Playgroup Manual...1 Introduction 5 1.1 How to use this manual 6 2 About Playgroup 7 2.1 What...

Playgroup Manual

Updated 01/09/2017

1 Introduction 5

1.1 How to use this manual 6

2 About Playgroup 7

2.1 What happens at playgroup 8

2.2 Thebenefitsofplaygroup 8

2.3 Typesofplaygroups 9

3 About Playgroup WA 11

3.1 Playgroup WA membership 12

4 The Playgroup Session 13

4.1 Playgroup activities 14

4.2 Toys and equipment 15

4.3 Recycledmaterialsforplay 16

4.4 Settingupagreatplaygroup environment 16

4.5 Laying out a play space 17

4.6 How structured should a playgroup session be? 17

4.7 Setting up routines 18

4.8 Playgroup session outings 18

5 Finding Members and Keeping Them 19

5.1 Promoting your playgroup 20

5.1.1 Planning your promotion 22

5.1.2 Local media and gaining publicity for playgroup 23

5.2 Makingeveryonefeelwelcome 24

5.3 Settlingnewfamilies 24

5.4 Valuingdifferences 25

5.4.1 Welcomingdifferentcultures 25

5.4.2 Welcoming a family with an adult or childwithadisability 26

6 Organising Your Playgroup 27

6.1 What jobs need to be considered 28

6.2 Getting the job done 28

6.2.1 Somesimplestrategiesto delegate the work 29

6.3 Communication 31

6.4 Adding sessions 31

6.4.1 Introducingnewsessionstothe playgroup 31

Contents

Web: www.playgroupwa.com.auHotline: 1800 171 882

Contents – PAGE 2

7 Managing Your Playgroup 33

7.1 Adviceforonesessionplaygroups 34

7.2 The playgroup committee 34

7.2.1 Formingaplaygroupcommittee 34

7.2.2 Sizeofcommittee 35

7.2.3 Recruitingcommitteemembers 35

7.2.4 Keepingyourcommitteemembers 35

7.2.5 Replacingacommitteemember 36

7.2.6 Committeerolesandresponsibilities 36

7.2.7 Effectivecommitteemeetings 38

7.2.8 Planningmeetings 39

7.2.9 Principlesofmeetings 40

7.2.10 Takingmeetingminutes 41

7.3 Keeping records 42

7.4 Annual handover 43

7.4.1 Handoverchecklist 43

7.4.2 Handoverinformation 43

7.4.3 Finishingtheyearwell 44

7.5 Closing a playgroup 44

7.5.1 Closingdownprocess 45

7.6 Policies and procedures 46

7.6.1 Playgroupphilosophy 46

7.6.2 Makingplaygrouppolicies 46

7.6.3 Writingpolicies 47

7.6.4 Implementingpolicies 47

7.6.5 Suggestedpolicies 47

7.6.6 Procedures 48

7.7 Incorporation and constitutions 48

7.7.1 Why become incorporated 49

7.7.2 ConstitutionandRules 49

7.7.3 AnnualGeneralMeetings 49

7.8 Occupationalhealthandsafetyand incorporation 50

8 Money Matters 51

8.1 Responsible money practices 52

8.2 Income 52

8.3 Expenditure 53

8.4 Petty cash 54

8.5 Financial records 54

8.6 Opening a bank account 55

8.7 Fees and budgets 56

8.8 Taxation 57

8.9 GSTandABN 57

8.10 Auditing 57

8.11 Your assets 58

8.12 Missingfunds 58

9 Playgroups as Employers 59

9.1 Paymentofawardwages 60

9.2 Incometax 60

9.3 Superannuation 61

9.4 Employeerecords 61

9.5 Employmentprocess 61

9.6 Employmentagreementletter 61

9.7 WorkSafe 62

9.8 Workerscompensation 62

10 Fundraising 63

10.1 Thingstoconsiderwhenfundraising 64


Contents– PAGE 3

11 Insurance 65

11.1 Keeping records/Attendance sheet 66

11.2 Events and non-standard activities 66

11.3 Recording incidents 67

11.4 Insurance Claims 67

12 Health and Safety at Playgroup 68

12.1 Developingahealthandsafety policy 69

12.2 Identifyingpotentialhazardsand risks 70

12.3 Controlhazardsandpotentialrisks 70 12.3.1 Minimisetherisks 71

12.3.2 Beprepared 71

12.4 Settingupsafely 72

12.5 Runningsessionsafely 73

12.6 First aid 74

12.7 Recording accidents 74

12.8 Other health issues 75

12.8.1 Poisonousplants 75

12.8.2 Smoking 75

12.8.3 SunSmart 76

12.8.4 Sickchildren 77

12.8.5 Hygiene 77

12.8.6 Bloodspillsandexcretion 78

12.8.7 Immunisationandinfectious

diseases 78

12.9 Healthandsafetycheck 79

13 Child Protection 80

14 Venues and Leases 81

14.1 Dealing with building owners 84

14.2 Lobbying your local council 84

14.3 Lease agreements 85

14.3.1 Liability 85

15DealingWithConflict 86

15.1 Principlesofconflictmanagement 87

15.2 Typicalareasofconflict 88

15.3 Whodoeswhat? 89

16 Managing Challenging Behaviour at Playgroup 90

16.1 Whatischallengingbehaviour? 91

16.2 Understandingthebehaviour 92

16.3 Promotingpositivebehaviour 94

16.3.1 Parentsandcaregivers 94

16.3.2 Playgroupandplaygroupmembers 95

17 Appendices 96


Contents – PAGE 4

1 Introduction

“ Use the manual as a reference book for discussion and decision making. Use the information to work positively through challenges and conflicts.”

1Introduction – PAGE 5

Thismanualisanimportantresourceforcommunityplaygroups.ItwasdevelopedbyPlaygroupWAtoprovideinformation,advice,strategiesandtemplatestosupportthefamiliestoestablishandmanagesuccessfulcommunityplaygroups.Itaimstoshowhowtogetthemostoutoftheplaygroupexperienceforchildren,adultsand the community.

1.1 How to use this manualThereisnorightorwrongwaytousethismanual!

Eachplaygroupisdifferentsoitlikelythatdifferentaspectsofthemanualwillbemoreorlessusefultodifferentplaygroups.

Togetthebestoutofthismanualwesuggesteachplaygroupreaditandusetheinformationrelevant to them.

ThePlaygroupWAManualisanonlineresourcebutcanbedownloadedandprintedasnecessary.Somegroupsmayfinditusefultohaveaprintedcopyofthewholemanualattheplaygroupwhileothersmayjustkeepcopiesofthemostrelevantsectionstothem.

Itisagoodideatorevisitthemanualfromtimetotimeastheneedsofaplaygroupcanchangeovertime.Whenplaygroupsreviewhowtheirplaygroupisgoingandwhetherthereareareastoimprovetheymayfindinformationthatseemedirrelevantatthebeginningisnowuseful.

EncouragepeoplewhoaretakingovernewrolesorresponsibilitiestoreadtherelevantsectionsandsuggesttonewfamiliesjoiningyourplaygrouptogotothePlaygroupWAwebsitetoreadthemanualforthemselves.

Usethemanualasareferencebookfordiscussionanddecisionmaking.Usetheinformationtoworkpositivelythroughchallengesandconflicts.

Playgroupsareencouragedtophotocopypagesofthemanualandpassthemaroundtotheirmembers.Youmayalsoquotethemanualinyournewsletteraslongasyouacknowledge the source.

1 Introduction


1Introduction – PAGE 6

2 About Playgroup

“ A playgroup is a group of parents, caregivers and extended family who come together with their babies and young children in a relaxed and friendly environment to learn together through play.”

2AboutPlaygroup – PAGE 7

Aplaygroupisagroupofparents,caregiversandextendedfamilywhocometogetherwiththeirbabiesandyoungchildreninarelaxedandfriendlyenvironmenttolearntogether through play.

Playgroupsvaryfromonesessionaweekmadeupofthreeormorefamiliestomultiplesessionsovertheweekwithover200 families.InWAtherearealmost1300communityplaygroupsessionsrunningeveryweekthroughtheeffortsoffamilies and volunteers.

Itisimportanttonotethatplaygroupsaredifferenttochildcareandkindergartenprograms.Atplaygroupparentsandcaregiversattendwiththeirchildrenandretainresponsibilityforsupervisingthechildrentheybringto playgroup.

Somecommoncharacteristicsofplaygroupinclude: • Membersincludeparents,caregiversandyoungchildrenfrom 0-5yearsofage

• Meetregularly,oftenfortwohourseachsession

• Familyrunandorganisedbymembers

• Agreatplaceforchildrenandtheircarer(s)tolearnand play together

• Welcomingandfriendlytoallfamilieswishingtojoin

• Heldinaconvenientlocationforitsmembersinthecommunity,likecommunitycentres,homes,schools,healthcarecentresandlibraries

2.1 What happens at playgroupFirstandforemostPLAY!Playgroupsessionsarealsogenerally a combination of free play and planned activities including:

• Indoorandoutdoorplay• Physicalplay• Artsandcraft• Musicandmovement• Storytimeandnurseryrhymes• Conversationandsupport• Morningtea/snacksorrefreshments

2.2ThebenefitsofplaygroupPlaygroupsbenefitchildren,familiesandthe wider community.

Whilstitistruechildrencanplayanywhere,playgrouphasanaddedbenefitofprovidingopportunitiesforplayingwithotherchildrenandpractisingimportantsocialskills.

Importantly,playgroupalsoprovidestheopportunitywhereparentsandchildrencanplaytogether,whichiscriticaltochildren’shealthydevelopment.Bycreatingaspacewhereparentsandcaregivershavetheopportunitytospendtimewiththeirchildren,playgroupscanenhancerelationshipsthrough play.

Thebenefitsofplaygroupforchildren:

• Providesafeandnurturingenvironmentswherechildren can play and learn

• Enhancehealthyearlybraindevelopmentthroughplay• Provideopportunitiesforchildrentocreate,invent,reasonandproblemsolve

• Provideopportunitiestobuildattachmentbetweenadultsandchildrenastheyplaytogether,andsharetimeandexperiences

• Helpchildrentolearnsocialskillsastheynegotiatewithpeers,resolveconflict,taketurns,shareandmake friends

• Helpchildrentobuildresiliencetoenablethemtocopewithnewsituationsandmanagestressandadapt to change

2 About Playgroup



Thebenefitsofplaygroupforfamilies:

• Providingacommunitybasedspacewherefamiliescancreatetheirownlocallybasedfriendsandsocial networks

• Providingaplacewhereparentsandcaregiverscansupporteachotherthroughsharingideas,parentingexperiences,concernsandinformation

• Buildingfamilycapacitythroughpeersupport

• Providingaplacewherefamiliescanbuildlong-termfriendshipsastheirchildrengrowandtransitionto school

• Offeringaffordableandregularopportunitiesforfamiliestoenjoyasharedouting

• Provideacosteffectivefocalpointforengagingfamilieswithothercommunityservices

Thebenefitsofplaygroupforthewholecommunity:

• Communityplaygroupsareanimportantpartofthefabricofavibrantcommunity.Playgroupsassistthedevelopmentofsocialnetworksbypromotingsupportiverelationshipswithinandbetweenfamilies

• Beingpredominantlyrunbyparentstheyalsoofferopportunitiesforfamiliestobecomeactivelyinvolvedintheircommunitythroughvolunteeringandpeersupport

• Playgroupsalsosupportpositivelongtermoutcomesincommunitiesbypromotingthehealthydevelopmentofchildrenpriortoschoolage.WeknowthatintheareasofPerthwherehighernumbersofchildrenattendplaygroupthattheyarealsomorelikelytobedevelopmentallyontrack

Inanutshellcommunityplaygroups:

• Encourageasenseofbelonging,identityandsocialinclusionwithincommunities

• Buildenduringsocialgroupsthroughrelationshipsbasedonacommonpurpose;promotingsharedinterestsandpurpose

• Promotesocialcompetenceforchildrenandfamilies

• Buildcommunityresilienceandsustainability

• Contributetocreatingchildfriendlycommunitieswherechildrenandfamiliesarevalued

• Increaseawarenessandaccesstoinformationaboutthe community

• Providea‘softentrypoint’tointroduceservicestofamilieswithyoungchildren

2.3TypesofplaygroupsAllplaygroupsaresimilarinnature;babiesandyoungchildrenaccompaniedbycaringadultsmeetingregularlytoplayandlearntogether.Playgroupscanalsobequitediverseandunique.All familiesaredifferentandbringwiththemarangeofexperiences,skills,interestsand expectations.

