Responsibilities of Membership

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Constitution and Associations Incorporation Act 2015

As Greenwood Village Playgroup is an Incorporated Association, all members are bound by the rules of the playgroup as defined in our CONSTITUTION and playgroup by-laws, as well as the Western Australian ASSOCIATIONS INCORPORATION ACT 2015. 

Don't freak out though, in a nutshell all this means is that you have a role in ensuring that the association conducts itself in a way that is acceptable to you (i.e. it is run in a fair, democratic and financially accountable manner). 

You can fulfil your membership obligations by:

1. Attending the Annual General Meeting

2. Voting in committee elections, and when special resolutions are proposed to members

3. Reading the meeting minutes and raising any concerns you have with the management committee

It is also important to be aware that your contact details are available to other members of the playgroup if they are requested, as required under the Act. CLICK HERE for more details about this requirement from the Department of Commerce website. 

As well, being a member of an Incorporated Association gives you some important rights (as set out in the Act), and you do not give up these rights by simply agreeing to our rules (should they be inconsistent with these rights). All members have the right to:

Records

• Inspect and copy the association's register of members (Section 53 of the Act)

• Inspect and copy the association's rules (Section 35 of the Act)

• Inspect and copy the association's record of office holders (Section 58 of the Act)

• Receive a copy of the rules when they join the association (Section 36 of the Act)

Annual General Meeting

• Attend the annual general meeting (Section 50 of the Act)

• Have financial accounts showing the financial position of the association submitted to them at the annual general meeting (Tier 1 – Section 70 of the Act, Tier 2 – Section 73 of the Act, Tier 3 – Section 76 of the Act)

Special Resolutions

• Have proper notice of and to attend any general meeting at which it is proposed to alter the association's rules (Sections 30 and 51 of the Act)

• Have proper notice of and to attend any general meeting at which it is proposed to voluntarily cancel the association (Sections 51, 129 and 141 of the Act)

• Have proper notice of and to attend any general meeting at which it is proposed to amalgamate the association with another group (Sections 51 and 102 of the Act)

Please also note, in some situations, it may be necessary for an association to suspend or even expel a member including a member of the management committee.  Members may be expelled for a number of reasons such as serious criminal conduct, failing to comply with the rules of the association and bringing the association into disrepute.  Expulsion is seen as a last resort, when all other options to resolve the problem have been exhausted. Details about the rules and processes regarding suspension or expulsion of membership can be found in the constitution (link at the top of the page). 

Other Responsibilities

In addition to the constitutional obligations above, we ask that all members respect the responsibilities listed below to keep the playgroup running smoothly.

Safety

The keys to the centre are to be placed on the hook outside the main doors. The first aid box is located in the toy cupboard. Please ensure that all gates are closed after use and that duty reps supervise children outside at all times. The attendance register must be completed at the commencement of each session and is kept on the noticeboard by the kitchen.  

In the event of a fire, the group leader should collect the keys and attendance register and blow the whistle to indicate the emergency. Please exit the building and meet in the shaded area near the swings. A roll call will be done by the Group Leader. When it is ascertained that everyone is out of the building and safe, please close the door.

SEE FIRE PROCEDURES IN HALL NEXT TO STOREROOM AND FRONT DOOR

Group Leaders are to conduct a Fire Drill and general review of safety procedures once each term. There is to be no smoking in the building or on the surrounding grounds.

Individual Member Responsibilities

Supervision

It is expected that you will supervise and assist your child in the activity or game of their choice and follow them as they change activities.

Attendance

Playgroups are popular and there are often waiting lists, so your regular attendance is encouraged.  If you are unable to attend, please notify your group leader.

Keys and Toilets

Keys are located in a lock box at the playgroup. The session leader will provide you with the lock box code. We have adult and children toilets located on site. Please keep them tidy.  Please ensure you return the key to the lock box at the end of your session.

Kitchen

You are welcome to use the kitchen if you want. We provide tea, coffee, and milk to memebers. Food needs to be provided by members. At the end of your session, please make sure the kitchen is tidy and bins emptied to the council bin outside. 

Craft and Sensory Supplies

You are welcome to use our resources in our craft and seonsory cupboard. Please clean up after you activities, put things back where you found them, and keep the cupboard tidy. 

Pack up

Calactasia hall is hired from City of Joondalup and other groups use the space. Before you leave your session please;

• Sweep and vacuum the floor

• Pack up all toys and resources into the toy cupboards/shed and make sure they are padlocked

• Ensure the space is neat and tidy

Meetings

Committee meetings are held four times a year. Members are notified when the next meeting will be held. All members are welcome to attend. 

Busy Bees

Our busy bee fortnight is held once a year, where members are requested to take on a task to keep our playgroup resources clean and tidy. There will be a display at playgroup where you can select the task you want to do. 

Group Responsibilities

Cleaning

• Each session is responsible for cleaning and/or keeping tidy the hall.  Please ensure your group leaves the hall, store rooms and shed in a neat state.  

• Sweep sand out of the shed as needed, whilst the toys are being played with.  

• Toys and equipment require regular cleaning and maintenance if our playgroup is to run smoothly, so if you see something that needs cleaning please do so, or if it is significant cleaning or maintenance, let the session leader know.

• As courtesy to other members, please ensure all equipment and toys are put away in the right place.

Communications

Please READ any communications from the playgroup (uually your session leader) as this is the best way for us to relay information to you. 

Getting Involved

Be prepared to be involved and try and attend meetings. Your contributions to the running of our Playgroup are very important.  

Session Leaders

The session leader is responsible for communication with their group and forwarding information from the committee.