last update 6-oct-08
The CPEA is run entirely by volunteers .
The treasurer position is vacant and it is essential that the position is filled to carry on running the CPEA.
Although previous accounting knowledge is helpful, the role is pretty easy, and there is much supporting documentation to help you with the process.
The previous treasurer will be available to help if you get stuck.
Please contact us for more information
President
Secretary
Treasurer
Nearly New Sales Co-ordinator
Newsletter Team
Coffee Morning Co-ordinators
Librarian
Newsletter Collator
Membership Secretary
Website Manager
Promotion Officer (TV, radio, newspaper and web)
Promotion Officer (promotion material distribution)
Nearly New Sale Phone Adminstrator
Parent Support Groups Coordinator
Parent Support Groups Coordinator-groupsupport
Resource Directory Manager
Management Committee
- Notify all committee members of the next meeting date and venue and ask for any agenda items. This should be done 2 week prior to meeting date to allow Secretary time to formulate agenda
- Chair the month Management Meetings and follow up business arising from meetings
- Liaise with all committee members to ensure the smooth running of the CPEA activities and that all duties are being carried out
- Prepare meeting agenda in conjunction with Secretary
- Write a “Presidents Report” for each magazine edition
- Prepare and present the President’s Annual Report for the AGM
- Arrange for a stand in, should any other committee members be unable to fulfil their duties
- Answer phone enquiries regarding CPEA activities and record all phone calls
- Redirect phone queries to the relevant committee member
- Mail relevant information to people who enquire about CPEA postal courses, coffee mornings or membership
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SECRETARY - Louise Saviker
- Notify all committee members of the next meeting date and venue and ask for any agenda items. This should be done 1 week prior to meeting date to allow Secretary time to formulate agenda
- Collect mail (at least 2-3 times weekly) from PO Box 490, record all incoming mail and pass onto appropriate committee member
- Liaise with President regarding important items of mail, answer and file all correspondence
- Order and maintain stationery
- Assist President with the preparation of the AGM
- Deputise for the President, where necessary
- Prepare meeting agenda in conjunction with President
- Attend meetings (including AGM) and take accurate minutes
- Type minutes and send copies to all committee members, casual volunteers and any other attendees
- Prepare CPEA Folders for new Committee Members
- Complete all CPEA related documentation (Organisation Chart, Committee Contact List)
- Arrange Committee Meeting dates for the upcoming year
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TREASURER - VACANT
- Keep an accurate record of finances
- Bank any money received
- Pay all accounts
- Present financial report at each committee meeting and the annual AGM
- Prepare books for auditing prior to the AGM
- Review public liability insurance on an annual basis to determine if amount of cover is sufficient
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NEARLY NEW SALE (NNS) CO-ORDINATORS (1): Rachel Crook (Vacant Mar 09)
NEARLY NEW SALE (NNS) CO-ORDINATORS( 2):VACANT
NEARLY NEW SALE PHONE ADMINSTRATOR-Di Stiller
- Once Phone is diverted from Phone Administrator to NNS Phone Administrator amend answering machine accordingly.
- Transfer all new Seller & registered Seller data onto NNS computer programme.
- Send a courtesy email to all previous Sellers who have provided the Association with their email address as a reminder of the upcoming Sale and invite them to register.
- Devise & print a Seller Hundred Number Tally List & complete after each registration.
- Answer phone calls & complete NNS records/tasks as per guidelines for Phone Administrator.
- Notate all phone calls/emails in NNS PA Diary, and record data onto pc.
- Thursday, week of the Sale, email NNS Data List to NNS Pre-Sale Co-Ordinator. Update this List via email Friday afternoon if required.
- Devise a Seller Scrap List for the next Sale.
- Return phone access to Phone Administrator the Monday following each Sale.
- To successfully uphold this position, the ownership of a personal computer, some computer skills / literacy and internet access would be a definite advantage
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NEWSLETTER TEAM:
EDITOR - Maryane Genrich
CONTRIBUTORS - VACANT
- Magazine published every 3 months
- Read and collect articles suitable for inclusion in the magazine
- File articles, which are worth saving from other magazines in reference file
- Write a small section “From the Editor” for each magazine
- Actively canvass for articles from all CPEA members
- Ensure that all relevant committee members have submitted their articles, that is, President; Coffee Morning Co-Ordinators; NNS Co-Ordinator; Librarian
- Type the contents of each magazine (6 per year). CPEA has a computer for the Editor’s use
- Assemble master copies of each page of magazine in readiness for printing, including headings, illustrations etc
- Forward finalised magazine edition to Magazine
- Source new advertisers when necessary (advertisements must be passed at Committee Meetings)
- Design advertisements where necessary and have them approved by the Advertiser
Maintain an updated version of free Advertisements ensuring all details are correct.
Send advertising renewals in January or when due
Confirm advertising arrangements with paying advertisers by March, or when applicable. - Advise Treasurer and Label Printer when advertisers renew, or new advertisers are approved
- Correspond with other CPEA organizations when required
- Keep computer maintained
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COFFEE MORNING CO-ORDINATORS - Cheri McCarthy, Sarah Bunk, Laura Gillam
GUEST SPEAKER ORGANIZER - VACANT
- Confirm/arrange guest speakers for each Coffee Morning
- Confirm time, date, location and subject presentation with each speaker by mail. A format letter has been drafted for confirmation of guest speakers
- Advise Magazine Editor of speaker details, topics and venue of all activities.
