the Christmas function be a BBQ and that a subcommittee (facilitated by Frances) be appointed to progress the arrangements and report back to the next meeting

If consensus cannot be reached, the president or any member can propose that formal procedures be used.

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4.2 AGM Reports

Presidents AGM Report This report should be a summary of the previous year with particular reference to the effectiveness of the committee in achieving stated strategic goals. The report should highlight the successes and challenges faced by the kindergarten and should reflect on the year as well as looking forward. Consider:

Property e.g. development and improvements, next step forward….

Communication e.g. what was effective?

Community involvement e.g. social events

Relationships e.g. with teachers, families and community. Who do you need to thank?

Financial (just an overview as the treasurer will provide a detailed report) Treasurers AGM Report

Provides a summary of the financial performance of the kindergarten for the previous year.

Presents the annual audited accounts and speaks to these.

Presents the annual budget for adoption.

NOTE: It is important to confer with the other committee members presenting reports to ensure that the same information is not repeated in each members report.

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4.3 Kindergarten Forum

Purpose: To enable the kindergarten committees to regularly meet with board and general manager to discuss matters that support and enhance the running of kindergartens.

Objectives:

To build networks and relationships across Dunedin Kindergartens, with board and general manager.

To provide the opportunity to clarify the office bearers roles and support committees in their role; thereby ensuring better role definition, purpose and teamwork.

To address asset protection and development issues common to kindergartens.

To encourage the identification of successors for committees and potential persons for Dunedin Kindergartens.

To inform of current trends, issues and board direction. Forum Members: Board General manager Kindergarten committees Meetings:

1. A meeting will occur for duration of no greater than two hours. 2. An agenda will be circulated prior to the meeting. Additional agenda items can be

added prior to the meeting. 3. Notes will be recorded and circulated following the meeting.

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5.0 Asset Protection and Development

The Kindergarten Committees shall be entrusted with the responsibility of stimulating interest in their respective kindergartens and the raising of funds to assist with the resourcing of the Kindergarten.

DKA Constitution

DK ASSET PROTECTION & DEVELOPMENT FRAMEWORK

For detail on how to enact these policies please refer to the Asset Protection and Development policy and procedure in your kindergartens policy folder. Both the policy and application forms can also be accessed on DK intranet. Please speak to your head teacher about this.

RESPONSIVE MAINTENANCE

PLANNED MAINTENANCE

ASSET PROTECTION

ASSET DEVELOPMENT

Detail

Fully managed by DK.

Kindergartens request work to be completed, DK lets work, pays contractor and completes quality assurance

Bi-annual submission from kindergartens to DK DK approves & prioritises submissions

Preservation of existing asset

Individual kindergarten specific projects Bi-annual submission from kindergartens and/or DK management

All general unplanned maintenance of kindergartens, including urgent health & safety issues.

All minor capital work enhancing existing assets Expenditure of less than $8000 per project

DK 10 Year maintenance plan

Major redevelopment projects

Expenditure greater than $8,000

Definition

Each kindergarten contributes to this on a pro rata basis DK covers all other expenses

1:1 Ratio i.e. for every $1 contributed by the kindergarten, DK will contribute $1

Fully funded by DK

Each project will have its own tailored financial plan. This could include kindergarten contributions, grants, DK contributions, and external financing

Financial Example

Broken windows Blocked drains Electrical repairs Gate latches Sand Bark chips

Replacement or/upgrade of: Heating Mats Fencing Lighting Ventilation

Exterior painting, internal painting, Gutter cleaning, Roofing, Security system monitoring.

Building extensions

Significant remodelling

Playground redevelopment

Kitchen/bathrooms

New premises / site development

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6.0 Bulk Funding

Kindergartens receive bulk funding from the Ministry of Education because they are licensed meeting certain regulatory requirements. The bulk funding contributes to services operating costs by paying for part of each hour each child spends in kindergarten. If families are able to access 20 hours ece funding the bulk funding increases for these 20 hours. (See www.minedu.govt.nz )

6.1 20 hours ECE

All of our kindergartens offer the 20 Hours ECE scheme. 20 Hours ECE is an initiative in which the Government funds the cost of early childhood education for up 20 hours per week for all children aged 3, 4 or 5 years old.

