Management Matters – Management Committees

When your Approved Provider is a Management Committee

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Core Responsibilities

The Management Committee, as the Approved Provider is the employer and is responsible for the overall operation of the service, including the following:

  • Employment
  • Planning and policy development
  • Accountability and reporting
  • Publicity and public relations
  • Maintenance of the premises or Licence requirements
  • All financial and legal requirements

Their responsibility also includes active participation in monitoring the day-to-day operation of the service. Where the day-to-day operation of the service is delegated to paid staff, the committee must ensure that they confirm that all delegated tasks have been completed in line with the Centre’s policies and procedures.

It is essential that the Management Committee never lose touch with what is happening in the service- they should be visible as the Approved Provider; have a sound understanding of the daily operation of the service, be prepared to solve problems quickly and act in the best interests of the service at all times.

Who Does What?

The service’s Constitution should state the makeup of the management committee. However, the Management committee should consist of at least the following office bearers:

  • Chairperson/President
  • Treasurer
  • Secretary

Other positions may also be nominated, for example, Assistant Treasurer, Publicity Officer and Staff Liaison. Where practicable, the management committee should consider establishing subcommittees to undertake specific tasks on behalf of the service – however, in smaller services, this may not be realistic.

Information

Provide each committee member with an information kit, which contains the following:

  • A description of their role as a member of the Approved Provider- Management Committee
  • Network fact sheets about the role of the Committee available in the OOSH Tab- service management
  • A schedule of meetings that have been planned for the year.
  • Information sheet on their legal obligations as it relates to the Education and Care services National Laws and Regulations (–see “When your Approved Provider is a Management Committee – what are their legal obligations?”)
  • Important Websites:
    • Network of Community Activities – http://networkofcommunityactivities.org.au/ (Peak Body for Before and Afterschool Care in NSW, offering important information for service management. See OOSH Tab-service Management)
    • Education and Care services National Laws and Regulations (acecqa.gov.au/national-quality-framework/legislation/) and www.acecqa.gov.au/national-quality-framework/national-regulations/
    • Australian Children’s Education and Care Authority (ACECQA is an independent national authority aiming to educate and inform the wider community about the importance of improving outcomes for children’s education.) See Educators and Providers section.
    • NSW Office of Fair Trading – fairtrading.nsw.gov.au
    • Workcover – workcover.nsw.gov.au
    • Child Protection Helpline –PH 132111
    • NSW Early Childhood Education and Care Directorate (Regulatory Authority) ececd@det.nsw.edu.au Phone: 1800 619 113
    • Federation of Parents and Citizens Associations of NSW – www.pandc.org.au
  • A copy of the framework document My Time Our Place.
  • A copy of Network quarterly publications, Network News, OOSH Update, NQF Newsflash Holiday Times
  • A copy of the Centre’s Licence Agreement
  • Minutes form previous meetings, including the last AGM.
  • The children’s services modern award (2010) and the Pay table (Network website-OOSH-Service Management)
  • Contact details of other committee members

Tasks

Committee members are required to attend regular meetings (monthly) to ensure the successful operation of the service. Ideally sub committees would meet between meetings to address certain tasks and report back to the next main meeting. Prior to each meeting there will be tasks to be completed in preparation for the meeting and tasks to be acted upon and followed upon. It is important to have written procedures for how decisions are made outside of meetings. Who can make decisions and who should be consulted?

In addition time will be needed to resolve issues that may arise between meetings that can’t wait until the next meeting. Not all members of the committee will be involved for all situations. For example:

  • Emergency events affecting the service such as weather, break-ins, serious injuries at the Centre.
  • Conflicts between staff members
  • An unexpected change in legislation
  • Interviewing staff.
  • Meetings with the Nominated Supervisor and parents re serious behavior of a child, a complaint
  • Recruiting new committee members before the next AGM
  • Approving and contributing to new policies in conjunction with the Nominated Supervisor

This resource has been produced by Network of Community Activities using funding provided
by the NSW Department of Education Sector Development Grants Program.