Committee Positions

President

The President is the principal co-coordinator of, and has overall responsibility for, the running of the Echuca Moama Toy Library. The President facilitates discussions that take place during Committee meetings and should be able to provide direction without being biased or dictatorial. During a discussion the President should be able to summarize information and be able to steer away from repetition, petty argument and deviation from the topic and bring discussion to a conclusion.

Role of the President:

The President has overall responsibility for the successful management of the Toy Library
Manages meetings and help bring the meeting to decisions
Sees that the decision-making is fair and is done efficiently by:

- including all Committee members in the discussion

- being a good listener and being supportive of all Committee members

- encouraging members to accept responsibilities

Ensures planning and budgeting for the future and is aware of future directions

Key Responsibilities

Assume the key leadership position within the Echuca Moama Toy Library
Be knowledgeable about all Committee positions and the relationship between the Echuca Moama Toy Library, its members, and the community.
Understand the goals of the Toy Library and be well informed of all Toy Library activities
Maximize the skills of the Committee, delegate tasks according to skills
Be a role model and a motivator to the Committee and the general members
Ensure there is effective communication within the association
Represent the Echuca Moama Toy Library when required, and to be a spokesperson for the Toy Library.
Liaise with other organizations such as local Councils, Government departments and Toy Libraries Australia
Sign official correspondence and be a signatory on the financial accounts.
Manage the executive team including strategic planning
Have an understanding of how to run a meeting.
Chair Committee meetings, having a clear picture of the desired outcome of a meeting, keeping the meeting moving and to the point.
Have a clear meeting agenda that can be dealt with in the time allowed. Call for regular reports from other Committee members.
Be prepared for other points of view, and lively debate.
Facilitate discussions that takes place during Committee meetings and be able to provide direction without being biased or dictatorial.
Participate in Committee decision-making and voting

Have an understanding of The Rules and all relevant policies, procedures and regulations, and be able to refer to these at any time during a meeting.

Manage and chair the Annual General Meeting.
Ensure OHS policy of the Toy Library is implemented and maintained

Reports to: Committee

Vice-President

Assists the President in their role of governing the Echuca Moama Toy Library. While not a large role unto itself, there is much scope to develop skills and learn about the running of the Toy Library by being by the President’s side every step of the way!

Role of the Vice-President

Supports the President in the management of the Toy Library and take on some of the workload as required.
Assists with planning and budgeting for the future
Is a ‘go to’ person for some Committee members so as to take the pressure off, and be a ‘buffer’ for, the President at times

Key responsibilities

Be aware of the President’s role and responsibilities and act as President in their absence in whatever capacity this entails
Support and assist the President with all matters of the Toy Library
Help delegate appropriate responsibilities to the Committee
Assist in executive decision-making
Assist in strategic planning
Participate in the work of sub-Committees
Be a signatory on the financial accounts
Chair Committee meetings in the absence of the President
Participate in the Committee decision-making and voting
Effectively communicate with other Committee members to ensure that they are managing their roles
Source information and undertake additional tasks as requested by the President, in a timely manner
Ensure OHS policy of the Toy Library is implemented and maintained
Be familiar with all relevant policies, procedures, regulations and the constitution

Reports to: President

Secretary

Maintains all important and relevant documentation for the Toy Library, including letters and meeting minutes. Distributes documentation as appropriate and files or lodges forms and documents when necessary.

Role of the Secretary

It is the primary responsibility of the Secretary to carry out all secretarial duties for the Echuca Moama Toy Library.
Regularly attends Committee meetings and is able to take accurate minutes of meetings, keep records and retrieve these quickly, and cope with demands and deadlines
Works closely with the President and sends out notices of meetings, meeting agendas and meeting minutes in a timely manner
The Secretary also serves as the official historian of the Toy Library and ensures that past records are retained and preserved in an accessible but secure location.

Key Responsibilites

General

Notify the Registrar of Consumer Affairs, Victoria of his/her appointment within 14 days after the appointment as per The Rules
Ensure annual statement is filed with Consumer Affairs, Victoria
Have custody of the register of members as per The Rules

Clear and open mail. Record all incoming and outgoing correspondence and file methodically
Sign official correspondence
Acknowledge letters promptly and keep a copy of all outward correspondence
Keep custody of all records of the Toy Library except for financial records eg constitution, certificate of incorporation, lease agreement and insurance policies.
Hold master copies of policies and other important documents
Be responsible for the archives.