- Canvass other CPEA members to act as casual volunteers to help set up and clean
- Maintain roster of casual volunteer helpers
- Host Coffee Mornings, introduce and thank speaker(s) and thank casual volunteers that helped with the morning
- Write a report for the “Coffee Dregs” in the magazine
- Write a thank you note to speakers after each Morning
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LIBRARIAN- Christine Edwards
LIBRARIAN FOR COFFEE MORNINGS - VACANT
- Maintain library collection Keep books, videos and magazines in numerical order and the trolley tidy regularly
- Keep an up-to-date asset list with new and deleted books for Audit each year, and monitor borrowing with yearly stocktake
- Phone/send out overdue notices as required
- Purchase new/replacement books and videos as funds are available
- Make recommendations to the Committee concerning the number and cost of books and videos required
- Write “Book and Video Reviews” or “Library Notes” for the magazine to advise Members of new purchases/donations and to encourage general use of Library
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NEWSLETTER COLLATOR - Robyn Smith
- Organise to have the magazine photocopied at one of the Local Members Office as listed in your job folder. (They require 2 weeks notice and unfortunately no children allowed in Offices), otherwise utilise Just Copy It, Wilsonton Shopping Centre for photocopying if the Members Office is unavailable or inconvenient
- Print members address labels
- Collate the magazine - stapling, folding, labelling, sorting and bundling
- Include any other inserts as requested, such as invitations to CPEA functions, special letters/reminders etc
Post magazines after collation
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MEMBERSHIP SECRETARY - Melissa Milne
- Process and bank payments
- Post out completed membership pack, and rewenal letters
- Maintain an up-to-date excel database.
- Liase with treasurer re payments
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WEBSITE MANAGER - Vacant
- Develop and maintain a website for the Childbirth and Parenting Education Association
- Create and maintain a members only section
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PLAYGROUP COORDINATOR - Karen Pellow
PROMOTION OFFICER (TV/RADIO/NEWSPAPER/INTERNET)- Linda Maguire
- Send Coffee Morning and Nearly New Sale details to:
◦ Channel 7, Win TV and Southern Cross Ten to be included on their
Community Noticeboards
◦ Toowoomba’s Mail (free newspaper distributed every Thursday) to be
included in their event section.
◦ Radio stations to be included on the Community Noticeboards
◦ Local magazines such as Toowoomba's Child, Revive
◦ Websites that promote information about Associations such as
www.bubhub.com.au
Keep records of all promotion activity
Write and send press-releases to local media outlining CPEA services
such as Mums, Bubs and Toddler Coffee Mornings, Parent Support Groups,
Nearly New Sale,
Mention the Coffee Mornings and NNS on Parenting website forums
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PROMOTION OFFICER (PROMOTION MATERIAL DISTRIBUTION) - Vicki Kelly, Sarah Bunk,
- Update or create promotion material eg. brochures, flyers and posters for the Coffee Mornings, Nearly New Sale and Ante-natal class details
- Buy paper (cost of which is reimbursed) and arrange for photocopying at Mike Horan’s office
- Maintain a database of relevant locations where promotion material can be sent.
Regularly distribute promotion material to various locations and ensure supplies are maintained. - Recruit casual volunteers to assist with distributing promotion material
- Organise displays in local library when necessary and at the Nearly New Sales (twice a year)
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PARENT SUPPORT GROUPS COORDINATOR- Alley Sullivan
Database Administration and Membership
- Maintain the membership database, by entering new member details, updating existing members and moving non-renewed members to an expired database. Maintain the list of affiliated relationships and life memberships.
- Maintain a visitors and membership enquires database.
- Advise the Membership Officer of all new memberships and renewals. Advise the President of membership renewals for follow up.
- Provide renewals and new member information for the newsletter. Provide a database membership list for merging purposes for the newsletter run.
- Attend Coffee mornings twice a month, to update membership and visitors database and to talk to non members and members about the parent support programs and membership.
- Follow up by phone (email if can’t contact) non members who did not join who were not spoken to at the Coffee morning about membership or peer support.
Parent Support Program Preparation
Contact interested members/non members, and organize them into a new or existing parent support group.
Maintain hand out notes for Parent Support program and have copies available for arriving groups.
Facilitate and host first introduction session for parent support groups, following guidelines and requirements as in the hand out notes and additional facilitation guide.
Complete post meeting administration including: update the database with parent group details for members of the group, and to the CPEA parent support coordinator database Administer any membership joins and post out any notes to members who were unable to attend. Advise the Group Coordinator – parent support, of the Groups coordinator.
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GROUP COORDINATOR – PARENT SUPPORT ASSISTANT- vacant
- Attend and co-facilitate the Parent Support groups first introduction session with the Parent Support Coordinator.
- Maintain a Group Coordinators email distribution and phone list.
- Work to enhance the groups activities and dynamics, through organizing CPEA social events, newsletter articles about the groups and other concepts.
- Maintain monthly email contact with Parent Support Coordinators, including asking for volunteer help, advising of key CPEA happenings.
Liaise and provide support to the groups as required.
RESOURCE DIRECTORY MANAGER- Genevieve Olton
Management Committee - Next Re-election Early 2009
Sarah Bunk - President
Louise Saviker- Secretary
Lisa Russell-
Treasurer( leaving 31 Oct 08)
Rachel Crooke, Maryanne Genrich, Emma Pollard, Genevieve Sayers, Linda Maguire