Sometimestheyareorganisedaroundaparticularneedorcommoninterestsuchasbaby,non-Englishspeaking,specialneeds,educationalphilosophyorspecificapproachtoparenting.Anyonecanattendtheseplaygroupsbuttheyusuallyattractfamilieswithsimilarinterestsorneeds.



Someexamplesofdifferenttypesofplaygroups:

• Groupsforspecificages-baby,toddlerand3+sessions

Therearemanyplaygroupsthathavearangeofdifferentagesinthegroupbutsometimesfamilieswanttoattendaplaygroupwherechildrenaresimilarinagetotheirownchildorbecausetheywanttheplaygroupsessiontofocusonactivitiestoenhanceaparticulardevelopmentalstage.When creatingaplaygroupforaspecificageforchildren,makesuretoysandactivitiesareageappropriateandsupportthelearninganddevelopmentofdifferentskills.PlaygroupWAhasactivitysheetsandhomemadetoyideasforthedifferentagesandstagesofdevelopment.

Activity Sheets and Resources

• Home-basedgroups

Somefamiliespreferhome-basedplaygroupsasitmaybeeasierforthechildrentoplaywithasmallgroupofchildreninahomesetting.Parentsmayevenfinditeasiertogettoknoweachotherinhomeplaygroupssincetheytendtobesmaller.Itissuggestedtokeepthegroupbetweensixandeightfamilies.Witholderandmoremobilechildren,tripstoalocalparkorlibraryarealsoagreatidea.

• Fathers’groups

Manyfathersalreadyattendcommunityplaygroups.Someprefertojoinafathers’onlyplaygroupwheretheplaygroupisrunbylocaldadsandofferstheopportunitytohangoutandoffersupportforfatherswhoaretheirchildren’sprimary caregiver.

• Groupsoffamiliesfromculturallyandlinguisticallydiverse backgrounds

Familiesfromculturallyandlinguisticallydiverse(CALD)backgroundschoosetomeettogethertosocialisewithfamilieswhospeakthesamelanguageorcomefromsimilarculturalbackgroundsandtogivetheirchildrenaculturallyrichexperience.AcoupleofpopularlanguageandculturalplaygroupsincludeJapaneseand Frenchplaygroups.

• Flyinflyout(FIFO)familygroups

TheseplaygroupsconsistoffamilieswhohaveafamilymemberwhoworksonaFIFObasis.ItisagreatopportunitytomeetotherFIFOfamiliesthatknowexactlywhatitislikewhenyouarehomealone,whiletheotherparent/partnerisawayatworkandshareparentingtipsandchallenges.Theyareagreatnetworkofsupportwhetheryouarestayingathomeorflyinginandout.

• Naturebasedgroups

Naturebasedplaygroupsareaboutgettingoutsideandenjoyingnatureonaregularbasis.Theyaimtoconnectyoungchildrenwithnaturethroughweekly,fortnightly,ormonthlysessions.Takingplaygroupoutsideintherainorshineisalwaysfun.Naturebasedplaygroupsprovidefamiliestheopportunitytoshareoutdooradventuresandexperiencethebenefitsoftimespentoutside together.

• Intergenerationalgroups

Intergenerationalplaygroupsbringtogetherthreeorfourgenerations.Intergenerationalplaygroupscanalsobeestablishedinavarietyofsettingsincludingcommunity,schooloragedcaresettingssuchasresidentialcarefacilities,retirementvillagesandcommunitybasedseniorscentres.Theseplaygroupsprovideseniors,childrenandtheirparentsandcaregiverswithopportunitiestointeractthroughplay.

• Grandparentgroups

Grandparentsoftenattendcommunityplaygroupsandsomeformtheirownplaygroup.Withmanygrandparentsprovidingcarefortheirgrandchildrenthesegroupscanprovidemuchneededpeersupport.

Otherpopularplaygrouptypesinclude:

• Montessori/Waldorf/Steinergroups

• Groupswithchildrenwithadisability

Thesearejustasampleofthetypesofplaygroupsavailable.Familiesarealwayswelcometostartuptheirownplaygroupbasedontheirownneedsandinterests.



http://playgroupwa.com.au/news-resources/

3 About Playgroup WA

“ To support all young children, families and communities to enjoy, learn and grow through playgroup.”

3AboutPlaygroupWA – PAGE 11

PlaygroupWAhasbeensupporting,servicingandestablishingplaygroupsthroughoutWesternAustraliasince1972.

PlaygroupWA(formerlycalledthePlaygroupAssociationofWesternAustralia)beganin1972andhasgrownfromatinyofficeinVictoriaParkwithonestaffmembertoatwostoreyofficeinNorthPerthand20staffmembers.Currentlymorethan12,000familiesenjoythebenefitsofplaygroupinsessionsoperatingfromEsperancetoKununurra,fromLeonoratoLancelinandthroughoutthePerthmetropolitanarea.Playgroup WAhasmorethan450memberplaygroups.

PlaygroupWAisacommunityorganisationrunonanot-for-profitbasis.ManagementofPlaygroupWAisvestedinavoluntaryboard,electedeachOctoberattheAnnualGeneralMeeting.TheBoardisresponsiblefortheoverallmanagementinareassuchaspolicydevelopmentandfinancialmanagement.

Our vision

ThepeopleofWAvalueplaygroups

Our purpose

Tosupportallyoungchildren,familiesandcommunitiestoenjoy,learnandgrowthroughplaygroup

We value

• The importance of play in learning

• Theroleofparents,familiesandcommunitiesinsupportingthewell-beingofyoungchildren

• Theroleofplaygroupinsupportingfamilieswithyoung children

• TheUN‘rightsofthechild’

3.1 Playgroup WA membershipBeingamemberofPlaygroupWA(Inc)meansthatyouarepartoftheState-wideplaygroupfamily.ThisisahugenetworkthroughoutWAandprovidesopportunitiesforcollectivelobbyingandtheraisingofpublicawarenessofplaygroupsthroughPlaygroupWA(Inc).Althoughyourplaygroupwillcontinuetorunindependently,itwillhaveanimportantlinktoPlaygroupWAsothatyoucanreceiveallthebenefitsthatcomefromourabilitytoorganiseresourcesandservicescentrally.

PlaygroupWAhasastrictPrivacy Policy andasamemberofPlaygroupWAyouareassuredthatyourdetailswillbetreated confidentially.

3 About Playgroup WA

3AboutPlaygroupWA – PAGE 12Web: www.playgroupwa.com.auHotline: 1800 171 882

http://www.playgroupwa.com.au/privacy-policy

4 The Playgroup Session

“ When playgroups offer a range of different types of activities they support children’s development across all developmental domains including social, cognitive, emotional, physical and language development.”

4ThePlaygroupSession – PAGE 13

Playgroupsessionscanbeverydifferentandwilldependontheparticipants’needsandinterests.Mostplaygroupsessionsrunfor2hoursbutthisisuptoeachgrouptodecide.Belowisaguideshowinghowatypicalplaygroupsessionmightrun.

9.30am Setupandwelcome

10.00am Free play

10.20am Morningtea

10.40am Simpleguidedactivity

11.00am Packingaway,dishesetc

11.15am Musicandstorytime

11.30am Goodbyetime.Thismightincludeagoodbye song

Thisisonlyasuggestedguidetoplanningyourplaygroupsessions.Alwaysremembertobeflexibleandthinkabouttheneedsandinterestsofthegroup.

4.1 Playgroup activitiesManyplaygroupsessionswillincludeactivitieslikefreeplay,physicalplay,craft,music,storytimeandmorningtea.Someplaygroupsessionswillincludealloftheseactivitiesandsomewillonlyincludeafew.Generallyaplaygroupsessionwillincludefreeplayandplannedactivitiesandifthevenueallowstheremaybeindoorandoutdoorplay.Thetypesofactivitiesaplaygroupcan enjoy include:

• Physicalplay-forexampleobstaclecourses,steppingstonesandclimbing

• Artsandcraft

• Musicandmovement

• Storytimeandnurseryrhymes

• Messyplay-forexamplefingerpaintingandwaterplay

Activity Sheets and Resources

Whenplaygroupsofferarangeofdifferenttypesofactivitiestheysupportchildren’sdevelopmentacrossalldevelopmentaldomainsincludingsocial,cognitive,emotional,physicalandlanguagedevelopment.

View supporting Research & Publications

PlaygroupWAhasmanyresourcesavailabletoassistyouincomingupwithideasforfunactivities.Werecommendour publication Play Starterswhichisfullofbright,creativeandcost-effectiveideasforbabiesandyoungchildren.Ourwebsite,eNewsandFacebookhavegreattipsandyoucanalsocallourHotlineon1800 171 882.

4 The Playgroup Session

4ThePlaygroupSession – PAGE 14Web: www.playgroupwa.com.auHotline: 1800 171 882

http://playgroupwa.com.au/news-resources/http://playgroupwa.com.au/news-notices/publications/

Gotothefollowingwebsitesformoreinformationandideas on play:

Early Childhood Australia

Healthy WA

RaisingChildrenNetwork

Zero to Three

4.2 Toys and equipmentBasictoysandplayequipmentforplaygroups

• Avarietyofballs,smallbats

• Interlockingorwoodenblocks,constructionsets (atleast20largepieces)

• Washabledolls,doll’sbedandbedding

• Babytoys,rattles,softtoys,washableorcardboard books

• Largecrayons,pasteandpaintbrushes,non spill paint pots,bluntendedscissors

• Puzzles

• Setsofanimals,cars,trains,musicalinstruments,teasets,cookingsets

• Buckets,spades,scoops,dumptrucksandgradersforthesandpitordiggingpatch

• Pushorpedalwheeledtoyssuchastricycles,walkerwagons,pullalongtoys,dolls’prams,wheelbarrows

• Floorrugs,playmats

• Tarpaulinsorsheetsofstrongplastictoprotectfloorfrommessyplayactivities

• Storageboxes

• Furnitureforsmallchildren

Ten questions to ask when choosing toys for playgroup1. Willitwithstandconstant,heavyuse?

2. Isitsafeforallchildrenorwillitneedtobeusedin a restrictedarea?

3. Canitbeeasilycleaned?

4. Isitappropriatetothechildrens’abilities?

5. Doesitencouragesocialinteractionorisitused individually?

6. Isitsimpleandabletobeusedbychildrenofdifferent ages?

7. Doesitgivetheopportunitytodevelopandpractise new skills?

8. Doesithavescopeforimaginationandexperimentation?

9. Isitinlinewiththeinterestsofthisgroupofchildren?

10.Whatisitsvalue-doesitentertain,encouragephysicalplay,fostercreativityorisitatoolforimaginativeplay?

Takeintoaccountindividualdifferences.Theaptitude,personalityandinterestsofachildwilldeterminewhichtoysheorsheprefers.Toysthatfascinateonechildmaybeofnointeresttoanother.


http://www.earlychildhoodaustralia.org.au/everyday_learning_and_play/http://www.healthywa.wa.gov.au/Articles/A_E/Child-developmenthttp://www.raisingchildren.net.au/http://www.zerotothree.org/child-development/play/tips-and-tools-play.html

4.3RecycledmaterialsforplayPlaydoesnotneedtobeexpensive.Therearelotsofactivitiesthatcanbedoneatplaygroupcheaplyusingrecycledmaterialsandsomeimagination.Have funmakingtoysandthenusingyourowncreations.

