About Playbox

Playbox is a registered Early Years charity No 1037810. We are a community based preschool and a member of the Learning Alliance. A committee of volunteer parents holds regular informal meetings to administer it.

We hold the committee AGM in September/October each year. If you are interested in being Part of our committee you can find more information on the following link.
Committee Officers until October 2021/2022 are:

The Playbox Team

We are proud of the high ratio of adults to children in our group. This ensures individual attention to the needs and development of each child. Playbox is committed to the Professional Development of the whole team we are constantly updating our training.

Sheila - Playbox Manager/Team Leader and Parent Partnership

Responsible for meeting welfare requirements for the Pre-school and the welfare of children, the team and their continued development. Leading progress and upholding best possible practice. Level 5 Diploma in Leadership for the Children and Young People’s Workforce – Early Years, Level 5 in Leadership and Management. Sheila opened Playbox 1991.

Theresa - Early Years Professional, Curriculum, Development and Parent Partnership

Responsible for overseeing the routines of Playbox. Child Development and Curriculum. BA Honours Early Childhood Studies. Early Years Professional. Theresa joined Playbox in 2000.

Nikki - Lead Practitoner, Safeguarding, Behaviour and Development Co-ordinator

Responsible for overseeing the Safeguarding and child development environment within Playbox ensuring all team are kept informed of new developments. Level 5 Diploma in Leadership for the Children and Young People’s Workforce – Early Years. Nikki joined Playbox in 2001.

Julie - Pandas, Health and Safety Co-ordinator and Administrator

Responsible for Risk Assessment and ensuring the Health and Safety of children and adults in Playbox. Assists with the collection of fees and other monies. Level 5 Diploma in Leadership for the Children and Young People’s Workforce – Early Years. Julie joined Playbox in 2004.

Donna - Special Educational Needs Co-ordinator

Responsible for co-ordinating paper work and contacting other professionals to support the groups work with the needs of the children. Provides support and advice to parents and the team. Level 5 Diploma in Leadership for the Children and Young People’s Workforce – Early Years. Donna joined Playbox in 2004.

Natalie - Prime and SEN Coordinator

Development and Curriculum in Prime. Also responsible for supporting Donna and the groups work with the additional needs of the children. Level 5 Diploma in Leadership for the Children and Young People’s Workforce – Early Years. Natalie joined Playbox in 2004.

Debbie - Communication Language Literacy and Curriculum Co-ordinator

Responsible for Pre-schools Communication and Language environment, Curriculum and the planning and provision for equality of practice. Level 5 Diploma in Leadership for the Children and Young People’s Workforce – Early Years. Debbie joined Playbox in 2004.

Denise - Prime and Safeguarding and Behaviour Co-ordinator

Responsible for overseeing the Behaviour, Safeguarding developmental environment within Playbox ensuring all team are kept informed of new developments. Level 5 Diploma in Leadership for the Children and Young People’s Workforce – Early Years. Denise joined Playbox in 2007

Joanne - Pandas. DATA protection and On Line Safety Co-ordinator

Responsible for coordinating Pandas parent and toddler group and to keep all technology equipment up to date, whilst protecting children on safe internet use. Ensuring that we follow all data protection protocol. Level 3 in Childcare. Joanne joined Playbox in March 2009.

Leanne – Equal Opportunities Co-ordinator

Responsible for supporting the team, and ensuring the equality of practice and provision within the Playbox groups updating policy and developing team when the need arises. Level 3 National Nursery Education Board (NNEB) Leanne joined Playbox in 2011

Kerry – Deputy SENCo

Responsible for providing a safe, fun and caring environment for all Playbox children. To understand and implement Playbox policies and procedures. Level 3 Play work. Kerry joined Playbox October 2012

Michelle - Deputy Every Child a Talker (ECAT) Co-ordinator

Responsible for providing a safe, fun and caring environment for all Playbox children. To understand and implement Playbox policies and procedures. Level 3 in childcare. Michelle joined Playbox in April 2016.

Nikki - Learning Environment and Garden Co-ordinator

Responsible for the safe care and education of children with in Playbox. To understand and implement Playbox policies and procedures. Level 3 in childcare. Nikki joined Playbox in November 2017.

Tracy

Responsible for providing a safe, fun and caring environment for all Playbox children. To understand and implement Playbox policies and procedures. Level 3 in child care. Tracy joined Playbox in September 2018.

Claire – Knowledge and Understanding Co-ordinator

Responsible for providing and supporting the children’s learning through their knowledge and understanding of their world to understand and implement Playbox policies and procedures. Claire has a ─║evel 3 in child care. Claire joined Playbox in April 2016.