Meetings

Arrange meeting date/time/venue in consultation with the President

Send out notices of meetings and the agenda for the meetings, along with minutes from the previous meeting
Participate in Committee meetings and in general decision-making and voting

Take minutes at each meeting & write up as soon as possible after the meeting.
Keep a copy of previous minutes for official purposes.

Circulate as appropriate the minutes of the Annual General Meeting and the Committee Meetings, preferably within a week of the meeting.

After the AGM, notify the newly-elected Committee and the members of the Toy Library of the names and contact details of the officers and general committee for the coming year.
Adhere to the OHS policy of the Toy Library

Reports to: President
Appendix for Secretary regarding minutes

Meeting minutes are most important. They are the history of the toy library and well-kept minutes can save future Committees time and effort when referring back for information or policy statements.

Listening and writing are the primary roles of the Secretary at a meeting; the Secretary is sometimes less involved in debate at a Committee meeting as a result.

When taking minutes
- List those present and take apologies.
- Make sure the meeting follows the agenda.
- Record the main issues and decisions without bias, any resolution on which a vote is taken and the result of the vote
- Ensure all motions are recorded in full and read to the meeting.
- State the main issues and decisions without bias.
- Record any conflict of interest with any Committee members
- Use full names when listing movers and seconders of any motions for the benefit of new Committee members.
- List reports received.

Treasurer

Oversees all aspects of financial management of the Toy Library. Maintains operational finances for day-to-day running of the Toy Library, prepares finance reports, pays accounts, completes financial forms.

Role of Treasurer:

It is the primary responsibility of the Treasurer to maintain accurate financial information for the Echuca Moama Toy Library and to ensure that the financial records of the Toy Library are kept in accordance with The Rules
It is desirable that the Treasurer have some knowledge about simple accounting procedures and methods — some accounting or book-keeping experience would be advantageous!

The Treasurer visits the Toy Library on a regular basis to monitor the day-to-day transactions and reconcile the accounts.

Key Responsibilities

Maintain accurate records of current income and expenditure, and cash position.
Reconcile monthly income received against library records (Mibase, membership information, receipts)
Prepare and present updates of financial performance and position for the Committee

Participate in Committee decision-making and voting

Maintain any and all bank accounts for the Echuca Moama Toy Library and have responsibility for bank deposit books & cheque books.
Ensure that at least one other Committee member has access to the Toy Library accounts and financial records.

Have signing authority on cheques with the President and Vice-President.
Regularly collect monies from the Toy Library premises and ensure money received is banked promptly as per The Rules.
Maintain the stipulated float for day-to-day operations.
Ensure all monies paid to or received have had receipts issued for those moneys in the name of the Toy Library

Make payments authorised by the Committee in a timely manner.
Ensure cheques and electronic banking transfers are signed by at least 2 Committee members.
Prepare annual budgets in consultation with the President for approval by the Committee.
Coordinate the preparation of the financial statements of the Toy Library and their certification by the Committee prior to submitting an annual Tresurer’s Report to the AGM
Have access to a computer and accounting software

Maintain a file for accounts to be paid, receipts of accounts paid, and monthly income statements

Keep copies of previous financial records

Ensure Toy Library general insurance is current.
Adhere to the OHS policy of the Toy Library

Reports to: President

Membership Coordinator

Maintains membership database. Welcomes and communicates with all members. Develops ways to increase membership and reports to the Committee. Works closely with the Roster Coordinator.

Role of the Membership Coordinator

This person is key to maintaining a vibrant and connected membership of the Echuca Moama Toy Library.
Keeps up-to-date with any new members and adds them to the database in a timely manner
Is able to use a variety of communication techniques to keep members informed and to create a sense of community in the Toy Library

Key Responsibilities

Be an active participant at Committee meetings and participate in decision-making and voting
Maintain database records of member details
Be prepared to regularly visit the toy library to collect new membership forms and enter details into the database.