Here are somesimpleideasyoucouldtry:

• Cartonsandboxesbecomebuildingblocks,cubbies,cars,boats,adoll’sbassinette,containersforpackingandemptying,tunnelsforcrawlingthrough,asurfacefor painting

• Plasticdrinkcontainerscanbeusedforfillingandemptyingwithwaterorsand,shakersformusic,cutdowntomakefunnelsandscoops

• Ice-creamcontainerlidscanbeusedforstencils

• Colouredlidscanbesortedorthreadedintoababy’s rattle

• Tyres(notsteelbelted)canbestacked,rolled,cutinhalfforwaterorsandplay,usedasaswingorinanobstacle course

• Paperoff-cuts,oldposterscanbeusedfortearing,drawing,painting,cuttingandpasting

• Dresses,skirts,shirts,ties,waistcoats,cameras,bags,belts,scarvesfordressupsforpretendandroleplay

• Cardboardcylindersfortelescopesorflutes

Ifyouhaveanyofyourownideasandwouldliketosharethem email publications@playgroupwa.com.auorpostthemonthePlaygroupWAFacebookpage.

4.4 Setting up a great playgroup environment

Onceplaygroupshavebeeninoperationforawhile,theyusuallyhaveplentyoftoysforthechildren.Infact,therecanbesomanytoysavailablethatchildrenareeitheroverwhelmedandunabletomakeachoiceor,forafeelingofsecurity,theyheadstraightforthesamethingeverytime.Whenyousetupyourareaforplaygroupyoumaywishtoconsiderthefollowing:

Thingstoconsiderwhensettinguptheplayenvironment:

• Arethetoysandactivitiesappropriatefortheagesandlevelsofdevelopmentofthechildrenattendingtheplaygroup?

• Aretherearangeofplayexperiencesbeingoffered;suchasmake-believe(dress-upsandprops),role-play(homeandworkequipmentsuchaspots,pansandlawnmowers),creativeplayandmanipulativetoys(thatpushorpullalong,threading,puzzlesandsoon)

• Aretheretoysandactivitiessuitableforchildrenwithadditionalneeds?

• Aretheretoysandactivitieswhichdisplayasensitivitytowardstheculturalbackgroundsofallthemembersof thegroup?

• Aretheretoomanytoysandactivities?Iftherearetoomanytoysoutatonetime,piecesaremorelikelytogetmixedupandgomissing.Thisisfrustratingforeveryonebuthappenslessfrequentlywhensomeitemsareleftinthestoreroom

• Isthereenoughequipmentsuchasgluepots,brushes,scissorsandstickersforthenumberofchildreninthegrouptoavoidfrustrationiftheyhavetowaittoolong?

• Ratherthangetoutallthetoyseveryweek,trymakingaselection.Ifacertaintoyorsetoftoyshasbeenleftinthecupboardforafewweeks,evenaterm,thenoveltyofseeingitagainmakesitlikenew


mailto:publications%40playgroupwa.com.au?subject=

4.5 Laying out a play spaceHavingagreatplaygroupenvironmentisnotjustabouthavingtherighttoysandequipment.Italsoinvolvessettingoutactivitiesinawaythatmakesthemsafe,accessibleandappealingtochildren.

Herearesomeideasyoumayfindusefulinlayingouttheplaygroupspace:

• Setoutplaymaterialsandtoysinaslargeanareaasissafeandsensible.Thisgivesthechildrenroomtomove,separatestheactivitiesclearlyandpreventsafeelingof being overcrowded

• Usefloorspaceaswellassmalltablestoprovideavarietyofplaysurfaces.Setsofsmallertoyssuchasfarmanimalsandconstructionblocksaregreattokeepindrawstringbagmats.Attheendofthesessiontheycanbeeasilycollected,thestringsdrawnandthebaghung up in a cupboard

• Haveaseparateareaforquietplay;puzzles,nestingandpostingtoys,storybooksanddrawing.Childrenoftenlikeatimewithquieteractivitiesandthisisbestifremovedfromthemorenoisyplay!

• Havemessyactivitiessetupinareaseasilymoppedandclosetoasinkorbucketforeasycleaning.Spillsshouldbequicklycleanedupfromthefloortopreventslipping!Keeppaint,playdough,glue,glitterandsoonawayfrombooks,puzzles and posters

• Makesurethereisaspecialsafe,playareaonthefloor for babies

• Ride-ontoysarebestusedinoutdoorareasorclearly defined spaces

4.6 How structured should a playgroup session be?

Generallyplaygroupswillhavesomekindofroutineorstructure.Thismaybesettimesfordifferentactivitiesor itmaybefreeflowingandfollowthechildren’sinterestsontheday.Thereisnorightorwrongamountofstructureorroutine.Each playgroupandeachsessioninlargerplaygroupsneedtodeterminewhatisappropriate for them.

Babyplaygroupsdon’tneedmuchstructureassetactivitiesaren’tgenerallyappropriateforbabiesandtheyareoftenfeedingandsleepingatdifferenttimesthroughoutthesession.Olderchildrenmayrequireamorestructuredscheduleofactivitiestokeepthemactiveandinterestedbutthiswillalwaysdependontheindividualneedsofeachplaygroup.Astheagesandstagesofthechildrenchange,thestructuremayalsoneed tochange.

Werecommendthateachplaygroupsessiondiscussthekindsofactivities,routinesandstructuretheywantatplaygroup.Thiscanbedoneinformallyoveracoffeeorataplanningorcommitteemeeting.Getinputfromtheplaygroupmemberssothatyouknowhowmuchstructurethegroupfeelsisimportant.

Someadvantagesofhavingaroutinecaninclude:

• Childrenhavetheopportunitytoparticipateandtrya rangeof activities

• Offeringarangeofactivitiesenhanceschildren’sgrossandfinemotorskills,languagedevelopmentandsocial,emotionalandcognitivedevelopment

• Thegroupincludingchildrenandadultsknowwhat to expect

• Routinecanhelppreparechildrenformoreformal learning

• Ensuresthegroupisreadytoleavethevenuewhentheirallottedtimeisup

• Issuesaroundsafetycanbemoreeffectivelymanaged.For example,theconsumptionofhotdrinks,theuseofscissors,androughandtumbleplay

• Keepingtheplaygrouprunningsmoothlyandsharing tasks

Playgroupswithmultiplesessionsmayliketodiscussthisatacommitteemeetingandprovideadviceandideastothedifferentsessionsandgettheirideasaboutwaysofintroducingmoreor lessstructure.

Whateveryourplaygroupdecidesitneedstobeashared decision.


4.7 Setting up routinesHavingasimpleroutinecanbeagreatwaytointroducesomestructuretoyourgroupifthatiswhatthegroupdecides.Settingatimetablefordifferentactivitiesduringthesessioncanhelptomakechildrensettledandconfidentatplaygroup.Theschedulemightincludetimeforindoorplayandoutdoorplay,setactivitytimessuchascraft,storytimeandmusictime,morningtea,packinguptimeandagoodbyeactivity.

Playgrouproutinesmightalsoincluderulesforbehavioursuchaswashinghandsbeforeeatingandsittingdownformorningteaandstorytime.Justkeepinmindthatchildrendevelopdifferentlyandthatitisalwaysimportanttobeflexibleinapplyingyourplaygrouprules.Somechildrenmayneedsupportinordertograduallyparticipateinroutines.

Itisagoodideaforplaygroupstoreviewtheirroutinesfromtimetotimetoensurethatsessionsaremeetingtheneedsofeverybody.Periodicallythegroupshouldmaketimetotalkabouttheirgroupsroutinesandtimetabletoensurethatitismeetingneedsandwherenecessarymakechangestoensurethattheenvironmentisstimulating,nurturing,developmentallyappropriate,safeandcomfortableforthefamiliesattending.

4.8 Playgroup session outingsEveryonelovesanoutingandorganisingoneoccasionallywithyourplaygroupcanbringapleasantandfunchangefromyourregularsessions.

Itdoesn’thavetobecomplicatedorexpensive;justawalkto the local park for morning tea can be a real treat and atriptotheletterboxorpostofficetopostalettertoyourselfisfuntoo.

However,ifyou’dliketoplansomethingalittlefurther away, consider:• Whodecideswhereandwhen?• Isitfreeoristhecostwithinthereachofallfamilies?• Doestheactivityordestinationfittheplaygroupphilosophysothatitissuitableforallfamiliesand

childrenofallages?• Howwillfamilieswithouttransportgetthere?• Woulditaddtotheexperiencetohireabus?• Shoulditbeduringplaygrouptimeorafamilydayonthe weekend?

• Can/shouldtheexcursionbesubsidisedoutofgeneralfunds?

Some excursion ideas• Localparksandgardens,parksoutofyourimmediateareawhichmaybenewtoyourmembers

• Walktothedeli,walktotheletterbox,walkaroundthe block

• Thelocallibrarywillalmostcertainlyhavestorytime sessions

• Somefirestationswillletplaygroupsvisitorcanbringa fireenginetovisityou

• Takeatrain,busorferryride• Nationalparksandforestareas• Workingfarms

Otherexcursionideas(wherecostsareinvolved)

• Wildlifeparks,animalsanctuariesandthezoo• Indoorsoftplaycentres• Farmschoolsanddisplayfarms• Museums,exhibitionsandsciencedisplays

Taking careAnythingoutoftheordinarycanmakechildrenveryexcitedandtheycaneasilyforgetthesimplerulestheyareusedtointhefamiliarplaygroupenvironment.AdultsneedtobeextravigilantonexcursionsespeciallyaroundtrafficandwaterandremembertobeSunSmart.

InsurancecoverforexcursionsForinformationaboutspecificconditionsrelatingtoinsurancecoverduringplaygroupoutings,pleasecontactPlaygroupWA’sinsurancebroker.ContactPlaygroupWAforcontactdetailsorclick here to go to Section 11 Insurance.


5 Finding Members and Keeping Them

“ Playgroups are a source of enjoyment for many families in the community and are an important community resource.”

5FindingMembersandKeepingThem – PAGE 19

Ifaplaygroupdoesn’thavemembersthenthereisnoplaygroup.Encouragingpeopletobecomemembersofplaygroupandmaintainingmembershipnumbersisclearlyveryimportant.The followingsectionsoffersomeideasandstrategiestopromoteplaygroupsand keepmembers.

5.1 Promoting your playgroupPlaygroupsareasourceofenjoymentformanyfamiliesin the community and are an important community resource.Promotingyourplaygroupcanhelpto:

• Informotherfamiliesinthecommunityaboutyour playgroup

• Supportfamilieswithyoungchildrenwhofeelisolated

• Makethegeneralcommunityawareofthevalueof playgroups

• Attractnewmembers

Herearesomesuggestionsforpromoting your Playgroup:

Playgroup WA DatabaseWhenyoujoinasmembersofPlaygroupWA(Inc),yourplaygroupisautomaticallyenteredintothedatabasesothatfamiliesenquiringaboutplaygroupsintheirlocalareacan be referred to your group.

playgroupwa.com.auAsamemberofPlaygroupWA,yourplaygroup’s detailscanbe addedtothe‘Findaplaygroup’directory at playgroupwa.com.au.

‘Findaplaygroup’isthemostfrequentlyvisitedpageonPlaygroupWA’swebsite.Letusknowifyourdetailschangesofamiliescangetuptodatecontactinformation.

Ifyourplaygroupneedsmoremembersyoucanalsogainextrapublicitybyplacingafreeadvertisementonour Playgroup Noticeboard at playgroupwa.com.au

FacebookThePlaygroupWAFacebookpageisconstantlyincreasingitsnumberoffollowersandisagreatplacetopromoteyourplaygroup.Simplygotofacebook.com/PlaygroupWA andpostdetailsaboutyourplaygroup.

