Monthly meeting guidelines

  • Start time – No later than 7.30pm. Arrive 15 minutes early for a cuppa and information sharing
  • At least 10 monthly meetings per year.
  • Everyone in attendance to be recorded in minutes
  • Agenda is on display at least 2 weeks before meeting. Anyone can add an item onto agenda, put your name beside it for reference – or get someone else to speak on your behalf
  • Meet your own needs first. Bring your children if you need to. Leave when you need to.
  • Everyone should attend at least one meeting per term
  • Finish no later than 10.30pm



The President is the co-ordinator of the centre, and the role can be shared with a vice president or co-president.


  • It is advisable that the President has Course 2 and is ideally actively working towards gaining Course 3 certificate.
  • Understands Playcentre philosophy.
  • Has working knowledge of centre policies and procedures
  • Has working knowledge of Te Akoranga Playcentre constitution
  • Has a general idea of the administration of the Federation
  • Have a working knowledge of the duties of all office holders
  • Prepared to represent the centre at outside functions. Promote Playcentre and liaise with outside groups: i.e. local school, dental clinic, Plunket, health nurse, library,


Encourages harmonious relationships between members with open communication and a sense of belonging and responsibility to the centre. Helps all families feel welcome, understand the Playcentre philosophy and enjoy being involved in the running of the centre. Encourages participation in meetings, workshops and courses run for the centre by the Association.

Working co-operatively

No matter how the centre is organised, it is for the president to see that no one has too heavy a load. This is not only for the sake of the person, but for the healthy functioning of the centre. The strength of a voluntary organisation lies in the acceptance of the fact that all members have contributions to make. All have the opportunity to act as leaders as the occasion arises.

Guiding centre meetings

  • Ensures centre meetings are held
  • Either chairs meetings or is responsible for ensuring that there is a suitable chairperson.
  • Receives written reports from all the office holders at each monthly meeting (to be minuted).
  • Sees that visitors and speakers are looked after and are offered transport.
  • Helps prepare agenda with the Secretary for each meeting at least one week prior to the meeting.
  • Presents reports to each monthly meeting.

Contributing to Association meetings:

  • Ensures that the centre is represented at all Association meetings.
  • Each centre reads out the four words to describe the centre in the past month.
  • Each centre is required to hand in a written report to the Association minutes secretary to be included in the minutes.
  • Delegates/representative of the centre should ensure that information from the meeting (and any convenors meetings attended) is passed to the relevant office holders.
  •  A written report should be presented at the next monthly meeting.

Support & professional development

  • Attend officer orientation meeting after Centre AGM
  •  Advice, help, information and support via centre Liaison Field Officer, Association President or other Association positions.
  • Supportive of office holders and ensuring they are aware of duties and who the relevant Association convenor is, and how to contact them.
  • Establish a close working relationship with the centre secretary.
  • Presidents support meeting
  • Aware of national conference as a supportive network

Positive behaviour management

Full policy name Glen Eden Playcentre – Positive Behaviour Management Policy
Date approved
Date adopted
Review date



  1. To protect children and promote positive attitudes to management of children’s behaviour.


  1. Children will be treated with respect and dignity, and given positive guidance directed towards promoting behaviour appropriate for the child’s stage of development.

Guiding principles

  1. The limits of Playcentre; we care for our equipment, we care for each other and respect each others’ play
  2. Ensuring a safe and healthy environment eg. no smoking in Playcentre grounds or buildings
  3. Role modelling alternative ways of dealing with inappropriate behaviour


  1. Adults are given information on the limits of Playcentre during the welcoming process. Additional information is also available in the ‘Encouraging Desirable behaviour in Children’ booklet.
  2. Children’s behaviour and ways to manage it are discussed at an appropriate time, for example centre monthly meetings or centre evaluation meetings. When needed an individual management plan will be developed in discussion with the parents to meet the needs of the specific child.
  3. Where necessary, in consultation with the parents, specialist services will be consulted for advice and support.
  4. Association personnel are available to assist with child management problems.
  5. Strategies/tools to support children’s behaviour are discussed at the end of session evaluations and at evaluation meetings while being mindful of the Privacy Act and the Association’s Complaints Procedure.

Useful Behaviour Management Strategies

  1. Use the child’s name or “STOP” if necessary.
  2. When a child is hurting another child, take control of the situation first; then pay attention to the victim. Ensure the other child is made aware that their behaviour was unacceptable.
  3. Redirect children to alternative activities if their behaviour is unacceptable eg. “shall we throw the ball outside.”
  4. Describe the behaviour you want, for example say to the child “Walking inside please” rather than “Don’t run”. It is important to make it clear to the child how you would like them to behave, rather than assuming they know this.
  5. Reinforce appropriate behaviour by giving positive feedback.
  6. In the case of a child repeating inappropriate behaviour, take the time to observe the child in order to find out what triggers this behaviour.
  7. Model for children the words/phrases they can use to negotiate with other children, for example “Say to J, can I have a turn after you”.
  8. Give the children time to work out their own solutions so long as it stays safe for all.
  9. Where appropriate, use humour to deflect tension.
  10. If an activity is causing conflict, join the activity and help facilitate its success. For example, you can find extra equipment or suggest different roles for children to play within the activity.
  11. If you are struggling to deal with a situation, ask others within the centre for support and help.

Regulations and policies


ECE Regulations
  • ECE Regulations 2008 Reg ?
  • Ece Licensing Criteria 2008
  • Curriculum C3 & C13
  • Health & Safety HS 17, 31, 32, 33
  • Governance & Management GMA 2 & 7

Related centre policies

  • Communication with parents
  • Health and safety
  • Child protection policy

Te Whâriki link

  • Belonging – Goal 4

Useful resources

Adult conduct

Full policy name Glen Eden Playcentre – Adult Conduct policy
Date approved
 Review date



  1. To ensure centre members understand how to keep themselves safe from accusations of child abuse when undertaking personal care of young children.



  1. All adults are responsible for the safety of children present at Playcentre.
  2. A minimum of two adults will be on duty every session. [Association specific guidelines]


  1. Adults should tell another adult when taking a child, other than their own to the toileting or nappy changing area.
  2. Toileting facilities are managed to ensure maximum visibility yet sufficient privacy.
  3. The approved adult : child ratio will be upheld at all times during session. Should a spontaneous excursion occur the adult : child ratio will be maintained as stated in the Excursion policy. There must be adequate First Aid for both groups
  4. Adults enrolling in Playcentre will be informed about this policy.
  5. Playcentre will hold up-to-date resources on the recognition and prevention of child abuse for centre members.

Accusations of Abuse at a Session

  1. Any adult accused of child abuse at a session will be taken off session duties while the complaint is investigated.
  2. Support will be provided by another centre member, or association personnel, or referral to the human rights commissioner will be made while the complaint is investigated.
  3. If the complaint is upheld procedures will be taken to terminate the membership or employment of the person accused. See child protection policy for investigation procedure.

Regulations and policies


  • ECE Regulations 2008 43, 46 & 47
  • Ece Licensing Criteria 2008
  • Curriculum C3 & C13
  • Health & Safety HS 17, 31, 32, 33
  • Governance & Management GMA 2 & 7

Related centre policies

  • Communication with parents
  • Complaints procedure
  • Child protection
  • Excursion policy
  • Positive behaviour policy

Useful resources

  • Breaking the Cycle, an interagency Guide to child Abuse CYPFA