Types of Meetings

A General Meeting

• A date, time and place for the meeting should be set and advertised within the preschool community
• An agenda for the meeting should be circulated a week prior
• Check that your quorum is meet in order to proceed.  
• Previous meeting minutes should be approved
• Work through the matters at hand in accordance to the agenda
• Set the next meeting date
• All preschool parents are welcome to general meetings
• Your constitution will stipulate how many meetings are required
• some preschools may prefer to meet after session time, the times should be set in consultation with your preschool teacher

Annual General Meeting (AGM):

• parent associations should hold their AGM’s in February of each year to allow for a handover from the outgoing committee
• this is where the new parent committee is elected
• Executive Meetings
• Executive involves office bearers e.g. president, vice-president/cps rep, secretary, treasurer (as listed in your constitution)
• can be held prior to a general meeting if you prefer, saving another night out
• Special general meetings
• are rare and often require a special resolution to be moved
• this involves giving 21 days notice e.g. amendment to your constitution

Individual Roles

How Canberra Preschool Society is Governed

We are governed by:

• CPS Council President
• CPS Council Treasurer
• CPS Council Secretary
• CPS General Members x 2

Executive Officer

The CPS office is managed by an Executive officer who is employed part time to support our members and act on their behalf.

CPS General Members

At CPS our members are representatives of preschool parents across the Territory.

Most Preschool Parents Association & Playschool Committee members appoint a CPS delegate, who will attend meetings and share relevant information.

In this way we can be sure to maintain good lines of communication with our preschools and ensure that we are reflective of their current needs.

External Stakeholders

CPS has industry relevant connections throughout the ACT.

We frequently meet with the following groups:

• Education & Training Directorate
• Preschool Matters Consultative Committee
• Early Childhood Australia Branch meetings
• Guild Insurance
• Civic Insurance
• Preschool Teachers Professional Association
• Playschool Teachers Meetings

Preschool Parent Associations (PPA)

Recognising the importance of the early years to education, a Preschool Parent Association exists to support the interests of the preschool community that they represent. Through the roles of president, treasurer, secretary, information and/or fundraising officers and general members the preschool parents work collaboratively with the preschool staff, preschool parents and the school principal to highlight the needs of, and add value to, the preschool program.

This can occur in many forms such as networking and supporting the preschool community, planning social or fundraising activities, and providing valuable play resources to the preschool. The aim is to assist where required and add value, through parental involvement and engagement, to the preschool program.

Preschool Parent Representatives or P&C Subcommittees

See our To Do list for committees.

President

The president is the person who takes the hot seat. A president is required to represent the overall view of the committee in a fair and just manner.

In general presidents and secretaries work closely together to formulate the Agenda and set meeting dates.

During meetings the president's role is to keep members on track as determined by the agenda. It’s also important to keep to time and ensure that a meeting isn’t hijacked by individuals. This role will require some liaisons between the school, preschool staff and preschool parents.

See our advice on running good meetings.

Secretary

A secretary will help to set meeting dates and circulate agenda items & reports. The secretary also records the minutes of the meetings and circulates them with the members. A record of attendees should also be noted. It is also important to check that actions items have been carried out.

See our advice on running good meetings and these essential forms.

Treasurer

A Treasurer is responsible for keeping the preschools' accounts in good working order.  General tasks will include book keeping, payments, lodgements and petty cash. Ideally a treasurer will bring an up to date report along to meeting so that members are able to make informed decisions.

See our resources for treasurers

Information Officers

Information or communication officers work with the committee to plan, implement and update the association’s communications. Ensuring that existing information is maintained and up-to-date, new information is circulated to parents and staff with sufficient notice to respond, and incoming enquiries, complaints and suggestions are forwarded according to the associations procedures.

Fundraising Officers

Preschool Parent Associations or Subcommittees often have more than one fundraising officer. This allows them to share the load and remain in touch as preschoolers only attend for half the week. Their role is to determine the scope of fundraising activities required through the year in consultation with Preschool staff and their PPA or P&C subcommittee.

The Fundraising Officers then manage the selected fundraising activities. Appropriate records of these activities need to be kept for both the treasurer and future fundraising officers.

See our resources on fundraising.

General Members

General members are encouraged to attend their preschool meetings so that they can contribute to the decision making that occurs within this setting. This is the perfect role for those who are unsure if they would like to take on a formal position but would still like to be involved in the general workings at preschool. General members that cannot attend all meetings can provide feedback to the meeting minutes and submit agenda items based on concerns raised by parents.

Preschool Matters: www.preschoolmatters.act.gov.au

Preschool Matters is a ETD program. Infomation can be found via this link on annual grants that focus on encouraging parent participation in ACT preschools.

Education and Training Directorate: www.det.act.gov.au

Information on policies, enrolment systems and a directory to schools can all be found on this comprehensive ETD site.

Guild Insurance: www.guildinsurance.com.au

CPS brokers a group policy for our members with Guild Insurance.

History of Preschools in ACT: http://undersixes.wordpress.com/2005-2009/

Previous CPS council members have created a very detailed history of ACT public school preschools in Canberra.

Office of Regulatory Services (ORS): www.ors.act.gov.au

Go to Community / Associations and you will find loads of details regarding your obligations as an Association.

Starting Blocks: www.startingblocks.gov.au

This is a brilliant new site from ACECQA designed specifically for parents of children from birth to 5years. Tips on how to choose a quality child care service, appropriate developmental milestones and suggestions on how to encourage your childs development at home.

ARACY www.aracy.org.au

Australian Research Alliance for Children and Youth are currently running a project on parental engagement.

ACECQA www.acecqa.gov.au

Will have all you need to know about NQF - National Quality Framework

Playschools are a not-for-profit, community based, early childhood educational service that is unique to Canberra.

A child who is happy to go to school is a child who is an engaged learner. 

The Society, originally founded in 1943 as the Canberra Nursery Kindergarten Association, is an incorporated association of its member. The Society is governed by a Constitution adopted in 2007, and amended most recently November 20th, 2012.
All of our 2014 Council members have children currently attending a preschool and /or a playschool in the ACT.

Canberra Preschool Society is represented by a part time employee.

Executive Officer - Emma Caldwell

In Canberra, a public preschool with an active Preschool Parents Association will regard all parents with a child enrolled at that preschool as a member of its Preschool Parents Association.

Canberra Preschool Society would like to acknowledge the Education and Training Directorate, as this organisation would not be possible without their Deed of Grant.

Alex Abrahams

The Canberra Preschool Society Committee is pleased to introduce its Executive Officer, Alex Abrahams.

Alex is a keen supporter and advocate of early learning and is familiar with the early learning framework, having a young son of her own. Alex was involved as a parent volunteer at her son's preschool, and now with the P&C at his primary school. She believes it is incredibly worthwhile being involved in a Preschool Parent Association or committee, so that we can influence positive changes in our children's educational environment. 

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