YoucanalsocreateyourownPlaygroupFacebookpagetostayintouchwithyourmembersandpeopleinyourlocalcommunity.TherearealreadymanyplaygroupsinWAwhoaresuccessfullyusingFacebookasawayofpromotingtheirplaygroup.IfyouwouldlikemoreinformationonsettingupyourownFacebookpage,pleaseclickonthelinkbelow:

www.facebook.com/help/pages/getting-started

WordofmouthMostfamiliesjoinaplaygroupbecauseafriendinvitedthem.Chattoyourfriendsandrelativesaboutplaygroup.Sendplaygroupinformationtoyournetworksviaemail,textmessageorsocialnetworksites.Ifyourplaygroupistryingtobuildupitsmembersyoucouldalsocarryplaygroupinformationwithyouandpassitontoparentswithyoungchildrenyoumeetwhileshopping,atkindergartenpickuporwhereveryougoinyour local area.

InformationstandSetupaninformationstallatthelocalshoppingcentre,libraryorcommunitycentre.Thisisagreatwaytospeakpersonallywithpeopleabouttheplaygroup.Haveinformationthatpeoplecantakeawaywiththem.Remembertogetpermissionfromthevenueownertosetupaninformationstand.

5 Finding Members and Keeping Them



http://playgroupwa.com.auhttps://www.facebook.com/PlaygroupWAhttp://www.facebook.com/help/pages/getting-started

PostersMakeaposteraboutyourplaygroupanddisplayitatlocalmeetingplaces.Advertiseoncommunityboardsatlocallibraries,banks,localschool,shoppingcentres,childhealthclinicsordoctors’surgeries.

Howtomakeaposter

• Communitynoticeboardsusuallyhavelimitedspaceavailablesomakeapostertoareasonablesize,suchasA4 (210 x 297mm)orA5(148x210mm)

• Keepinformationtoaminimumbutmakesurecontactdetails areclear

• Contactustogettheplaygroupmemberlogoandfeaturethelogoprominentlyontheposter

• Addsomecolour,butavoidyellowprintingasitishardtoreadfromadistance

• Includeachild’sdrawingtoaddinterestandappeal

• Drawattentionbyaddingimagesofplaygroupactivities

• Addatearoffsectionwithcontactdetailsatthebottomsopeoplecantakethemwiththem

BrochuresMakeabrochurethatisasmallerversionoftheposterwithmoredetailsaddedsuchas:

• Playgroup name

• Agesofchildren

• Whataplaygroupis

• Where and when you meet

• Contactperson

• Whathappensatplaygroup

• What to bring

• Termdates

• Fees

• Yourplaygroupsbasicguidelinesandphilosophy

Circulatethebrochuresaroundthelocalarea,haveapramwalkanddropbrochuresinletterboxesorleavethematplacesinyourcommunitywherefamilieswithyoungchildrenfrequentlyvisit,suchaslibraries,childhealthclinics,doctors’surgeries or pharmacies.

SignagePutasimple‘PLAYGROUP’signwithaphonenumberandemailcontactonafence,wallornoticeboardwhereyoumeet.Besuretoprovideamobilenumberasbusyplaygroupfamiliesareoftenhardtoreach.Youmaybeabletohaveasandwichboardoutsideyourbuildingwhileyourplaygroupismeeting.Thesecanbeparticularlyusefulifitisunclearwheretheplaygroupvenueorroom islocated.WehavesomefunPlaygroupMeetsHeresignageaswell-emailhotline@playgroupwa.com.au andaskabouthowyoucanreceiveoneforFREE.

EventsPlananeventtopromoteyourplaygroup.Itcouldbeanopenday,ateddybear’spicnicorbringafriendtoplaygroupevent.Planeventscarefullyandadvertisewidelywithinyourlocalcommunity.Invitepeopletocomealongandmeetyou,seewhathappensatplaygroupandshareamorningtea,afternoontea,lunchoracoffee.Itwouldbeagreatideatoorganisesomeactivitiesforfamiliestoparticipatein.Maybeinvitethelocalmedia,localcouncillorsandpoliticians.Makesurethattheeventiswellorganisedandthatallvisitorsarewarmlywelcomedandencouragedtojoinin.Besuretohaveinformationonhandaboutyourplaygroupincludingcontactnamesanddetails,sessiontimesandcosts.Theaimistomakethedaysomuchfun,thatfamilieswanttoreturn.

Council ListingsContactyourlocalcouncilandasktobeincludedonitswebsiteandinitsnextcommunityhandbook.Updateyour information each year.



mailto:hotline%40playgroupwa.com.au?subject=Playgroup%20Meets%20Here%20signage

ProfessionalsandothergroupsAskforhelpfromyourlocalchildhealthclinic,children’slibrarian,schoolprincipalorkindergartenteacher.Peopleworkingwithfamiliesareoftenhappytohelporsuggestwaysofpromotingplaygroup.TalkaboutplaygroupswithlocalcoordinatorsfromtheAustralian Breastfeeding Association,Australian Multiple Birth Association and otherfamilyservicegroups.

NationalPlaygroupWeekDuringNationalPlaygroupWeekplaygroupsaroundAustralialetpeopleknowwhytheygotoplaygroup.PlaygroupsareencouragedtocreatetheirownoriginaleventduringNationalPlaygroupWeektoadvertisethroughouttheircommunityorintheirlocalpapers.Lotsofpeopledon’tknoworunderstandwhatgoesonatplaygrouporthatthereisaplaygroupcloseby.Thisisyourchancetoshowwhatyourplaygroupoffersandinvitefamiliestocomeandjoininthefun.

5.1.1 Planning your promotion

Goodplanningisessentialifyourpromotionaldriveistobe successful.

BeforetheeventDecideasagroupwhatyouwilldoandwhere,when andhowyouwilldoit.Keepfocusedonwhyyouareactuallyhavingtheeventtohelpyoumakethesedecisions.Geteveryoneinvolvedandvalueeveryone’sinput.Keepeveryonewellinformedasorganisationof theeventprogresses.

Discuss:

• Usingcommunityfacilities-parks,shoppingcentres,local buildings

• Keepingactivitiessimple

• Preparing and keeping to a budget

• Personallyinvitingcommunityleaders,mediaandspecial guests

• Confirmingentertainersandvenuesinwriting

• Advertisingpossibilities

• Havingawetweathercontingencyplan

• Documentingeverythingtohelpplanfutureevents

• Conductingasafetycheckofarea

• Havingfirstaidonhand

Aftertheevent

• Followupallcontactsmade

• Discusswhatwentwellandwhatdidn’t

• Enjoyyoursuccessandlearnfromwhatmaynothave worked well

• Complete documentation including all financial transactions

• Writethankyouletters

• Putallpicturestakenandpublishednewspaperarticles ontheplaygroupnoticeboard

Emailphotosanddetailsofyoureventto [email protected] orposttheseonthePlaygroupWAFacebookpage,sothatotherplaygroupscanshareyourgreat ideas.



mailto:publications%40playgroupwa.com.au?subject=

5.1.2 Local media & gaining publicity for your playgroup

Media relationsUsingmediaisoneofthemostimportantwaysyourplaygroupcanraiseitsprofile.

Local publicityGettingpublicityinyourlocalnewspapersiseasierthanyouthink.Localnewspapersareaboutlocalnewsandwhatbetterthanastoryaboutalocalplaygroup.Emailafewlinestoyourlocalnewspaper’scommunitycolumnstatingyourplaygroupname,whereandwhenyoumeet,acontactphonenumberandthatnewfamiliesarewelcome.Thenewspaperwillnotkeepyouritemonfilesoyouwillneedtoresubmititeachtimeyouwantittoappear.Togetmorespace,youwillneedtoofferthenewspaperaphotoopportunity.Trysomethingunusuallikeadultsackraces,avisitinganimalfarmorperforminggrandparents.Photographersaremorelikelytoattendifthereissomethingvisuallyinterestingforthemtocapture.Thinkaboutthisbeforeyoumakecontactwiththenewspaper.

Stepstosuccessfullocalpublicity:

1. Think about what would make a good photo opportunity.Gettingaphotographofyourplaygrouppublishedwillattractmoreattentionthanjustwords.Ifyouneedpre-publicitythinkhowyoucanmockupaphotoopportunity.Wouldpreparationsforthedaymakeagoodphotographe.g.childrenmakingamural?

2. Findoutthenameoftheseniorjournalistsatyourlocalnewspapersandcallthemaboutthreeweeksbeforeyouwantsomethingtoappear.Beenthusiastic!Tellthemaboutyoureventandaskifaphotographercancome.Askiftheywouldlikeyoutosenddetails

3. Iftheyareinterested,sendbriefdetailscoveringwhat,whereandwhenyoureventisandifapplicablewhyyou’reholdingtheevent.Supplyonecontactnamewithabusinesshoursphonenumberformoreinformation.Sendthesedetailstothemsoonafteryouhavespoken

4. Oneweekbeforeyoureventconfirmthephotographerisstill coming

5. Makesuresomeonegreetsthephotographerandoffers assistance

6. Ifaphotographerdoesnotattendtryagainnexttime

7. Regularlysubmitbriefdetailsaboutyourplaygrouptothenewspapers’communitycolumns

8. Ifpossible,alwaysgiveyourstorytomorethanonelocalnewspapertoincreaseyourchancesofgettingarun

Public service announcementsNon-profitorganisationscanusefreeradioandtelevisionairtimeforpublicserviceannouncements.

Tipsforpublicserviceannouncements:

• Trytomatchthequalityof(competing)professional advertisements

• Makesurethearea/scoveredbyaparticularstationwillreachyourdesiredaudience

• Findoutwhatpublicserviceannouncementtimeisavailableonlocalstationsandthepreferredformat for releases

• Makeshort,conciseannouncements

• Haveonlyonemessageinyourannouncement

• Alwaysthankthestationforairingyourpublicservice announcement



5.2MakingeveryonefeelwelcomePlaygroups,bytheirverynaturebringallkindsofpeopletogether:mothers,fathers,familydaycareworkers,grandparents,nannies,youngparents,olderparents,parentswhoworkoutsidethehome,parentswhoarefulltimeathomewiththeirchildren,samesexparents,singleparents.Anyonecaringforchildren0-5yearsoldcangotoa local playgroup.

PlaygroupWAencouragesplaygroupstoallownewfamiliestovisittheirplaygrouporpreferredplaygroupsessionforuptothreeweekstoallowthefamiliestoseeifitistherightplaygroupforthem.Afterthreeweeks,inordertobecoveredbyinsurancefamilieswillneedtopaythePlaygroupWAmembershipfee.The playgroupshouldthenforwardthefeestoPlaygroupWAassoon aspracticable.

5.3SettlingnewfamiliesArrivingatplaygroupforthefirsttimecanbedauntingforfamilies.Somefamilieswillfeelshyandmayfindithardtointroducethemselvestoothers.

Thefollowingideasmaybeuseful:

• Awelcomingletterand/orbookletwithbasicinformation about the playgroup and outlining expectationsofthem

• Awelcomingperson-spendssometimewiththenewfamilyandgivesbasicinformationaboutthegroup

• Createabuddysystem-linkaregularplaygroup parent/carertoanewpersonsothattheycanhelpthenewfamilyduringthefirstfewvisits.Theycanbeavailabletoanswerquestionsandperhapsmakecontactwiththenewfamilybetween sessions

• Maketimeattheendofthesessionforachatwithnew families

• Don’tgivetoomuchinformationonthefirstday-justgiveenoughtohelpfamiliesgetby,forexamplearoughtimetable and what to bring each week may be enough informationonthefirstday

• Saygoodbyeattheendofthesession-encouragethemtocomebacknextweek

• Usenametags-itwillhelpnewmemberswhentalkingtoothersandwillhelpthemfeelmorecomfortableifothersareabletocallthembytheirfirstname

• Phonethemduringtheweek-seeiftheyhaveanyquestionsandfindouthowtheyfeltabouttheirfirstday

• Allownewfamiliestoattendforseveralweeksbeforeyouaskthemtobecomeinvolvedintherostersystem

• Rosternewmemberswithsomeoneelsewhohasdonethattaskbefore.Thewelcomingpersonorbuddycangentlyremindnewmembersthatitistheirturntodoacertainjobandexplainwhatisinvolved

Exampleisthebestteacher.Ifyourplaygrouphasanatmosphereofcaringandco-operationandmembersareseentoparticipatefullyinallaspectsofplaygroup,newmemberswillquicklyseethevalueandimportanceofthisandhappilyjoinin.