Yaz

Responsible for providing a safe, fun and caring environment for all Playbox children. To understand and implement Playbox policies and procedures. Yaz has a level 3 in child care. Yaz joined Playbox in October 2018.

Playbox

We provide a staffing ratio of 1 – 4 for 2 year old children and 1-6 for three to four year olds. This is well within the Welfare requirements of the Early Years Foundation Stage. We ensure that children have sufficient individual attention and guarantee care and education of a high quality. Our team are highly qualified and dedicated to their own on-going professional development.
We carry out checks on new team members through the Criminal Records Bureau in accordance with statutory requirements.

Playbox recognises that qualifications and training make an important contribution to the quality of the care and education provided by early years settings. As part of our commitment to quality, we offer placements to students undertaking early years qualifications and training. We also offer placements for school pupils on work experience.

Committee Member

You will be jointly responsible for all decision taking, members of the committee will also arrange for the following work to be done:

  1. Keeping the whole group in touch with each other’s decisions and activities by means of a notice board and/or newsletters to parents and carers.
  2. Oversee a waiting list in accordance with the group’s admissions policy (maintained on a daily basis by Supervisor).
  3. Fund-raising.
  4. In consultation with staff, buying equipment for the group.
  5. In consultation with staff, ensuring that registration requirements, and where appropriate, OFSTED requirements are met.
  6. Arranging the group’s insurance and maintaining an inventory.
  7. Making sure the group is a safe place to be, for both children and adults.
  8. With the team, making regular checks on the accident record and conducting risk assessments.
  9. HAVING FUN!

Chairperson

The chair’s job falls into four main parts:

  1. To represent the pre-school and the elected committee at public events, and sometimes at other meetings.
  2. To chair and open committee meetings, and to ensure that decisions are taken and implemented in a way that provides the needs and wishes of the pre-school members and makes the most use of the skills and talents available.
  3. Line management of staff.
  4. To support the work of the Treasurer, Secretary and Committee.

Treasurer

The committee as a whole are responsible for making financial decisions, but the Treasurer is the one who keeps the records of all the group’s financial transactions:

  1. Maintain the group’s bank accounts.
  2. Collect and bank all monies – fees, fundraising, etc.
  3. Pay bills, administer petty cash account.
  4. Pay staffs wages.
  5. Arrange for Independent Examination of Accounts for AGM.

Secretary

The secretary deals with all the group’s official paperwork, except for keeping the accounts. The work includes:

  1. Writing and receiving letters for the group and keeping records of all the correspondence.
  2. In consultation with the Chair, drawing up and circulating an agenda before meetings.
  3. Ensuring that everyone knows in good time about the date, time and place of committee meetings and other meetings.
  4. Keeping proper records (minutes) of meetings.
  5. Arranging the venue for meetings.

Playbox Pre-school Learning Alliance Constitution 2021

The name of the pre-school is Playbox and is referred to in this Constitution as Playbox Preschool
Playbox pre-school is a body in membership of The Pre-school Learning Alliance.

Aims
The aims of Playbox pre-school are to enhance the development and education of children primarily under statutory school age by encouraging parents to understand and provide for the needs of their children through community groups and by:

-Offering appropriate play, education and care facilities, family learning and extended hours groups, together with the right of parents to take responsibility for and to become involved in the activities of such groups, ensuring that such groups offer opportunities for all children whatever their race, culture, religion, means or ability.
-Encouraging the study of the needs of such children and their families and promoting public interest in and recognition of such needs in the local areas.
-Instigating and adhering to and furthering the aims and objects of Playbox pre-school Learning Alliance.

To further its aims Playbox pre-school has the following powers:

