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Committee Position Descriptions for 2020-2021

Individual Committee Role and Responsibilities

  1. President

 The president is responsible for the management of the TTL and the Management Committee.

 The president is responsible for:

  • Ensuring the rules and constitution of the TTL are upheld.
  • Being well informed of all TTL activities and provide oversight.
  • Overseeing all committee members, consulting with them periodically to help them to optimise their contribution.
  • Act as a signatory for the TTL in all legal purposes and financial purposes.
  • Serve as a spokesman for the TTL where required.
  • Acting as the Library’s liaison person with:
    • General Public
    • Local Government Officer & Councilors
    • Toy Libraries Australia
    • Required lobbying
  • Chair committee meetings ensuring they are conducted efficiently and effectively.
  • Ensuring all committee decisions are implemented.
  • Overseeing the development and implementation of the strategic plan for the TTL
  • Presenting a report on the state of the TTL at the Annual General Meeting.
  • Engage with the community to ensure the TTL is inclusive and relevant.
  • Responsible for securing appropriate housing facilities with the support of the Vice President and Sub-Committee.
  • Time commitment of approximately 5 hours per week, within own hours from home.

  1. Vice President

The Vice President supports the President in running the Toy Library, and is required to take on the duties of the President should the President not be available

The Vice President is also responsible for:

  • In the event of the President being unable to fulfil his/her duties the Vice

President is to step into that role.

  • In the absence of the President, chair committee meetings ensuring that they are

run efficiently and effectively.

  • Be an alternate signatory for the TTL for legal purposes and financial purposes.
  • Represent the TTL at meetings and forums as agreed with by the President.
  • Liaising with Toy Libraries Australia each year to secure the relevant Insurance cover and have full knowledge of that cover should it need to be referred to.
  • Work with the President in securing appropriate housing facilities with the support of the and Sub-Committee.
  • Work with the President to engage with the community to ensure the Toy Library is inclusive and relevant.
  • Support the President with overseeing the development and implementation of the strategic plan for the TTL
  • Other duties as nominated by the President and / or Committee.
  • Time commitment of approximately 3 hours per week if working on a project within own hours from home.

  1. Secretary

The Secretary is responsible for:

  • Ensuring that all committee decisions are in accordance with the constitution.
  • Providing guidance to the President on constitution and legislation matters.
  • Recording minutes of all Committee, General and Annual General Meetings, circulating to Committee members prior to the next meeting, and filing appropriately.
  • Development of the agenda in consultation with other committee members and distribution prior to the meeting.
  • Ensure that proper notification is given of committee meetings.
  • Maintain records of the committee and ensure effective management of TTL records.
  • Is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements.
  • Ensure that the records of the TTL are maintained as required by law and made available when required by authorised persons. These records may include founding documents, lists of Committee members, Committee meeting Minutes, financial reports, and other official records.
  • Manage the general correspondence of the Committee except for such correspondence assigned to others.
  • Perform the role of public officer.
  • Time commitment of approximately 2 hours per week, within own hours from home.

  1. Treasurer 

The Treasurer is responsible for:

  • Provide advice to the committee in their management of the TTL finances.
  • Lead the annual budget process and ensure an appropriate budget is provided to the committee for approval.
  • Administer all financial affairs of the TTL as per the budget guidelines agreed on by the committee.
  • Ensure development and Committee review of financial policies and procedures.
  • Support any required auditing processes.
  • Bank all cash received.
  • Maintain accurate records of all income and expenditure, ensuring that receipts and payments concur with bank credits & debits.
  • Quarterly financial reports to be presented to the committee.
  • Arrange and dispatch invoices for periodical payment.
  • Be a signatory on the TTL account.
  • Time commitment of approximately 2 hours per week, within own hours from home, plus banking cash.