Rememberthatwelcomingnewmembersiseveryone’s responsibility.

Someclose-knitplaygroupsorsessionsfinditdifficulttoacceptnewmembers.Trytomakeafamily’sfirstimpressionsreallypositiveandbeawarethatplaygroupsdoindeedchangeassomefamiliesleaveandnewonesjoinandviewthesechangesinapositiveway.



5.4ValuingdifferencesOneofthejoysofplaygroupisthatitbringstogetherfamiliesfromallsocial,culturalandeconomicbackgrounds,allsharingthecommonobjectiveofhavingfunwiththeirchildren.All membershavesomethingtooffer,whetherit’sfromtheirmanagementandorganisationalskills,ortheirpracticaland creativeskills.

Alittlethoughtintheplaygroup’splanningensuresthatallfamiliescontinuetofeelwelcomenomatterwhattheirdifferencesorpersonalcircumstances.

5.4.1Welcomingdifferentcultures

WesternAustraliaismadeupofpeoplefromallovertheworldwithdifferentculturalbackgrounds,regionsandlanguages.This bringsawonderfuldiversitytoourcommunitiesacrossthestateandisreflectedincommunityplaygroups.

Herearesomeideasforplaygroupstoconsiderthatmighthelptocreateanenvironmentthatincludesandwelcomesdiversity:

• Encouragefamiliestodiscusstheirculture

• Sharetraditionalfoodsandrecipes

• Sharethecommonlanguageofasmile,bodylanguageandhandgestures

• Displayaposteratyourplaygroupthatsays‘welcome’in many languages

• Learnthewordsfor‘hello’inseverallanguages.Afteragreetingsonglike,Whatdoyouthinkmynameis,youcouldsay,“Let’ssayhellotoGemmainIndonesiantoday.Halo Gemma!”

• Havefamiliesfromdifferentculturesrepresentedonposters andflyers

• Haveaflagdayandpaintavarietyofflagstohangupatplaygroup.Explaineachcountryhasspecialcoloursandpatternsontheirflag

• Discussfestivalscelebratedbymembersofyourplaygroupandtalkabouthowfamiliescansharecustomsandactivities

• Borrowduallanguagebooksfromyourlibrary

• Sharetraditionalgamesandtoysusedbyfamiliesinyour playgroup

• Purchasedollswithdifferentskintones

• Sharetraditionalcrafts

• Checkthespellingofnameswhenpreparingnametagsorwritingplaygrouplists.Peopleliketoknowtheirnameisrecognisedasimportant

• AskfamiliesthatspeaklanguagesotherthanEnglishtoteachthegroupasimplesongintheirfirstlanguage

• Useroleplay,dressup,homeplay,languagegames,danceandmovementfromdifferentcultures

Forhelptoincludefamiliesfromdifferentcultural backgroundscontactPlaygroupWAon1800171882oremail [email protected].



mailto:hotline%40playgroupwa.com.au?subject=

5.4.2Welcomingafamilywithanadultorchildwith a disability

Diversityisgoodforeverybodyintermsoflearningandexperience.Inclusionencourageschildren’sawarenessofindividualdifferencesandappreciationofthegreatdiversityamongpeople.Itencouragesempathyandunderstandingandprovidesawiderexperienceforallchildren;thisisofbenefitnotjusttotheindividualbuttothe wider community.

Thatdoesn’tmakeiteasyforsomeonetowalkintoaroomfullofstrangerswonderingiftheyortheirchildwithadisabilitywillbeacceptedbythegroup.Weallexpectotherstomoveandbehaveincertainwaysandwhentheydon’t,thatcanleadtoquestionsorconcerns.

When welcoming a family with an adult or child with a disabilitytalkwiththemanddrawontheirownexperienceandknowledgeabouttheirsortheirchild’srequirements.

Adultsmayneedtosupportchildren’sunderstandingofdifferenceandtohelpthemtoacceptdifferencesinabilities.Herearesomethingstoconsiderwhenexplainingdifferencesinabilitiestochildren:

• Explorehoweveryoneinyourplaygroupisdifferent-who’sbig,little,old,young,hasblondeorblackhair,wholikesordislikesswings.Helpchildrenseethateveryoneisdifferentanduniquebutstressthethingswehaveincommon.Forexample,“Katecan’ttalkyetbutdoesliketoholdyourhandwhileyousingRing a Ring a Rosie”

• Bereadytoexplainandinterveneifotherchildrenaremakingunrealisticdemands

• Encourage children when they interact well. Acknowledgeachild’sattemptstosocialisebygivingthemastartingpointforinvolvement.Suggesttheysitandshareatoywiththe new child

• Encouragechildrentointeractfreelyandanswertheirquestionsopenlyandhonestly.Adultsmayintroducechildrentostartoffplay,forexample:“Jenny can’t see the blocks very well, but she can make towers with you”

Herearesomestrategiesforplaygroupstoconsiderthatmighthelptocreateamoreaccessibleandinclusiveplaygroup environment:

• Setuptheenvironmenttoensurethatallchildrenandadultsareabletomovearoundandplaysafely

• Usebooksandstoriestohelpadultsandchildrentounderstanddisability

• Ifafamilymemberhasdifficultycarryingoutrosterdutiesitmaybehelpfultoaskthemiftheywouldliketobetakenoffthesedutiesoriftheywouldliketohelpoutinotherways

• Beflexiblewhennegotiatingrolesandresponsibilitiestofamilieswhohaveaparentorchildwithadisability

• Lookatwayswherephysicalaccesscanbeimproved

• Whenhiringorleasingabuilding,contactthevenueownertoexplorethepossibilityofmakingchangestothevenuetoimprovephysicalaccess

Rememberintroducingchildrentoarangeofpeoplewithvaryingabilitiescanhavelifelongbenefitsfortheindividualand the community.

Forhelptoincludefamilieswithafamilymemberwith disabilitiescontactplaygroupWAon1800171882oremail [email protected]




6 Organising Your Playgroup

6OrganisingyourPlaygroup – PAGE 27

6 Organising Your Playgroup

Thissectionoffershintstohelpyouorganiseyourplaygroup.Therearetipsforgettingthingsdoneandorganisingthegroup,communication,structuringplaygroupsessionsandwelcoming newfamilies.

Ingeneralplaygroupsneedtwomainsystemstobesetinplacetoensuretheyrunsmoothly:

1.Amethodtogetalltasksdone

2.Waystocommunicateeffectively

6.1 What jobs need to be consideredTostartwiththeplaygroupneedstoidentifywhatjobsneedtobedone.Thesemightinclude:

• Tasksrelatingtothevenue-hiringorleasingavenue,collectingandstoringkeys,cleaning,safetyandhygiene

• Purchasing,maintenanceandstorageoftoysandplaygroup equipment

• Administrationandfinances

• Supplyand,preparationandclean-upoffoodforchildrenand adults

• Packingawayattheendofsessions

• Annualcleanupandpackupfortheyear

• Promotion of the playgroup

• Fundraising

• Committeerolesifapplicable GotoSection7.2.6.Committee Rolesand Responsibilities

Oncethetaskshavebeenidentifieddecidehowoftentheyneedtobecompleted.Sometaskswillonlyneedtobedoneweekly,someonceatermandothersonceayear.ThelistcanthenbeagreatchecklistIfthegroupmakesalisttheycanthenuseittomakesurethetasksarecompletedandallplaygroupmemberscanhaveinputintoensuringtheyareachieved.

NOTE:Incorporatedplaygroupsmayenterintoleasesandassuchwillhaveothertasksthatcouldincludemaintenanceofthebuilding,upkeepofoutsideareasandplayequipment.Thiswilldependonthetypeofleasetheplaygrouphaswiththevenueowner.Itisimportanttoreviewtheleasetobesurethegroupunderstandswhatisrequiredofthem.

6.2 Getting the job doneOncethegrouphasidentifiedwhatneedstogetdonetheycanbeginplanninghowtodelegatethejobsamongthegroupmembers.Howthisisdonewilldependoneachplaygroup.Justremembertokeepitassimpleandeffectiveaspossibleandthatthereisnorightor wrong way.

Thatsaidthemoretheworkissharedaround,themoreskillsthegroupwillhavetodrawonandthelesslikepeoplewill‘burnout’.Sharingtheloadcanbuildasenseofownershipandempowermentwithinthegroupaseveryonedevelopsandusestheirskillstoruntheplaygroup together.

Trytoavoidthe“I run the playgroup”syndrome.Thatisonepersonwhoseemstodoalltheworkandmakesallthedecisions.Playgroupsareforeveryonesotryingtoinvolveeveryoneissomethingtobeworkedtowards.Ifacollectiveapproachisnotachieveditcouldresultin:

• Thosedoingtheworkfeelingoverburdenedand undervalued

• Burnout

• Othermembersfeelingtheyhavenoroletoplay

• Noonehasdevelopedtheskillsorinteresttotakeoverthe management of the playgroup



Fromtimetotimesharingtheworkloadamongplaygroupparticipantscancauseconcernandattimesresultindiscontentifnotdealtwithpromptly.Yourplaygroupmayhaveanissuewithsharingtheworkloadifanyofthefollowing happen:

• Haveyouevercomplained(orheardsomeoneelseinyourplaygroupcomplain)thatnoonewillevertakeonsuch-and-suchajobandyou’restuckwithitagain?

• Doesitfrequentlyhappenthatthepersonwhoseturnitistoorganiseanactivitydoesn’tturnup?

• Doyoufindthetoyclean-uprostersheetremainsblankforweeksuntilthesamefourpeopleaslastyeargrudginglyturnupagainanddoallthework?

• DoesyourplaygroupdreadtheAGMbecausenoonevolunteerstojointhecommitteeorbecomeasession leader?

6.2.1 Some simple strategies to delegate the work

Itisimportanttorememberthatlotsofpeoplehaveusefulskillsandexperienceandarehappytohelpout.So don’tbeafraidtoaskforhelp.Sometimespeopledon’tknowthattheworkloadishardtomanagebyoneortwopeopleandareonlytoohappytotakesomeoftheload.

Askingforvolunteersisagreatplacetostart.Geteverybodytotellthegroupwhatskillstheyhave,whatthey are good at or like doing and then look at how the jobscanbematchedto the people.

Iftheplaygroupislargewithmultiplesessionshavingdesignatedpositionswithroledescriptionsmaybenecessary.For example,theplaygroupmaydecidetohavesessionleadersandcommitteememberstocarryoutsomekeytasks. See7.2.6 CommitteeRolesandResponsibilities.

Onceyouhaveasysteminplaceitneedstobeproperlycommunicatedtoalltheplaygroupmembersandreviewedtoensureitisstillthebestwaytogetthejobdone.

Rosters: Rosterscanbeahelpfulwayofgettingeveryoneinvolvedandsharingthedailyorweeklyworkload.

Term roster: Thisisintheformofacalendarplanner. Allplaygroupsessionsforthetermarelistedwiththenamesofthemembersandtheirdutiesforeachday.Copiesmaybegiventoeachmembersotheycankeeptrackandarrangeswapsiftheyareunabletoattendontheirrosterday.

Duty list or cards:Alistofjobsorsetofcardsismadeupwithallthenecessaryweeklyplaygroupjobs.Eachmembercanaddtheirnametothedutylistorifusingcardscaneitherbegivenortakeacardastheyarrivethatindicatestheirdutyforthatday.

