The Willetton Toy Library is a volunteer-based organisation and is managed by parents in the local community. The committee meets every second Wednesday of the month. The committee consists of the following roles and their responsibilities :
- Co-ordinate and oversee the smooth running of the Toy Library.
- With the assistance of the secretary, prepare an agenda for monthly meetings.
- Chair monthly committee meetings.
- Chair the Annual General Meeting.
- Liaise with the City of Canning.
- Assist secretary with the preparation of the newsletters.
- Oversee Fundraising Co-ordinator for the submission for monetary grants from the City of Canning and Lotteries WA.
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- Fill in for the President when required / in their absence (e.g. to chair meetings etc).
- Support the President and assist in decision making.
- Assist in the preparation of grant requests.
- Take on other duties as required.
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- In conjunction with President, prepare agendas for all meetings and distribute to members at the meeting.
- Take minutes at meetings, type up and distribute ASAP to each committee member.
- Answer incoming correspondence, in conjunction with the President.
- Prepare outgoing correspondence in conjunction with the President.
- Prepare Newsletters in conjunction with the President.
- Arrange for photocopying of information / forms as needed (photocopier available at Tony McRae's Office, Riverton Forum).
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- Coordinate and maintain Toy Library roster so that there is always one committee member and two regular members on duty at each session.
- Find replacements for any cancellations of roster duties.
- At monthly committee meetings, circulate the next months roster so that members can sign up for their monthly duty.
- Contact new members as they join to assign roster duties.
- At the AGM, have a new roster for the following six month period available for members to commit to two duties.
- Keep an up to date roster on the committee trolley noticeboard for all to access.
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- Keep track of supplies and purchase any stationery required.
- Purchase tea, coffee, sugar, biscuits etc required for Stocktake and AGM.
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- Attend WAATL meetings where possible (usually just their AGM) and report back to the Committee.
- Receive the WAATL newsletter and bring any interesting articles to the attention of the committee.
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- Investigate possible fundraising ideas and present at Committee meetings.
- Organise any fundraising activities to be undertaken.
- Organise raffles for the AGM and Stocktake.
- Organise door prizes for the AGM.
- Organise fundraising brochures for AGM.
- Submit monetary grants to the City of Canning and Lotteries WA.
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- Provide financial information to the committee.
- Look after banking and bank statements.
- Maintain cash box.
- Provide end of financial information for the auditor.
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- Organise stocktake procedure list.
- Oversee stocktake.
- Report to the committee after the stocktake.
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- Is the contact person for enquiries re joining.
- Details opening times, location, fees and fines to new members.
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- Maintain records of repairs.
- Co-ordinate all repairs.
- Liaise between WTL and repairers.
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- Keep the records of the toy list.
- Record new and retired toys.
- Help organise the stocktake.
- Compile a report of the most/least popular toys and report to the committee.
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- To arrange order and delivery of new toys.
- Find replacement / additional pieces to existing to toys as needed.
- To liaise with treasurer and cataloguing officer.
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- Keep all materials for making bags.
- Make bags to fit toys as needed.
- Repair old bags when possible.
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