  1. Membership Coordinator

The membership Coordinator is responsible for:

  • Maintaining accurate records of all current members
  • This may involve:
    • Adding new member information when the join
    • Deleting membership information as they resign or lapse
    • Updating information as members renew each year
    • Updating information whenever notified of changes
  • Liaise with the treasurer on membership payments into the TTL bank account.
  • Maintain adequate member numbers to ensure the TTL remains viable.
  • Resolve member complaints and overdue toy returns and fee/fine payments within an appropriate and timely manner and within TTL policy and legislative requirements.
  • Any other duties as requested by the President.
  • In consultation with the Volunteer Training Co-ordinator, extend required members from 4 months to 12 months (once member becomes a volunteer).
  • Time commitment of approximately 2 hours per week, within own hours from home.

  1. Volunteer Training Coordinator

The Volunteer Coordinator is responsible for:

  • Being up-to-date with the volunteer roster for all TTL openings by liaising with rostering officer (non-committee).
  • Recruiting new volunteers and answering all queries from potential volunteers.
  • Training volunteers as they join TTL.
  • Supporting and caring about volunteers by getting to know them.
  • Organising social events for volunteers.
  • Being the contact person for Volunteer referral organisations such as Volunteering NQ, Volunteering Qld and SEEK Volunteer
  • Time commitment of approximately 5 hours per week, at TTL sessions and running orientations, plus some work at home contacting volunteers.

  1. Fundraising & Grants Officer

 The Fundraising & Grants Officer is responsible for:

  • Sourcing grant paperwork from possible grant providers e.g. local councils, philanthropic organisations, banks
  • Preparing grant submissions and lodging prior to the due date.
  • Ensuring that grant reporting requirements and timelines are met.
  • Other grant associated matters as they arise.
  • Overseeing all TTL fundraising activities.
  • Arranging fundraising event publicity – in collaboration with the Marketing Coordinator.
  • Acting as the initial contact for all fundraising enquiries.
  • Reporting regularly at the general committee meetings on fundraising activities.
  • Time commitment of approximately 2 hours per week, within own hours from home.

  1. Marketing Coordinator 

The Marketing Coordinator is responsible for:

  • Support the planning and organisation of stalls at community events, such as markets, ceremonies and festival, TTL open days or celebrations with the Member driving the event.
  • Promoting the TTL in the community, ensuring up to date promotional material is available for distribution.
  • Arranging and preparing advertising as requested by the management committee.
  • Assisting Fundraising Officer, Party Hire Co-ordinator and other committee members with notifications of large events as necessary and helping to plan those events.
  • Overseeing all major communications with the current membership through email, social media and publications, including: Newsletter, Facebook, Instagram and website content.
  • Time commitment of approximately 5 hours per week, depending on if a project is running or event is on, within own hours from home.

  1. Toy Coordinator

The Toy Coordinator is responsible for:

  • Assessing which areas need more toys.
  • Purchasing toys with regard to their durability, appeal, educational merit, replacement availability and safety, keeping in mind the objective of providing toys to which children might otherwise usually not have access.
  • Assess toys that are returned broken or with missing pieces, and fix toy or buy replacement pieces if suitable
  • Ensure that all toy labels and SETLS show the correct number of pieces.
  • Respond to emails regarding issues with toys and donations
  • Clean toys when required
  • Decide when a toy needs removing from SETLS to be passed on or disposed of accordingly.
  • Purchase Sistema containers as required.
  • Monitor second hand toy sales, purchase and collect where appropriate
  • Being the contact for Toy Community orders.
  • Supervising and coordinating the cataloguing, numbering and preparation of new toys.
  • Co-ordinating the Toy Assistant Officers to assist with any or all of these duties.
  • Presenting regular reports on the state of the toy collection and any relevant information at Committee meetings.
  • Preparing and presenting a report on the state of the Toy Collection at the Annual General Meeting.
  • Organising stock takes and stock counts as needed
  • Ensure that all legal requirements relating to toys are upheld. This includes organising the test & tag of required toys every three months.
  • Time commitment of approximately 7 hours per week, within own hours either in toy maintenance room at TTL or from home. Additional hours can be shared with Toy Maintenance Officers.