Weeklyroutinessuchasopeningup,settingup,preparingchildren’sandadults’snacks,clearingawayequipment,sweepingandvacuumingtheroomandtakinghomethewashingcanall beincluded.

Whensettinguprostersystemsconsider:

• Whoisresponsiblefordrawingupanddistributingthe roster?

• Whatisthearrangementforsomeonewhocannot attend?

• Informalarrangementsifsomeoneiscaughtupsuchasfeedingorchangingababy,handlingadistressedchild,etc,andunabletohelp

• Whereandhowtherostershouldbedisplayed

• Doadditionaltasksneedtobeaddedorsomejobsremovedfromtheroster?

• Reviewingitattheendofeachtermtomakesureit’s working

• Ifsomeactivitiesaredoneinaveryparticularway,suchaspainting,settingupmorningteaorputtingawayequipment,rosternewmemberswithsomeonewhohasdonethetask before

• Theideaofrostersandtheexpectationthatcertaintaskswillbecarriedoutatcertaintimesmaybenewtosomepeople.Theymayneedagentlepromptfromthesessionleaderorwelcomingpersonabouttakingtheirturn



Setting up and packing awayFewplaygroupshavetheluxuryofapurposebuilt room.Formostplaygroups,playexperiencesneedto besetupandpackedawaywithintheplaygrouptime.Someroutinesandconsiderationsplaygroupshavefoundeffective:

• Eachmembertakesaturninsettingupandchoosingwhat to putout

• Shelvesandcontainersarewelllabelledtohelpwiththesettingupandpackingawayprocess

• Dependingonthevenueandthetypeofactivitiestheplaygroupisplanningitmaybehelpfultohavedesignatedareasfordifferenttypesofactivitiese.g. awetareaforpaintingandmessyplayoraquietcorner forreading

• Somegroupsinvolvechildreninbothsettingupandpackingaway.Itmayslowdowntheprocessbuttheresponsibilityandownershipoftheplaygroupbythechildrenisconsidered important

• Settingupandpackingawayisrostered

Sharing the loadEverybodywillgetmoreoutoftheirplaygroupexperiencebybeinginvolved.

Tohelpmakeiteasierforpeopletogetinvolvedmakesuretheplaygrouphasdiscussedwhattheexpectationsarearoundtheroleoffamiliesatplaygrouptoensurethesesharedandunderstoodbyeveryone.

Playgroupsthatwanttoencourageparticipationmightliketoconsidersomeofthefollowingideas:

• Increasethenumberofdesignatedroleswithlessworkinvolvedforeachone.Introduceinformalrolesforsmallor short term tasks

• Changesessionleadersand/orfeecollectorseverytermtoinvolvemorepeople

• Makesomejobsorrolesshorttermsomembersdon’tfeeldauntedbytakingsomethingon

• Approachpeopledirectlytoaskthemtocarryoutatask.Peoplemaynotalwaysrespondwelltonoticesonnoticeboardsandpreferdirectcommunication

• Ensuretheworkloadisevenlyspread.Playgroupsarevoluntary,non-profitcommunitygroupssetupforthemutualbenefitofallthemembers.No-oneshouldbecommittedtohoursandhoursofworkeveryweek

• Socialeventscanbeagreatwaytohelpbuildafeelingofmembershipandbelonging.Theplaygroupmightconsiderhostingacoffeemorningawayfromplaygrouporaneveningoutwithoutthechildren



6.3 CommunicationPlaygroupisaboutteamworkandgoeshandinhandwitheffectivecommunication.Playgroupmembersneedtounderstandwhatthegroup’sexpectationsareandwhentherearechangestorequirements.

Keepingeverybodyinformedandinvolvedwithdecisionmakingwillbuildasenseofgroupownershipandacooperativeplaygroupenvironmentandinvolvesgoodlisteningskillsand clearmessages.

It’simportanttokeepthelinesofcommunicationopen and take the time to allow the group to talk aboutplanningandactivities.Ifyouareamemberofaplaygroupcommitteeit’simportanttotakethetimetotalkwithallofthemembersatsometimeduringthesession.Thiswillhelppeopletofeelvaluedandincluded.

Communicationismorecomplicatedbutalsomoreimportant the larger the playgroup. The following are somestrategiesyourplaygroupmayliketoconsiderwhenplanninglines of communication:

• Usetechnologyasyourfriend.ManyplaygroupsusegroupemailsandFacebooktohavevirtualconversations

• Haveaplaygroupwebsiteornewsletterstocommunicatewithmembersandpromotetheplaygroup

• Keep people informed and in the loop through anoticeboardorcommunicationsbookattheplaygroup venue

6.4 Adding sessionsAsplaygroupsgrowandattractnewmembers,youmayliketoconsiderofferingadditionalsessions.

Newsessionsmightberequiredwhen:

• Theexistingsessionhasbecometoolarge

• Therearesufficientfamiliesonawaitinglist

• Thereisaneedforachoiceofdays,timesorstyles

• Newfamiliesjoiningsuchasagroupoffamilieswhoalreadyknoweachotherandwishtostarttheir own session

• Thereisaninterestinestablishingspecialinterestsessionsforgroupssuchasbabies,dads,familiesfrom differentculturalorlanguagebackgrounds, three-yearolds

6.4.1 Introducing new sessions to the playgroup

Itisimportanttomakesurethatwhenanewsessionisaddedthatthefamiliesaregivenalltheinformationtheyneedtoestablishtheirsession.Theywillalsoneedtoknowaboutthepracticalaspectsofbeingpartofyourplaygroupincludingyourpoliciesandprocedures.

Agoodwaytodothisistodevelopasimpleinductionpackorchecklistsothateveryoneknowswhatinformationthenewfamiliesneedandnothinggetsforgotten.

Somethingsyoumaywanttoconsiderincludinginyourinduction pack:

• Detailsonthecommitteeandpeopletocontactiftheyhaveanyquestions

• Housekeepingduties

• Committeemeetingschedule

• Guidelinesonreportingissuessuchasbrokentoysandvenueconcerns

• Thepoliciesandproceduresoftheplaygroup

• PlaygroupWAmembershipservicesincludingeNews,thewebsiteaddressandothermembercommunications

• DetailsonhowtocontactPlaygroupWAiftheyneedsupportandwheretheycanfindthePlaygroupWAManualonline



Advantagesofmulti-sessionplaygroupsMulti-sessionplaygroupsenjoyanumberofbenefitsincluding the following:

• Administrationandmanagementtasksaredonecentrallyby onecommittee

• Morechoicecanbeprovided

• Costsofrunningtheplaygroupcanbespreadovermore families

• Morenegotiatingpowerwithlocalgovernmentandbuilding owners

• MorefamiliestotakeonManagementCommitteerolesand to sharetheload

How do multi-session playgroups work?Ideallyeachsessionshouldbefreetofunctionaccordingtoitsneeds,valuesandwishesbutinkeepingwiththeoverallphilosophyoftheplaygroup.Itisimportanttoensurethatdecisionmakingandcommunicationremainsopenand includes everyone.

Whenaplaygroupoperatesmorethanonesession:

• MakesureeachsessionhasatleastonerepresentativeontheManagementCommittee

• Putproceduresinplaceforcollectingmoney-forexample,haveafeecollectorineachsession

• Appointasessionleadertoco-ordinateactivitiessuchaswelcomingnewfamilies,arrangingrostersandcirculatinginformationtothesessionmembers

• Decidehowfundraising,cleaning,maintenance,busybeesandotherjointactivitiescanbestbemanaged

• Usenoticeboardsorpigeonholearrangementstoensurethatallsessionshaveaccesstorelevantinformation,newsletters, noticesetc

• Makesurethatcommitteedecisions,informationandannouncementsarecommunicatedtoallsessions

Makesureyouupdatetheplaygroupmembership detailseitherviatheportalorbyemailing [email protected] youstartanewsessionandcompleteamembershipupdateform.YouwillneedtonominatesomeonefromeachsessiontobeamailcontactsothattheycanreceiveanddistributeinformationfromPlaygroupWAwithintheirsessions.




7 Managing Your Playgroup“ The key activities of the committee include planning, organising and leading the playgroup”

7ManagingyourPlaygroup – PAGE 33

Foraplaygrouptorunwellitneedsalittleorganisingbehindthescenes.Howthisisdonewon’tbethesamefor everyplaygroup.

Asinglesessionplaygroupwithjustafewfamiliesrarelyneedsaformalcommitteeandformalmeetingsmaynotbenecessarybecausedecisionscanbemadeatplaygroup.Decisionscanbemadeasagrouporyoumaydecidetodesignateindividual’srolesascoordinator,treasurer,orcontactperson.These decisionsareentirelyup to the group.

Iftheplaygroupgrowswithmorefamiliesandplaygroupsessions,managingtheplaygroupwillneedsomemoreformalprocessesformakingdecisionsandkeepingeverybodyinformed.Itmayevenbenecessarytoformacommitteeandasksomememberstotakeonsomespecifictasks.Thegroupmaydecidetherearesomebenefitstobeingincorporated;inwhichcaseacommitteewillbenecessary.

7.1AdviceforonesessionplaygroupsInthissectiononmanagingplaygroupsthereisalotofinformationthatwillnotapplytosmallerplaygroupsthatmayhaveonlyonesessionandthreeorfourfamilies.Asasmallplaygroupmostoftheplanninganddecision-makingcanhappenatplaygroupandaslongaseveryoneispresentthencommunicationwon’tbeanissuefor you either.

Whenwetalkaboutplaygroupcommitteeswearesimplytalkingaboutanelectedgroupofparentsandcaregiverswhovolunteertoorganisethemanagementoftheplaygrouponbehalfofthemembers.Ifcommitteesoundstooformalforyourplaygroupthenyoucansimplycallitanorganisinggroup.

WhenyoureadthissectionoftheManualyouneedtokeepinmindyourownplaygroupneedsandignorethepartsthatdon’tapplytoyou.Insomecasesitmaybethatthereareusefulideasbutyouneedtoadaptthemtoyourowngroup’sneeds.Whenitcomestoplaygroupsitisdefinitelythecasethat‘onesizedoesnotfitall’.

7.2 The Playgroup CommitteeAplaygroupcommitteeisagroupofparents/caregiversappointed to manage the playgroup on behalf of the members.Thatstillmeansthateachplaygroupmemberhasequalrights.

Thecommitteemembersvolunteertheirtimeandexpertiseandshouldbereimbursedforanyoutofpocketexpensesforexamplepostage,stationaryandphonecalls.

7.2.1 Forming a Playgroup Committee

Whensettingupacommitteebeclearabout:

• Itsfunction

• Powers

• Whatdecisionsitcanmakeregardingtherunningof each session

• Whatpoliciesarenecessary

• Howeverycommitteemembercanbeheard

• Howdecisionsarecommunicatedbacktothebroader playgroupmembers.

Thecommitteewillusuallyconsistofapresident,secretary,treasurerandarepresentativefromeachplaygroupsession.Otherpositionsmayincludevice-president,enrolmentofficer,a contactperson,fundraisingco-ordinatorandpurchasingofficer.

Youmaynotneedallthesepositionsandsomerolescanbecombined.Chooseonlythepositionsthatwillbestserveyourplaygroup.Rememberkeepitassimpleas you can.

Ifyourplaygroupisincorporatedyouwillneedtorefertoyourconstitutiontocheckifthereareanyrequirementsaroundcommitteesizeandpositions.

Go to section 7.7 Incorporations and Constitutions for more information.