-To provide accommodation and equipment.
-To raise money to pay for Playbox pre-school’s activities.
-To make such payments as shall be necessary.
-To fix and collect the fees payable in respect of children attending groups run by Playbox pre-school.
-Subject to adherence with all applicable legislation, to control the admission of children to the groups run by Playbox pre-school and if appropriate, require parents or guardians to withdraw them.
-As a member of Playbox pre-school Learning Alliance to send an accredited representative to vote at local Branch and/or County meetings and to the national Annual General Meeting of Playbox pre-school Learning Alliance.
-To borrow money and to charge the whole or any part of the property of Playbox pre-school as security for any money borrowed subject to complying with the provisions of sections 38 and 39 of the Charities Act 1993 if it is proposed to mortgage land.
-To hire or acquire assets of any kind.
-To buy, lease or rent any land or buildings and to maintain and equip it for the use of Playbox pre-school.
-To sell, lease or otherwise dispose of all or any part of Playbox pre-school’s property subject to complying with the provisions of sections 36 and 37 of the Charities Act 1993.
-To set aside funds for special purposes or as reserves against future expenditure.
-To maintain and pay for membership of Playbox pre-school Learning Alliance.
-To insure the property and assets of Playbox pre-school against any foreseeable risk and to take out other insurance policies to protect Playbox pre-school as required.
-To provide indemnity insurance to cover the liability of the Committee members which by virtue of any rule of law would otherwise attach to them in respect of any negligence, default, breach of trust or breach of duty of which they may be guilty in relation to Playbox pre-school provided that any such insurance shall not extend to any claim arising from any act or omission which the Committee members knew to be a breach of trust or breach of duty or which was committed by the Committee members in reckless disregard to whether it was a breach of trust or breach of duty or not provided also that any such insurance shall not extend to the costs of any unsuccessful defence to a criminal prosecution brought against the Committee members in their capacity as Committee members of Playbox pre-school.
-To employ such paid and unpaid staff, agents and advisors as maybe required from time to time.
-To do any other lawful things which are necessary or desirable to enable Playbox pre-school to achieve its aims.

Membership of Playbox pre-school is divided into two kinds

Family Membership
Parents or guardians of all children who attend any group run by Playbox pre-school wishing to support the aims of Playbox pre-school. Each family holding Family Membership will count as one Member of Playbox pre-school and will be entitled to one vote at any General Meetings of Members of Playbox pre-school.

Affiliate Membership
Affiliate Membership is open to those individuals, organisations or other bodies interested in
supporting the aims of Playbox pre-school, but they will not be entitled to become an Affiliate
Member until Playbox pre-school shall have received the subscription (if any) set by the Committee.
An Affiliate Member will be entitled to one vote at any General Meetings of Members of Playbox pre
school.

Membership of Playbox pre-school will cease if the Member concerned:

-Gives written notice of resignation to Playbox pre-school.
-Dies or in the case of an organisation ceases to exist.
-Fails to pay their membership subscription (if any) within two months from the date on which it is due, in which case the Member will cease to be a Member with effect from the date on which the period of two months expires.
-In the case of a Family Member the end of the last term in which any child or children of the Family Member attended any group run by Playbox pre-school.
-Is removed from membership by a resolution of the Committee on the grounds that the Member has acted in a way which brings Playbox pre-school into disrepute or has failed to abide by the rules of the Constitution. Before the Committee decides whether to terminate the membership of a Member the Committee will give the Member written notice of the misconduct or failure alleged to have occurred and will give the Member not less than 14 days in which to submit their answer in writing. The Committee will have regard to the Member’s written response in deciding whether or not to terminate membership. The Committee shall have the final decision on whether or not to terminate the membership.
Membership of Playbox pre-school is not transferable.

The Committee
The overall management and control of Playbox pre-school will rest with the individual members of Playbox pre-school’s management committee (“the Committee”). As well as being responsible for
the management of Playbox pre-school the Committee members are also the charity trustees of Playbox pre-school.

The minimum number of Committee members shall be 5 and the maximum shall be 12, together with up to a further 3 co-opted members. The Committee shall consist of:

-A Chair, a Treasurer and a Secretary (“the Officers”); and
-Not less than 2 nor more than 9 other elected Members; and
-If the Committee decides it can co-opt up to 3 further Members on to the Committee at any one time.

Not less than 60 per cent of the Committee members, including co-opted members, shall at the time of election or co-option be Family Members. In the event that this 60 per cent figure cannot be
achieved, Playbox pre-school may elect Affiliate Members to make up the balance of the Committee subject to the Affiliate Members being approved by the local Branch Executive Committee of Playbox pre-school Learning Alliance.

Where an individual is elected as a Committee member it is that individual who is the Committee member and charity trustee and no other individual with whom they share Family Membership or
Affiliate Membership shall be entitled to stand in their place at Committee meetings or have any other rights as a Committee member.

The Officers and Committee members in 5.2(a) and 5.2(b) shall be elected for one year at the Annual General Meeting. Retiring Officers and Committee members are eligible for re-election unless they have already served on the Committee in any capacity for ten consecutive years.

Co-opted members in 5.2(c) may join at any time on the invitation of the Committee but shall retire at the next Annual General Meeting. No co-opted member shall serve for more than six consecutive years.