Use email templates to welcome new members, advise members when their membership is due to expire and encourage membership renewal
Send new members any recent newsletter or other communications so that they feel part of the Toy Library community
Communicate any news to members regarding membership rules and guidelines in a friendly and inclusive manner

Communicate with members using emails and also text messaging or phone calls where appropriate.
Work closely with the Volunteer Roster Coordinator to ensure they have all the details necessary to create a fair roster of current members
Report to the Committee as required on membership statistics and how this may affect the running of the Toy Library
Bring ideas on how to attract new members or retain old members to the Committee
Provide articles for the Newsletter on membership information or statistics
Adhere to the OHS policy of the Toy Library

Reports to: President

Volunteer Roster Coordinator

Uses the membership database to construct a roster of volunteers for the Toy Library opening times, ensuring that rosters are fair, inclusive and fully staffed. Communicates rosters to all members and sends reminders.

Role of the Volunteer Roster Coordinator

This person is important in the day-to-day running of Echuca Moama Toy Library because he/she is responsible for creating monthly rosters of volunteer members to facilitate borrowing at the Toy Library during opening hours.
Keeps up-to-date with any new members via the Membership Coordinator and add them to the Volunteer Roster database .
Sends rosters out to volunteers in advance and tracks whether rosters are being fully staffed at each borrowing session.

Key Responsibilities

Be an active participant at Committee meetings and participate in decision-making and voting

Create monthly rosters of volunteer members to facilitate borrowing at the Toy Library
Maintain a database of member details including preferred roster times and contact details

Maintain an up-to-date database of those volunteers who can ‘lead’ the borrowing session and roster one leader with 1-2 others for each session depending on membership numbers at the time.
Ensure that rosters are done in a fair manner while accommodating individual volunteers’ circumstances
Print Volunteer Rosters for each month and display at Toy Library in advance
Use communication channels such as emails, text messaging, Facebook, phone calls or Australia Post to distribute rosters and remind members of roster commitments
Use email templates to explain the roster system to new members, remind members when they are rostered on and thank members for their time in volunteering at Toy Library
Keep records of previous rosters and volunteer attendance to track who has been rostered on recently.
Work closely with the Membership Coordinator so that new member details are forwarded for use in creating rosters.

Communicate any information for members regarding Volunteer Rosters in a friendly and inclusive manner
Be on the look out to recruit ‘leaders’ for roster sessions and ensure they are competent by partnering them with a Committee member prior to leading a session on their own.
Report to the Committee as required on how the roster system is working and bring any issues for discussion by the Committee
Provide articles for the Newsletter on relevant Volunteer Roster information and emphasise the positives for members doing ‘roster duty’
Adhere to the OHS policy of the Toy Library

Reports to: President

Information and Technology (IT)

Our IT specialist ensures we have a working IT platform for the general running of the Toy Library, sources hardware and software as required and coordinates any new systems or repairs.

Role of the IT Coordinator

The IT coordinator will look for ways to improve and maintain all computer systems, data sharing and online communication methods. This includes sourcing new hardware and software as required, and evaluating alternatives to make recommendations to the committee on purchases.
Is the key contact for support with computer and online systems.
Has ideas to expand our online presence and liaises with PR, the Newsletter Editor, and the Membership and Roster Coordinators on how best to grow EMTL’s digital presence to the public and our members.

Key Responsibilities

Maintain all computer systems, back-up facilities, internet connections, software, online security and printer networks.
Oversee, organise and provide IT training as required for relevant volunteers and Committee members.
Work closely with PR to regularly maintain and improve the Toy Library website design and content and contribute ideas to improve interaction with the website and social networking sites.
Ensure all online information about the Toy Library is current including content listed on other sites, eg Toy Libraries Australia.
Research and recommend relevant items to purchase when required and develop instruction manuals for using any new systems.
Establish and maintain a distribution list of IT contacts that can be passed on to the subsequent Committee.
Adhere to the WHS policy of the Toy Library

Reports to: President

Funds Acquisition

Initiates and maintains contacts with funding bodies and community groups so as to obtain regular ongoing, fixed funding, grants or donations.

Role of Funds Acquisition Officer

Is responsible for identifying funding opportunities for the Echuca Moama Toy Library
Ensures that opportunities to obtain external funding are maximised
Is responsible for the coordination and preparation of high quality grant applications.
Where a grant is successful for a project, this person is responsible for monitoring that project milestones are being met, reporting progress to funding bodies and ensuring that grants are acquitted in a timely manner.