7 Managing your playgroup



7.2.2Committeesize

Thesizeofthecommitteewillvaryaccordingtothesizeandneedsoftheplaygroup.Thefollowingpointsareusefulinconsideringthesizeofyourcommittee:

• Committeesthataretoobigcanresultinlengthymeetingtimesanddifficultiesinreachingdecisions

• Everyoneonthecommitteeneedstofeelusefuland needed

• Thereareafewkeypositionsthatyouwillneedandarangeofotherpositionsthatyoumaywishtoconsiderto help with the running of the playgroup

• Multi-sessionplaygroupswouldideallyhaverepresentativesfromeachsessiononthecommittee if possible

• Ifitisnotpossibleforrepresentativesfromeachsessiononthecommittee,thinkaboutalternativewaystoincludesessionfeedbackandconcernsatmeetings

7.2.3 Recruiting committee members

Recruitingmembersfortheplaygroupcommitteecanbehard,families’livesarebecomingverybusyandhavingtimetobeonacommitteecanbedifficult.Herearesomeideastohelp:

• Provideclearinformationaboutthejobsandtasks involved

• Considerwaysofrecruitingthroughouttheyear

• Askeachcommitteemembertoactivelyrecruittheir replacement

• Acknowledgecontributionsandshowappreciationfor member’sefforts

• Approachparentsorcaregiverswhocoulddothejob

• Inviteprospectivememberstoattendacommittee meeting

• Haveanominationsystem;manypeoplearetooshyto puttheirownnameforward

• Considermakingitmandatorythateachsessionhasonerepresentativeonthecommittee

• Ifpeoplecan’tcommitforayeartryshorterperiodson a rostersystem

• Useincentives-forexamplediscountedfeesorfirstchoiceof sessions

• Makemeetingsfriendlyandwelcoming

Ifyouhaveacommitteememberresigntrytofindoutthereasonsandtaketheopportunitytoreviewtheoperationofthecommittee.Informmembersofthevacancyandinvitenominations.Oncerecruitedprovidethemwiththeinformationandsupporttheyneedfortherole.

7.2.4 Keeping your committee members

Onceyouhaveacommitteeitisimportanttoworkinwaysthatencouragethemtocontinueintheirroleon the committee.

• Respectandsupporteachother;sharetheworkload evenly

• Don’tletanypositionbecomesobigthatnoonewantstotake itover

• Don’ttrytodotoomuch,onlytakeonwhatisreasonableand achievable

• Findwaystoshowyouvalueeachperson’scontribution.For exampleamorningteaforcommitteemembers, flowers,asmallgiftifappropriate,oranendofyearcommitteenightouttorewardyourselves

• Havefun!



7.2.5 Replacing a committee member

Foravarietyofreasonsmembersofplaygroupcommitteesmay resign.Ifthishappens:

• Thank them for their contribution

• Ifthereasonforresigningisnotclear,talktotheresigningmembertoseeifthereisanythingthatmightencourage them to remain on the committee

• Taketheopportunitytoreviewtheoperationofyourcommitteeandtomakechangeswhereappropriate

• Checktheplaygrouppoliciesandprocedurestoseeifthereareanyguidelinesyouneedtofollow

• Informmembersofthevacancyandinvitenominationstofilltheposition.Ifyouhavemorethanonenomination the committee will need to determine a processforvotingtofillthevacantposition

• Ensurethatthenewcommitteememberisprovidedwithinformationabouttheroleanddutiesoftheirnew position

Ifyourplaygroupisincorporatedcheckyourconstitutiontofindoutwhatyouneedtodotoreplaceacommittee member.

7.2.6 Committee roles and responsibilities

Committeesworkbestwhentheworkloadisshared.Allocatingkeytaskstospecificmembersisagoodwaytoensurethattheimportanttasksoftheplaygrouparecarriedoutandthatsomeoneisresponsibleforcoordinatingeachofthekeyareas.Italsohelpstoensurethatpeopledon’t‘burnout’andthattheworkissharedfairly.Ideally,everyoneneedstoworktogethertohelpothercommitteememberswhenneeded.Playgroupswherethecommitteedutiesaresharedamongthegroupandjustdonebyoneortwopeoplewillhaveamuchbetterchanceatsuccessandlongevity.

Playgroupsvaryandsothecommitteestructuresrequired bydifferentplaygroupswillalsovary.

Key committee positionsThecommitteewillgenerallyconsistofapresident,secretary,treasurerandenrolmentofficer.Iftheplaygrouphasmultiplesessionsitisagoodideatohavearepresentativefromeachsessionaspartofthecommitteeaswell.Thishelpstoensure all sessionsarekeptinformedandarerepresentedindecision-making.

Managingtheactivitiesoftheplaygroupinvolvesdifferenttasksandoftenmembersoutsidethecommitteehaveskillsandexpertisethatcanbevaluabletocommittees.Invitingthosememberstohelpwithspecifictaskscanhelptoreducetheworkloadofthecommitteemembers,helpmakemembersfeelvaluedandincludedandultimatelyensurethesuccessof the playgroup.

Attheendoftheday,itisuptoeachplaygrouptodecidewhatrolestheyneedfortheirplaygroupandhowtheywant their committee to work.

Informationabouttheroles,dutiesandresponsibilitiesofkeycommitteepositionsareincludedbelow.

President

• Spokespersonandmotivatorfortheplaygroup

• Chairpersonforcommitteemeetings

• Liaiseswithandonbehalfofallplaygroupsessions

• Oftenasignatoryonplaygroupbankaccounts

• Keepslinesofcommunicationopenbetweenmembers

• Ensuresdecision-makingisdemocratic

• Isfamiliarwiththepoliciesoftheplaygroup

IftheplaygroupisincorporatedthePresidentwillalso:

• Befamiliarwiththeirplaygroupconstitution

• PrepareawrittenreportfortheAnnualGeneralMeetingif required

• Ensureanannualfinancialreportisprovidedtotheplaygroup members



Vice President

• AssistsandsupportsthePresident

• ChairsmeetingsifthePresidentisabsent

• TakesonresponsibilitiesasrequestedbythePresident

Secretary

• Responsiblefordocumentsandrecords

• Takesminutesatmeetings

• Listsallcorrespondencereceivedintheminutes

• Distributesminutesassoonaspossibleafterthe meeting

• Preparesactionsheetforwhoandwhatistobedoneas decidedbythecommittee

• SetsagendaswiththePresident

• Readsimportantlettersatmeetingswhenrequested

• Notesallcorrespondenceandkeepsitonfile

• Repliestocorrespondenceasdirectedbythecommittee

• Notifiesallmembersofmeetingtimesanddates

• Distributesinformationtotheplaygroupmembersas required

ThisrolewillbemadealoteasieriftheSecretaryhasreadyaccesstocomputerandinternetfacilities.Ifthisisnotpossiblethendocumentscanbehand-writtenaslong astheyareclearandeasilyphotocopied.

Treasurer

• Plansandreviewsthebudgetinconsultationwithothercommitteemembers

• Collectsallmoney,includingfeesandfundraising

• Presentsafinancialstatementofallincomingandoutgoingmoniesatcommitteemeetings

• Keepsfinancialrecords,ledgers,bankbooks,chequebooksandreceiptbookscurrent

• Shouldreadandbefamiliarwithallmoney-relatedsectionsof thismanual

• Answersquestionsaboutthefinancialreportandcommentsonthecurrentfinancialstatusof the playgroup

• Contributestodiscussionandadvisesinrelationtoplansandpurchasesplanned

IftheplaygroupisincorporatedtheTreasurermayalso:

• BerequiredtoarrangeanauditedstatementofincomeandexpenditurefortheAnnualGeneralMeeting Go tosection7.7Incorporationandconstitutionsformore information

Session Leader/Representative

• Representsviewsoftheirplaygroupsessionatmeetings

• Feedsbackinformationtotheirplaygroupsession

• Attendscommitteemeetingsorsendsarepresentative

Inaddition,SessionLeaderswillalso:

• Welcomenewmembers/visitorstotheirplaygroup session

• Plansrostersfortasksatplaygroupsessions

• CollectfeestopassontotheTreasurerorEnrolment Officer

• Keepaplaygroupsessionattendanceregister

Tohelpspreadtheworkloadthisrolecanbesharedbytwopeopleattendingthesamesession.Inthiswaynoonepersonneedfeelpressuredtoattendeverysession.



EnrolmentOfficer

• Needstohavevoicemail,anansweringmachineormobile phone

• Keepsalistofallfamiliesattendingplaygroupsessions

• Allocatesfamiliestoplaygroupsessionsatthebeginningof eachyear

• Keepsmembershipevenacrosssessions

• Keepsnamesandphonenumbersoffamiliesonwaitinglistsorrefersthemontootherplaygroupsorto PlaygroupWA

• Ensuresenrolmentformsarefilledin

• Recommendswhennewsessionsneedtobestarted

• Isthephonecontact,thereforethefirstcontactfornewfamilieswhowanttoenrol

Someplaygroupsalsoincludethefollowingpositions:

• Fee collector

• Purchasingofficer

• Publicityofficer

• Fundraisingcoordinator

• Maintenanceofficer

Forinformationabouttheroles,dutiesandresponsibilitiesofthesepositions,callthePlaygroupWAHotline on 1800 171 882.

7.2.7Effectivecommitteemeetings

Meetingsarenecessarytoensurethesuccessoftheplaygroup’soperations.Theyshouldbeopentoallmembers,notjustthoseonthecommittee.Allmembersneedtoleaveameetingfeelingtheyhavecontributed,clearlyunderstooddecisionsmadeandarecommittedtocompletingtaskstheyhavebeendelegated.

Meetingsareheldto:

• Shareinformation

• Raiseissues

• Makeandevaluatepoliciesandsetupsystems

• Planeventsandprograms

• Hearviewsandmakedecisions

• Addressproblemsandresolveconflict

• Supportallplaygroupsessions

• Shareworkloadandresponsibilities

• Monitorfinances

• Getconsensus



7.2.8 Planning meetings

Playgroupmembersarevolunteersandtheirtimeandenergyistoovaluabletowasteonineffectiveandunnecessarymeetings.Soitisimportanttodecidehowoftenmeetingsareneeded,whereandwhentheyshouldbeheldandhowlongtheyshouldbe.The meetingalsoneedstobeplannedwithaclearagenda soeveryoneknowswhatwillbediscussedandtheycan come prepared.

ItisalsoagoodideatoaskcommitteememberstoRSVPtheiravailabilityformeetings.Thereisnothingmorefrustratingthanarrivingforameetingtofindthereisnotenoughpeoplepresenttogetthe workdone.

7.2.8.1Frequencyofmeetings

Anumberoffactorswillinfluencehowoftenmeetingsareheld.Ingeneral,meetingsshouldbeheldasoftenasisnecessarytoencouragemaximumparticipationandcommunicationandtogetthingsdone.Ameetingonceamonthoronceatermmaybesufficientforyourplaygrouptooperateeffectively.

Smaller,single-sessionplaygroupsmaynotneedformalmeetingsasdiscussioncantakeplacelessformallyduringthesession.Larger,multi-sessionplaygroupsusuallyneedtoholdmoreformalmeetingstomakeplansfor the playgroup.

Itisalwaysagoodideatoholdanendofyearmeeting.Inasmallonesessionplaygroupthismightinvolveaplanningsessionduringtheplaygroupsessionfollowedbyasocialevent.Forlargerplaygroupstheremaybemorespecifictasksthatneeddoing,suchasconfirmingcommitteemembershipforthenextyear.

IncorporatedplaygroupswillberequiredtoholdanAnnualGeneralMeeting.

Ifyourplaygroupisincorporatedyouwillneedtochecktheplaygroup’sconstitutiontofindouthowmanymeetingstheplaygroupmusthaveayearandthe rulesaroundtheAnnualGeneralMeeting.

For more information go to Section7.7.3Annual General Meetings.

7.2.8.2Settingmeetingagendas

Anagendaissimplyalistofthingsthatthecommitteeneedstodecideon,plananddiscuss.Itisagoodideatoprioritisethebusinessontheagendatomakesurethatyougetthroughalltheurgentbusiness.