In the event of the death or resignation of an elected Committee member, the vacancy shall be filled until the next Annual General Meeting by a Member appointed by the Committee.

All Committee members will have one vote each at Committee meetings. In the event of a tie the Chair of the Committee has a second or casting vote.

A quorum for Committee meetings is not less than half the Committee, including any two of the Officers.

All Members shall be eligible to stand for election to the Committee, except ordinarily a Member who is a paid employee of Playbox pre-school. A Member who is a paid employee of Playbox pre-school may however be eligible for election to the Committee subject to the following conditions being satisfied:

No Committee member may be paid for services provided to Playbox pre-school that form part of their duties as a Committee member and trustee of Playbox pre-school; Any services which are provided by a Member who is a paid employee to Playbox pre-school must be the subject of a written agreement between the individual and Playbox pre-school on such terms as are considered by the Committee to be in the interests of Playbox pre-school and have been approved by a resolution of the Committee;

The amount of the remuneration for such services are what is reasonable in the circumstances and do not exceed the amount that is customarily paid by Playbox pre-school to other persons who are not Committee members for such services; and

Not more than a minority of Committee members may at any time be the subject of such arrangements with Playbox pre-school and no such Committee members shall vote on or sit in any Committee meeting at which any matters concerning any such agreement relating to the provision of their services to Playbox pre-school is considered by the Committee.

Not less than two weeks before the date of the next Annual General Meeting of Playbox pre-school at which the election of elected Committee members will take place each Member shall be sent a form which any Member wishing to stand as a candidate for election to the Committee must complete and return to the Secretary to indicate their willingness to act as a member of the Committee if elected.

At the Annual General Meeting the prospective new elected members of the Committee will be those candidates from amongst those having notified their willingness to stand who receive the highest number of votes from the Members, up to a maximum of 12 elected Committee members in total.

At the first Committee meeting following the Annual General Meeting at which the newly elected members of the Committee are elected they shall choose from amongst their number the members who will act as Chair, Treasurer and Secretary.

The term of office of any Committee member will automatically cease:
-if he or she is not re-elected or re-appointed in accordance with the provisions of this clause 5;
-if they are disqualified under the Charities Acts from acting as a charity trustee;
-if they are incapable whether mentally or physically of managing his or her own affairs;
-if they resign (but only if at least 5 other elected members of the Committee will remain in office);
-if they are removed by a resolution passed by a majority of the members of the Committee.

Proceedings of the Committee
The Committee shall hold at least 2 meetings each year unless the Committee shall decide by simple majority to hold a further meeting or meetings.

Every issue considered at Committee meetings may be determined by a simple majority of the votes cast at the meeting. A written resolution signed by all members of the Committee is as valid as a resolution passed in a meeting.

General Meetings
Playbox pre-school shall in each calendar year hold a general meeting as its Annual General Meeting, in addition to any other general meetings in that year and shall specify the meeting as such in the notice calling it. The Annual General Meeting in each year shall be held at such time and place as the Committee shall decide. All General Meetings other than the Annual General Meeting shall be Extraordinary General Meetings.

Each Annual General Meeting will be chaired by the Chair or in his/her absence another member of the Committee and which shall:

-receive the accounts of Playbox pre-school for the previous financial year;
-receive an annual report from the Committee;
-elect the new members of the Committee;
-transact any other business properly put to the meeting.

An Extraordinary General Meeting may be called at any time at the request of the Committee or not less than one quarter of the Members:

The Secretary or Chair shall send notice of the date, time and place of each Annual General Meeting and any Extraordinary General Meeting, with a list of items to be discussed, to all Members at least two weeks before the date of the meeting.
If the Committee do not call an Extraordinary General Meeting within two months of a proper request to do so, any Member may call the meeting by putting up a notice in a conspicuous place where the group meets at least two weeks before the meeting.

The quorum for a General Meeting shall be 10% of the members or 5 members, whichever is the greater. If fewer attend, a new meeting must be called at a time and place determined by the Committee.

Proposals may be put to a General Meeting of Playbox pre-school by the Committee or any Member.

All proposals put to the vote at General Meetings shall be decided by a simple majority of votes cast, except proposals to amend this Constitution or to dissolve Playbox pre-school which shall require not less than two thirds of the Members present at the meeting to vote in favour.

No amendments may be made to this Constitution without the prior approval of Playbox pre-school Learning Alliance and where any amendment is to the aims of Playbox pre-school set out in paragraph 2.1 or to dissolution under paragraph 11 or to this paragraph 7.7 this shall not take effect without the prior written consent of the Charity Commission.