Key Responsibilities

Understand the Toy Library’s priorities and goals

Seek specific funding to match the organisational priorities.
Develop a network of contacts to maximise knowledge of available grants including their applicable guidelines and eligibility criteria, and so that this contact list can be passed on to the subsequent Committee
Be aware of other funding opportunities for the Toy Library for example from local council or other government bodies, or community service groups

Have some knowledge of the financial position and membership status of the Toy Library and work closely at times with the Treasurer and other Committee members
Participate in Committee decision-making and voting

Assist in the development of partnerships and projects for the future success of the Toy Library
Undertake research and budget preparations to support grant applications.
Ensure that grant applications are of high quality and submitted on time.
Prepare reports for the Committee as required
Prepare a calendar of critical dates/key milestones including the application of and acquittal of grants.
Monitor the outcome of grant applications and ensure that grants are acquitted in a timely manner.
Liaise with the PR Officer so that successful grants/projects can be publicized and donors acknowledged

Adhere to the OHS policy of the Toy Library

Reports to: President

Toy Purchasing

This person has overall responsibility for the purchasing of new toys including finding most competitive price, ordering, receiving, cataloguing, labelling and packaging of any new toys. Facilitate any meetings of the Toy Purchasing Sub-committee.

Role of the Toy Purchasing Officer

This person is passionate about toys and play!
Is knowledgeable about the current toy collection and understand what makes a toy suitable for the Toy Library
Is able to coordinate the creation of a toy ‘wishlist’
Is able to work within a team and facilitate sub-committee meetings so that toys chosen for purchase are a group decision

Key Responsibilities

Be an active participant at Committee meetings and participate in decision-making and voting
Be prepared to give extra time to the role at certain times, eg when cataloguing a large number of new toys
Have knowledge of where there are deficits in the toy collection in order to prioritise toy purchases.
Have knowledge of various toy brands and toy companies so as to source high quality toys

Have some understanding of the Toy Library finances and finance reports and be able to stick to a budget
Utilise available funds for purchase of new toys, as approved by the Committee

Liaise with Toy Libraries Australia Toy Community for toy purchases
Periodically create a toy ‘wishlist’ asking for input from all Toy Library members and then bring this to the Committee with recommendations.
Have a good understanding of the toy purchasing policy and procedure.

Have an understanding of how to facilitate a small team meeting, that being the toy purchasing sub-committee.
Coordinate a team to assist with cataloguing, labelling and packaging of new toys or toys that have been donated to the Toy Library.
Assist with toy review where necessary.
Report to the Committee as required and provide information to the Newsletter Editor on newly acquired toys
Liaise with the PR officer to publicise new toys.
Adhere to the OHS policy of the Toy Library

Reports to: President

Toy Review

This person ensures that as many toys as possible are in circulation at any time. Keeps a regular check on toys and is responsible for toys needing maintenance, repairs, repackaging, relabelling or spare parts. Follow up overdue toys.

Role of the Toy Review Officer

Has knowledge of what makes a toy safe and suitable for borrowing.
Assesses toys that are damaged or missing pieces and make decisions on what to do with those toys
Liaises with members and other volunteers who are able to perform toy repairs
Communicates with members who have overdue or excess number of toys

Key Responsibilities

Be an active participant at Committee meetings and participate in decision-making and voting
Be a regular visitor to the Toy Library so as to keep abreast of toys requiring review
Have a good understanding of the Toy Review policy.
Develop a network of contacts of Toy Library members and other people who are able to repair toys and liaise with them as required. This list can be updated and passed on to subsequent Committees

Bring queries and recommendations about specific toys back to the Committee
Consider re-labelling toys with missing pieces or combining individual toys into one larger toys — liaise with the Toy Purchasing Officer for cataloguing and labelling.
Check mibase records at least monthly for overdue toys and arrange communication with members with overdue toys.
Use good interpersonal skills so that members with overdue are encouraged to return toys and re-borrow.

Report to the Committee on any toy that need a consensus on whether toy is safe to repair or needs to be removed from circulation, and any issues with overdue toys
Provide articles to the Newsletter Editor reminding members that our borrowing rules are to ensure that all members have equal opportunity to borrow toys.

Provide information to the Newsletter Editor on repaired toys, toys that have been removed from circulation, appreciation of the skills of those who help with repairs and any issues regarding safety or cleaning of toys.
Adhere to the OHS policy of the Toy Library

Reports to: President

Public Relations (PR)

The Public Relations Officer is responsible for promotion the Toy Library and its values in the wider community. Ensures that any events or new purchases receive media coverage. Is responsible for social media and website activity and maintenance.