Anagenda:

• Isusuallysetbythepresidentandsecretary• Allowsallmemberstocontribute• Isdistributedwellbeforemeetings• Givesallmemberstheopportunitytoprepareforthe meeting

• Isfollowedstep-by-stepatthemeeting

Anagendawillinclude:

• Anumberedlistofthingstobedone/discussed• Unresolvedorcontinuingissuesfromtheprevious minutes

• Newissueswithadditionalbackgroundreadingif needed

• Simpleissuestoresolvefirst• Alldetailsofthemeeting,i.e.theChairperson,date, time, place

Itemsthatmightbeincludedinanagenda:

• Notewhoispresentandanyapologies• Minutesfromthepreviousmeeting• Businessarisingfromthepreviousminutes• Itemsthatrequiredecisions• Itemsfordiscussion• Reports(thesemightincludeageneralupdatefromtheChair,Financialreport,playgroupsessionreportsandothersubcommitteesorofficeholders)

• Correspondence• Anyotherbusiness



7.2.8.3Howmanycommitteemembersneedtobepresentto makedecisions

Eachplaygroupmustdecideonthenumberofcommitteemembersneededateachmeetinginordertohavedecisionspassed.Thisneedstobeastandardpolicysothatmeetingscanbereschedulediftherewillnotbeenoughcommitteemembers available.

Iftheplaygroupisincorporatedyouwillneedtocheckyourplaygroup’sconstitutionforguidelinesonhowmanymembersareneededtomakeupameeting.Thisiscalleda‘quorum’andgenerallyrequireshalfthecommitteemembersplusone.No quorum-nomeeting.

7.2.9Principlesofmeetings

Therearesomegeneralthingsthatallcommitteemembersneedtokeepinmindwhenattendingmeetings.

• Participateindiscussionsanddecision-making

• Discusstheissuesanddon’tletitbecomepersonal

• Discussionaboutindividualadultsandchildrenisinappropriateandcanbehurtfulanddisruptive

• Maintainingconfidentialityisimportant

• Allowotherstohavetheopportunitytohaveasay

• Contributeideasandproposalsfortheplaygrouptodiscussandconsider

• Takesontasksasdecidedbythecommittee

SomepracticaltipsforrunningmeetingsSimplygatheringcommitteememberstogetherataspecifieddateandplacewillnot,byitself,guaranteeaproductive,successfulmeeting.Thefollowingtipsmaybeusefulforachievingsuccessfulmeetings:

1. Notice of meeting and agenda out early

2. Minutesfrompreviousmeetingavailabletocommitteememberstoreadpriortomeetings

3. Setstartandfinishingtimes

4. Setuproomearly

5. Haveextraagendasavailable

6. TheChairpersonkeepsmeetingrunningsmoothlyand to time

7. Decisionsaremadeandresponsibilitiesdelegated

7.2.9.1 Chairing the meeting

Thechairperson,usuallythePresident,makessurethatmeetingsareinformative,productiveandproperlyrunandmanaged.The Chairperson’sroleincludes:

• Decidingwhatshouldbeontheagenda

• Startingandendingthemeetingontime

• Welcomingandintroducingvisitorsandnewmembers

• Keepingthemeetingrunningsmoothly

• Makingsurethateveryoneisclearabouttheirroleinthemeeting,whatthemeetingproceduresareandhowdecisionswillbetaken

• Encouragingeveryonetofollowtheagendaandkeepsdiscussionrelevanttotheagendaitembeingdiscussed

• Ensuringthatdiscussionanddecisionmakingisnotdominated by a few people



• Participatingbutnotdominatingthediscussion

• Ensuringthatmotionsarerelevantandclearlyunderstood

• Controllingthedebate-decidewhocanspeakandin what order

• Keepingspeakerstothepointandtotheallottedtime

• Closingdebate-whenitisconsideredthatsufficientdiscussionhastakenplace

• Makingsurethatconsensusisreached,thatavoteistakenwhennecessaryandthatdecisionsare minuted correctly

• Summarisingandclarifyingeachdecisionastowhowillcarry out the action and in what time frame

• Acknowledgesandshowsappreciationforallworkdone

• Checkingthatsomeoneistakingtheminutes

7.2.10 Taking meeting minutes

Minutesaretheofficialpermanentrecordofameeting.Theyareabrief,formalwrittensummaryofwhathappened at a meeting and are generally recorded by the Secretary.

Minutes:

• Includethedate,timeandvenueofthemeeting

• Statewhoattendedandapologies

• Followtheagenda’sformat

• Outlineinbriefthemainpointsofthediscussion

• Giveanaccurateconciseaccountofdecisionsreachedandapprovedpayments

• Includeanyactionsrequiredandthenameofthepersontakingresponsibilityfortheactionandwhenitisexpectedto be completed

Meetingminutesare:

• Accepted(orratified)atthenextmeeting

• Signedoffbythepresident

Hintsforrecordingminutes:

• Trytocaptureonlythebasicideasandtheessenceof what wasdiscussed

• Checkdetailsandaskforclarificationifyouareunsureof an issue

• Useclear,simplelanguage

• Useabbreviations

• Asksomeonetotaketheminutesforyouifyouwantto activelyparticipateinadiscussion

• Writeuptheminutesassoonaspossibleafterthe meeting

• Keepanynotesyoutookatthemeetinguntiltheminuteshavebeenconfirmedatthenextmeeting



7.3 Keeping recordsGooddocumentationisthekeytoawell-runplaygroup.Someoneneedstotakeresponsibilityforhavingthefollowingcurrentandavailabletoallmembers:

• Attendancerecordsandenrolmentforms Click here for example templates

• Financialrecords Gotosection8.5FinancialRecordsformore information

• Accident,incidentorinjuryrecords Click here for example templates

• Minutesofmeetingsandcorrespondence

• Equipmentinventory(ifappropriate)-adetailedlistofallyourequipmentandfurniture.Aninventoryprovidesinformationaboutwhatequipmentisownedbytheplaygroupandhowolditis.Theinventoryisusedforinsuranceclaimsandshouldbekeptuptodate.

Attendancerecordsarerequiredforinsurancepurposesitisimportantthattheplaygroupkeepsarecordofwhichfamiliesactuallyattendedeachsession.Youcanuseeitheranattendancesheet,keptinafile,oranattendancebook.

Attendancerecordsneedtoincludethe following information:

• Date

• Namesofalladultsandchildren,includingbabies,attending

• Arrivaltimesanddeparture

• Namesofanyvisitors

• Signatureofeachfamilywhoattendedthesession

Recordsmaybescannedandsavedelectronicallyor to disc.Thiswillrequiresomeprocessaroundstoringrecordsandhandovertonewmembersorcommittees.

How long do we need to keep records?Membershipandattendancerecordsshouldbekeptforaminimum30years.

Gotosection8.5FinancialRecordsforinformationonfinancialrecordkeeping.



7.4 Annual handoverChecklistandhandyhintstofinishtheyearonahigh.

7.4.1 Handover checklist

Astheyeardrawstoacloseitisagoodideatoplana‘windup’meetingfortheyeartohandoverrecords,bankdetailsandchangeaccountsignatories.Iftheplaygroupisincorporateditisagoodideatoarrangeameetingfortheoutgoingplaygroupcommitteetohandovertotheincomingcommitteesoonafteryourannualgeneralmeetingwhenthenewcommitteepositionshave been determined.

Handoverchecklist:

• Atthehandovermeeting,allowtimeforoutgoingpeopletohandoverrelevantwritteninformationtotheir replacement

• ThePresident/Coordinator,Secretary,Treasurerandanyoneelsewithadesignatedpositionshouldincludeaclear job description

• TheTreasurerneedstobesureallfinancesareinorder.They mayconsidergettingsomeonetoauditthebooksifthiswasnotdonepriortotheAGM

• Iftheformsforchangingsignatoriesatthebankhavenotyetbeencompleted,thismeetingisagoodtimeto doso

• Incomingcommitteemembersneedanopportunitytotalkaboutthejobandaskquestions

• Listthenames,addressesandphonenumbersofbothoutgoingandincomingcommitteemembers

• Usetheopportunitytodiscussbrieflyanoverviewoftheyearaheadincludingpossibleevents

• Celebratethesuccessofthepastyearandacknowledgetheeffortsofvolunteersinyourplaygroup

• Setadateforthenewcommittee’sfirstmeeting

7.4.2Handoverinformation

Makesurethefollowingitemsareexplainedtothenewcommitteeandhandedovertothem.

• Allfinancialrecords

• Inventoryofequipment

• Accidentandinjurybook

• PlaygroupWAmembershipinformation

• PlaygroupWAinsuranceinformation

• Hallorvenuedetails,keyarrangements,contactnamesand numbers

• Playgrouppolicies,guidelinesandinformationpamphlets

• Afilecontaininganyusefulresourcematerialsuchasactivityideas,outingsandeventsinformation,fundraisingflyersandusefulcontacts

• Minutesofmeetings

• Pastapplicationsforgrants

• Relevantcorrespondence

Ifyourplaygroupisincorporatedyouwillalsoneedtoensurethenewcommitteehavebeengivenacopyof:

• Incorporationcertificate

• Theplaygroupconstitution

Someofthisinformationcanbephotocopiedsoitcangointothefilesofindividualcommitteemembers.



7.4.3 Finishing the year well

• Cleanouttheplaygroupcupboards

• Updatetheequipmentinventory

• Discardbrokentoys,oldplaydoughandotherperishables

• Washpaintsmocks,dress-ups,teatowelsand hand towels

• Disinfectbabytoys

• Re-labelshelvesandequipmentasnecessary

• Topupsupplies

• Listitemstobeboughtnextyear

• Makesureyouallocatesufficientfundsforthenewcommitteetomeetanyexpenditurerequiredearly in thenewyear

7.5 Closing a playgroupForavarietyofreasonsplaygroupsmayneedtoconsiderclosing.Playgroupsareencouragedtoexploreotheroptionsbeforedecidingtocloseandtodiscussedthematterwidelywithintheplaygroupbeforeanydecisionismade.Thedecisiontocloseshouldbesupportedbyallof themembers.

Thefollowingpointsmayhelpyouinexploringissuesbeforeyoureachafinaldecision:

Closingduetolackofnumbers:

• First,contactPlaygroupWA-wemaybeabletorefernewmemberstoyourplaygroupandhelppromoteyour playgroup

• Nextlookatwaystopromotetheplaygroup

• Tryandnegotiateamoreaffordablerentwiththebuildingowners

• Takeaserious,honestlookatyourplaygrouptoseeifthereareinternalproblemsthatarecausingmemberstogoelsewhere

• Identifyanychangesthatareneeded

• Considerjoininganotherplaygroupwithadayorasessionthatyoucantakeover(yourPlaygroupWAmembershipwillcarryoverwithyoutothenew playgroup)

• Becomeahomeplaygroupandmeetineachother’shomesuntilthenumberspickup

Closingduetolackofvolunteersforthe ManagementCommittee:

• ContactPlaygroupWA-wecanhelp!

• Consideramoreinformalstyleofmanagement

• Discusstheissuewiththeplaygroupmembers

• Considerthereasonswhymemberswon’tvolunteerandidentifythingsthatcanbechanged

• Approachindividualmembersandaskfortheir support?



7.5.1 Closing down process

Oncethedecisiontoclosetheplaygrouphasbeenreachedyouwillneedtoundertakethefollowingtasks:

• AdvisePlaygroupWAofthedecisiontoclose

• Finaliseallpaperworkandensureallfinancialrecords areup-to-date

• Payoutstandingdebtsandclosethebankaccountiftheplaygrouphasone

• Ifincorporatedfollowtheplaygroup’sconstitution-clausescoveringdissolutionoftheplaygroup

• IfincorporatedcontacttheDepartmentofMines,IndustryRegulationandSafetyforadviceabouttheformalprocedurestobefollowed

• Informanyothercommunitygroupswithwhomtheplaygroup haslinks

• Decidehowtokeepthelongtermplaygrouprecords

Itisrecommendedthatincorporatedplaygroupscontactthe DepartmentofMines,IndustryRegulati

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