A copy of any resolution amending this Constitution must be sent to the Charity Commission within 21 days of it being passed.

Property
If Playbox pre-school acquires an interest in any property, either as a freehold, lease or licence of any land or buildings, then this property interest will be held by individuals appointed by the Committee to act as custodian trustees of the property on behalf of Playbox pre-school. These custodian trustees may be members of the Committee, Members of Playbox pre-school or any other persons which the Committee may appoint. A custodian trustee need not be a Member of Playbox pre-school. The custodian trustees are not charity trustees and appointment as a custodian trustee will not of itself make a custodian trustee either a Committee member or Member of Playbox pre-school. Where custodian trustees are required to hold property on behalf of Playbox pre-school then there shall not be less than 2 or more than 4 of them appointed by the Committee at any time.

In the absence of fraud or wilful default the custodian trustees are entitled to be indemnified out of Playbox pre-school’s assets against any risks or expenses incurred by them in the exercise of their duty as custodian trustees for Playbox pre-school.

The Committee may convene a meeting with the custodian trustees at any time and shall do so within one month of receiving a request for such a meeting from a majority of the custodian trustees acting for Playbox pre-school, provided that the subject matter of any meeting will be limited to discussing matters relating to the property held by the custodian trustees for Playbox pre-school and its management.

Finance and Accounts
The Committee will ensure that Playbox pre-school complies with the requirements of the Charities Acts as to the keeping of financial records, the auditing of accounts and the preparation and transmission to the Charity Commission of:

-annual reports;
-annual returns; and
-annual statements of account.

The accounting records shall, in particular, contain:

-entries showing from day to day all monies received and expended and the matters in respect of which the receipts and expenditures took place; and
-a record of the assets held and any monies owed by Playbox pre-school.

At each meeting of the Committee the Treasurer shall normally present an up to date written statement of accounts to the Committee.

All accounting records relating to Playbox pre-school shall be available for inspection by any member of the Committee at any reasonable time during normal office hours and may be available for inspection by Members at the discretion of the Committee.

Playbox pre-school may open one or more bank accounts. All bank accounts will be in the name of Playbox pre-school.

Cheques and orders for payment of money from these accounts shall require to be signed by two designated persons, one of whom shall be an Officer unless the Committee shall decide to allow cheques and orders for small amounts set by the Committee to be signed by a single signatory. A duplicate of all bank statements should normally be sent to the Chair.

Minutes
The Committee will keep minutes of all proceedings at meetings of Playbox pre-school and of the Committee.

Dissolution
If the Committee resolves that the aims of Playbox pre-school can no longer be fulfilled, the Committee will convene an Extraordinary General Meeting of Playbox pre-school to consider the winding up and dissolution of Playbox pre-school.

If the Extraordinary General Meeting referred to in paragraph 11.1 decides by a two thirds majority of the Members present and voting that Playbox pre-school should be wound up the Committee in consultation with Playbox pre-school Learning Alliance shall transfer all of the assets of Playbox pre-school (subject to the satisfaction of all debts and liabilities of Playbox pre-school) in accordance with paragraph 11.4.

If at the Extraordinary General Meeting a quorum is not present within 1 hour of the time appointed for the meeting then the meeting will be adjourned to the same day of the next following week at the same time and place. If at the adjourned meeting a quorum is again not present within 1 hour of the time appointed for the meeting then the Members present shall constitute a quorum

If Playbox pre-school is wound up or dissolved and after all of its debts and liabilities have been satisfied there remains any property or assets these shall not be paid or distributed amongst the Members of Playbox pre-school but shall be applied in one or more of the following ways:

transferred to Playbox pre-school Learning Alliance or, with the agreement of Playbox pre-school Learning Alliance, to another pre-school established as a charity whose governing instrument prohibits the distribution of income and property to an extent at least as great as is imposed on Playbox pre-school and whose objects are similar to those of Playbox pre-school; or
in such other manner consistent with the charitable status of Playbox pre-school as Playbox pre-school Learning Alliance and the Charity Commission have approved in writing in advance.

Indemnity
Subject to the provisions of the Charities Acts, every member of the Committee shall be indemnified out of the assets of Playbox pre-school against any liability incurred by him/her in defending any proceedings, whether civil or criminal, in which judgement is given in his/her favour or in which he/she is acquitted or in connection with any application in which relief is granted to him/her by the court from liability for negligence, default, breach of duty or breach of trust in relation to the affairs of Playbox pre-school.


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