Role of the Public Relations Officer

This person is comfortable communicating in written or spoken media
Is knowledgeable about what is happening in the Toy Library and contact media sources regarding publicity of the Toy Library.
Coordinates internal publicity via the Toy Library’s website and social media presence.

Key Responsibilities

Be an active participant at Committee meetings and participate in decision-making and voting
Keep abreast of what is happening in the Toy Library and any upcoming events.
Be prepared to contact the media regarding promotion of events, sometimes at short notice and organising publication of media releases and photos in the local newspaper(s)
Publicize any newsworthy events such as acquisition of new toys or participation in community events.
Has some knowledge of the policies and directions of the Echuca Moama Toy Library and Toy Libraries Australia.
Is prepared to be interviewed or write articles for publication
Keep a list of media contacts that can be passed on to the subsequent Committee

Have oversight of the Toy Library website, ensuring that information is accurate and up-to-date.
Is an administrator of the Toy Library Facebook page and has overall responsibility for Toy Library content on social media.
Works closely with the Community Liaison Officer to keep abreast of community events and connections.
Provide articles for inclusion in the Newsletter on any Toy Library News or publicity, and encouraging general members to promote the Toy Library in their everyday lives.
Adhere to the OHS policy of the Toy Library

Reports to: President

Community Liaison

This person is comfortable communicating in written or spoken media
Is knowledgeable about what is happening in the Toy Library and contact media sources regarding publicity of the Toy Library.
Coordinates internal publicity via the Toy Library’s website and social media presence.

Key Responsibilities

Be an active participant at Committee meetings and participate in decision-making and voting
Keep abreast of what is happening in the Toy Library and any upcoming events.
Be prepared to contact the media regarding promotion of events, sometimes at short notice and organising publication of media releases and photos in the local newspaper(s)
Publicize any newsworthy events such as acquisition of new toys or participation in community events.
Has some knowledge of the policies and directions of the Echuca Moama Toy Library and Toy Libraries Australia.
Is prepared to be interviewed or write articles for publication
Keep a list of media contacts that can be passed on to the subsequent Committee

Have oversight of the Toy Library website, ensuring that information is accurate and up-to-date.
Is an administrator of the Toy Library Facebook page and has overall responsibility for Toy Library content on social media.
Works closely with the Community Liaison Officer to keep abreast of community events and connections.
Provide articles for inclusion in the Newsletter on any Toy Library News or publicity, and encouraging general members to promote the Toy Library in their everyday lives.
Adhere to the OHS policy of the Toy Library

Reports to: President

Newsletter Editor

Produces a regular e-newsletter for Toy Library members and the wider community. The newsletter is primarily for internal publicity and information for members, however the list of recipients will also include community groups and interested persons; our newsletter lets them know we are an active and important resource for families.

Role of the Newsletter Editor

Produces a regular e-newsletter using appropriate software or web-based programs
Writes content for the newsletter or source articles and photos from Committee members or other approved sources
Considers the needs of the Toy Library members for information relevant to them

Key Responsibilities

Be an active participant at Committee meetings and participate in general decision-making and voting
Keep abreast of what is happening in the Toy Library and any upcoming events, by regular attendance at meetings and reading of minutes.
Produce a newsletter at least once a quarter, preferably every 2 months eg Feb, April, June, August, October, December, and ensure it is reviewed by President prior to release
Ask for contributions for the newsletter from the Committee, particularly in relation to

New toys
Toy categories that may need extra promotion eg games, puzzles

Toys that have been removed temporarily or permanently from the collection
Repaired toys that have been reintroduced for borrowing
Play suggestions
Community events and connections
Any changes to the day-to-day operations of the Toy Library
Stocktake
Care of toys
Safety issues around toys and children
Report from President
Membership or Roster information

Write or obtain suitable content and format newsletter in a professional manner
Liaise with the membership coordinator to send the newsletter to all members
Establish and maintain a distribution list of community contacts that can be passed on to the subsequent Committee.

Work with other members of the Committee to ensure relevant information is being passed onto members via the newsletter
Print one copy of the newsletter to go on the foyer noticeboard in the Toy Library
Adhere to the OHS policy of the Toy Library

Reports to: President