All you have to do to access this is to complete some details on our Enrolment Form when your child starts at kindergarten. These details tell the Ministry of Education how you are going to use your child’s free hours. As soon as we have this and you’ve completed a full Enrolment Form, you can receive the 20 hours free.

For any hours not covered by the 20 Hours ECE scheme, or if you do not access or use the 20 Hours ECE with us, we charge a fee.

6.2 Kindergarten Fees

The Fee Policy and rate is set by the board. Each kindergarten displays a copy of the fee policy and fee schedule. Dunedin Kindergartens will invoice families and options for payment include:

Automatic payment

Eftpos at DK office Forbury Rd

Cash and cheque

Internet banking

WINZ (working for families subsidies eg: childcare/kindergarten) Payments can be made at the DK administration offices or at your kindergarten.

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6.3 Grants

Committees are encouraged to source additional funding through grants. Most grant organisations will expect a proportion of the funding for your project to come from kindergarten funds. Funding workshops are run periodically through organisations such as the DCC and Otago Chamber of Commerce. It is good practice to compile a record of past grant applications for reference.

Any applications for funding must be moved and seconded at a committee meeting. The full name of the funding organisation must be noted in minutes.

Money from grants must not be used for retrospective work. Do not begin a project until you have raised the funds necessary.

Money from grants must be used within a certain time period. Be very clear about what the restrictions are and keep within these time limits. Failure to do this will result in your committee having to pay back the grant.

Most grants require you to send in details when the project is finished. Be familiar about what these requirements are.

If you do not use all the grant money for the specific project nominated you must give the remainder back to the funding organisation.

If you need help with grant applications contact DK.

6.4 Old Records

All financial and committee records must have a clear manual paper audit trail going back seven years. As such please ensure that the following records are kept for 7 years.

Treasurer’s reports

Audited financial accounts

Signed committee minutes Anything of historic value may be delivered to the Hocken Library for safe keeping. Eg: committee minutes, annual reports, summary financial records, correspondence (particularly significant correspondence relating to major decisions etc.) jubilee records, plans and other records relating to buildings, photographs. Please have them recorded under Dunedin Kindergarten Association. Other financial records such as receipts, cheque books, receipt books etc should be stored in the kindergarten.

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7.0 Agencies and Services

Education and Regulations

Ministry of Education www.minedu.govt.nz

Acts and Regulations www.legislation.govt.nz Health and Safety

Plunket 4740490 www.plunket.org.nz

Public Health South 4741700 www.phsouth.co.nz

Civil Defence 477 4000 www.civildefence.govt.nz Building and Development

DCC 477 4000 Fundraising

Grant applications Grants Online www.cdgo.govt.nz Dunedin City Council www.cityofdunedin.com Lion Foundation www.lionfoundation.org.nz Scottwood Group www.scottwood.org.nz Castle Trust www.castletrust.org.nz The Southern Trust www.southerntrust.org.nz Tindall Foundation www.tindall.org.nz Bendigo Trust www.bendigovalley.co.nz Community Trust of Otago www.cto.org.nz

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Appendix

1. Teacher/Committee Discussion Document 2. Karakia Timataga 3. Karakia Mutunga 4. Waiata – Tutira Mai

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Teacher - Committee Discussion Document

Kindergarten: .........................................Date:................................

Role and Responsibilities of the Committee

Finance

Bank Accounts

No. of accounts?

Blank signed cheques

2 account signatures Five Year Plan / Strategic Plan/ Goal Setting

Update plan to reflect ongoing goals and projects.

Investments - what is this money for?

Promotion

Fundraising

Equipment

Environment

Projects

Special events

Health & Safety

Budget

Guides financial decision

Date of budget acceptance. Purchases and Accounts

All purchases have to have prior approval and recorded in committee minutes Committee

Who has buying rights?

Who decides where goods are to be bought?

What authorisation is needed, and from whom, for purchases?

For emergency purchases, or repairs?

Is there provision for teachers discretionary purchasing each term? Teachers

Head teachers budget is allocated on child funded hours and allocated termly. This money is available to teachers for resources to support teaching and learning programme.

Petty Cash procedures

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Reimbursements

What method will be followed to allow the reimbursement of staff and/or committee members for agreed expenditure on behalf of the kindergarten?

Approval before purchasing?