  1. Party Hire Coordinator

 The Party Hire Coordinator is responsible for:

  • Taking all bookings for the Jumping Castle and Party Toys and responding to questions from potential hirers.
  • Distribution of all relevant Terms & Conditions to potential hirers, ensuring that they have read and understood before the booking is finalised.
  • Purchasing jumping castles, creating party packs and replacing items as needed.
  • Liaising with the treasurer to make sure Jumping Castles & Party Items are paid for in full prior to collection as per the Party Terms & Conditions agreed on by the committee.
  • Coordinating Party Hire Assistants to manage party hire drop-offs and pick-ups as well as checking and cleaning castles and equipment.
  • Ensuring that the items in the party packs are clean and in good/safe order.
  • Ensuring that all legal requirements relating to Party Toys and Jumping Castles are upheld. This includes organising the test & tag of jumping castle accessories every three months. Time commitment of approximately 3 to 5 hours per week. Approximately 2 hours per week within own hours for bookings and responding and approximately 1 hour per week handing out and receiving party hire equipment at the library which can be shared with Party Hire Assistants. The requirement to run open sessions do not apply to this role.

Support Management Committee Roles

(AGM nominations are not required, please contact the Committee if you are interested in any of these positions)

Toy Maintenance Officers

 Working and reporting directly to the Toy Officer the Toy Maintenance Officers are responsible for:

  • Repairing or replacing any toys which have been broken and can be fixed
  • Evaluating all donated toys for their suitability for the Toy Library
  • Replacing damaged containers or bags
  • Cataloging new toys and adding all toy information to SETLS
  • To change labels where needed
  • Providing additional assistance to the Toy Officer as required
  • Time commitment 2-3 hours per month

Volunteer Rosters Officer

Working directly with the Volunteer Coordinator the Volunteer Rosters Officer are responsible for:

  • Monitoring SETLS calendar for volunteer nominations and capacity for open sessions.
  • Appealing to members to nominate for sessions on Facebook
  • Releasing roster information/reminder on Facebook the day before the open session
  • Notifying the Volunteer Coordinator of any issues with volunteers or rostering
  • Providing additional assistance to the Volunteer Coordinator as required
  • Time commitment 2-3 hours per month

Party Hire Assistants

Working and reporting directly to the Party Hire Coordinator the Party Hire Assistants are responsible for:

  • Attend 2-3 party hire drop-offs and pick-ups per month
    • Friday pick-up 5pm (unless otherwise arranged)
      • Open and close Library to access party hire equipment
      • Hire out correct castle and or party pack to hirer
      • Assist hirer to car if required
    • Monday drop-off 5pm (unless otherwise arranged)
      • Open and close Library to access party hire equipment
      • Check castles and party hire equipment have been received back and in good working order. This includes setting up castles and checking for damage.
    • Ensuring that the castles and party packs are clean and in good/safe order.
    • Providing additional assistance to the Party Hire Coordinator as required
    • Time commitment 2-3 hours per month

Committee Collective Roles and Responsibilities

 Vision and Leadership

The Management Committee ensures that everything the TTL does supports its vision, purpose and aims.

The Management Committee will establish, and from time to time review, the fundamental values, the ethical principles and strategic direction in which the TTL operates.

Accountability

The Management Committee must account for everything the TTL does, including its spending and activities.

The Management Committee is accountable to the TTL members and other key stakeholders.

The Management Committee must monitor and evaluate all areas of the TTL’s performance.

Legal

The Management Committee ensures compliance with all relevant legal and regulatory requirements and seeks guidance around any uncertainties.

All activities the Management Committee and the TTL undertake must be in line with its constitution, policies and procedures.

Financial Oversight

The Management Committee ensures that all money, property and resources are properly used, managed and accounted for. In order to be accountable, suitable systems must be in place and

kept up to date.

Managing Volunteers

The Management Committee must ensure that appropriate policies and procedures are in place for volunteers, and that volunteers are properly managed and supported.

Expectations

It is expected that all committee members be available to lead one TTL borrowing session per month on a Tuesday or Saturday.

It is expected that all committee members attend at least four committee meetings each year, as well as the Annual General Meeting and any extraordinary General Meetings that may be called.

It is also expected that committee members attend and assist at TWO TTL events each year (this is addition to the borrowing sessions). 

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