Receipts required? Money from Fund-raising

Who is responsible for collecting and for receipting this money?

What is the timeframe around this?

What arrangements are in place for uplifting and banking this money?

Safety in kindergarten and at home.

Two people checking amounts.

Security around cash during fund raising events.

If you have a safe it must be used. Fund-raising – Reason for Fundraising, Grants

Purpose of fund-raising? The committee role – Organise:

fundraising person

sub committee

ideas

documenting

report to committee meeting

book / contacts

budget/float

methods

compile resource for future use eg: contacts etc related to particular fundraiser The staff role - To support committee Excursions – Special Events

Committee role? - Support with finances, food etc -

Teacher’s role?

Overall responsibility? Advertising – it is required that any advertisement promoting the kindergarten must have Dunedin Kindergartens logo.

2015 31

Committee Meetings

Karakia

Waiata

Agenda prepared

Minutes taken

Quorum present

Meeting Procedures

Reports presented at meeting - Teacher / Financial / Board / Fundraising / Special Projects

Copies of all reports and minutes sent to DK senior teachers (teacher report, financials, minutes)

Schedule of meetings for the year Teachers role - (Note: - Teachers have speaking but no voting rights.) AGM - Teacher’s role?

- Committees role? - Inform DK of office holders

Correspondence

Who opens the mail?

What systems are in place to ensure that mail is delivered to the addressee e.g. Secretary, president etc.?

Maintenance

Grounds

Buildings

Compliance (OSH / regulations) - environment checklist (with a teacher)? - End of term checklist?

Equipment

What’s the procedure for emergency maintenance?

Does the committee have a person/s responsible for helping with any maintenance requirements?

Redevelopment

Refer to Asset Protection and Development policy and procedure.

Prior to any redevelopment being considered general manager or senior teacher to be contacted to discuss as per DK guidelines – who does this?

2015 32

Newsletters

Whose responsibility is it to produce newsletters for the kindergarten?

Encourage monthly – staff and committee

The head teacher must sight committee newsletters before they are issued.

Stationary and office supplies (cartridges, toner…) who pays? Enquiries, Concerns and Complaints

Refer to procedures. Under Personnel policy Use of Staff Office

It must be recognised that the office contains much information that is confidential, and committee members must respect this in their use of the office.

What access should the committee have to the office and / or to the telephone/ fax/ computer in the office during kindergarten sessions?

What access should a committee person have to the teachers during session to discuss or action committee business?

What access should the committee have to the office during teachers lunch breaks?

What is a committee person's role in receiving information on behalf of teachers during sessions?

Playgroups

Who is responsible for organising playgroup?

Who is responsible for tidying up?

What are the staff's responsibilities in relation to a playgroup?

Who decides which children are eligible to attend? And how?

How are any donations collected for attendance to be accounted for? Dunedin Kindergartens Board

Who represents the Kindergarten at DK kindergarten forums, treasurers workshop, AGM’s

Policy feedback?

2015 33

KARAKIA TIMATAGA

Me akamoemiti ra tenei Huihuinga ma matau kia arahia i o matau matakite ara, i o tatau takoiti ra kai ro’ tonu i o tatau Kohungahunga

May this gathering be truly blessed and may we be guided by our prime focus which is our children within our Kindergartens

A Southern Perspective shared with you by Huata Holmes & Lee Blackie @ DKA board workshop 24 Pipiri/June 2006

2015 34

KARAKIA MUTUNGA

Kua mutua tenei huihuinga A me akaokia ki o koutou kaika me akawatea o huarahi ki mua i a koutou Kia tupato kia ã to haere Heoi ano……. This meeting has closed and may you return to your homes May your paths which lie ahead be cleared Go carefully and take your time So be it……

Shared with you from Huata Holmes & Lee Blackie @ DKA board workshop on 24 Pipiri/June 2006

A southern perspective

2015 35

Waiata – Tutira mai

Tūtira mai ngā iwi Tātou, tātou e

Tūtira mai ngā iwi Tātou, tātou e Whaia te maramatanga

Me te aroha I ngā iwi Kia kotapa tahi Kia kotahi ra

Tātou, tātou e

May our people stand together

as one iwi, striving for

understanding and love within our peoples binding us in unity

as one people

2015 36