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Part 5 : Committee handover checklist

This checklist has been compiled by the business and financial officer of the Early Years Team. It is divided up into information for new chairs, treasurers and secretaries. 

The purpose of this checklist is to inform incoming/outgoing committee members of the information to be made.   

To the chair

Have you received or been provided with this information? Reason Tick when you receive information Your comments
Handover meeting between the outgoing/incoming chairs Opportunity to discuss the role in detail and for the incoming chair to ask questions and receive information on ongoing issues
DBS Ofsted requirement of all new committee members
A list of Chair duties To inform the new chair of the duties they will be inheriting
Copy of the governing document (e.g. constitution) To inform new committee members of status of the organisation and their legal responsibilities as committee members
Committee structure and membership To inform new committee members of the way in which the organisation is structured, and the membership of each committee and any vacancies which need to be filled
Copies of the minutes of past meetings To provide the new chair with a permanent record of all decisions and actions taken by the committee
Dates of meetings agreed by the outgoing committee To inform new committee members of meeting dates which have been agreed
Bank/Building society statements for all accounts To provide information on the cash balances currently held in volume of transactions on each bank/building society
Past annual reports To provide new chair with a history of activities undertaken by the organisation
Audited accounts To provide the chair with an independent view of the financial health of the organisation
Staff personnel files (contracts, job descriptions, DBS, records of appraisal, training certificates and contact details) To  provide assurance that the organisation is aware of and has compiled with good employment practices
Staff rota To provide the new chair with information on the hours/days worked by each staff member
Organisation policies and procedures To ensure the organisation has complied with the Standards published by Ofsted
Ofsted National Standards for your type of provision To inform the new chair of the standards by which the organisation is measured
All Ofsted Inspection reports and associated correspondence To inform the new chair that the organisation by Ofsted, the outcomes of past inspections and any unresolved issues arising from these inspections
Registered, actual and planned numbers of children To enable the new chair to compare actual and planned numbers of children with the maximum number of children the organisation is registered for    
Registered Charity number (if applicable) To provide proof of charitable status    
Insurance certificates(s) To provide evidence that the organisation has adequate insurance cover for all its activities in place    
Inventory of assets To inform the new chair of the type and value of the organisations major assets    
Current and previous funding applications To provide the new chair with information and value of past and future sources of funding    
Current prospectus To inform the new chair of information and provided to prospectus parent/carers    
Curriculum plan To inform the new chair of the range of early years education offered and how it is delivered    
Contact details of Education Adviser To inform the new chair of the contact of the local education authority    
EIO To inform the new chair of the named EIO    
Records of complaints (past and outstanding) To inform the new chair of past and current contentious issues and to provide records of action to be taken    
Operational plan To provide the new chair with evidence that that organisation has important information filed in one place    
Names, addresses and contact information on outgoing committee members To enable new committee members to contact outgoing committee members in an emergency    
Ofsted registration certificate To provide the new chair with evidence that the organisation is registered with the requisite statutory body    

 To the treasurer

Have you received or been provided with this information? Reason Tick when you receive information
Handover meeting between the outgoing/incoming treasurers Opportunity to discuss the role in detail and for the incoming treasurer to ask questions and receive information on ongoing issues
DBS Ofsted requirement of all new committee members
A list of the treasurer duties To inform the treasurer of the duties they will be inheriting
Copies of audited accounts for the past six years (if applicable) To provide evidence of the past financial health of the organisation and the start/end dates of the organisation’s financial year
Current budget and budget forecast To provide evidence of financial planning
Financial reports To provide evidence that financial performance is being monitored and reported to committees/staff and of the financial health of the organisation
Current receipts and payments information (on paper or file) To inform the new treasurer of the system in place to record financial information
Bank/building society statements for all accounts To provide information on the cash balances currently held and the volume of transactions on each bank/building society account
Bank reconciliations To provide evidence that petty cash is being regularly reconciled to the bank accounts and the action taken if the reconciliation does not balance
Petty cash reconciliations To provide evidence that petty cash is being regularly reconciled with the receipts and payment ledgers
Authorisation limits To inform the new treasurer which committee members can authorise payments by value and type (e.g. payroll)
Fee policy To inform the new treasurer of the fee charged for each session, when it is payable and the action taken if fees are overdue
Financial policies/procedures To provide evidence of financial control
Payroll information To inform the new treasurer of the rates of pay for each type of staff, who is responsible for calculating staff and when staff are paid
Copies of milk claim form To inform the new treasurer of the of the process for reimbursement of expenditure on milk
Contact details of Financial and Business Support Officer

Michelle Jones: Tel: 01454 862368

 

Copies of nursery education grant guidelines – local and national

To inform the treasurer of the regulations the organisation must meet

To inform the new treasurer of a major source of income, the value of that income and how and when to submit a claim

Copies of nursery education grant claims To inform the new treasurer of a major source of income, the value of that income and how and when to submit a claim

To the secretary

Have you received or been provided with this information? Reason  Tick when you receive information Comments
Handover meeting between the outgoing/incoming secretary’s Opportunity to discuss role in detail and for incoming secretary to ask questions and receive information on ongoing issues
DBS Ofsted requirement of all new committee members
A list of the secretary’s duties To inform the new secretary of the duties they will be inheriting
Committee structure and membership To inform the new secretary of the way in which the organisation is structured, the membership of each committee and any vacancies which need to be filled
Contact list of committee members and staff including name and telephone number To enable the new secretary to contact current committee members and staff
Copy of the governing document (e.g. constitution) of the organisation To inform new committee members  of the legal status of the organisation and their legal responsibilities
Copies of the agendas and minutes of past management committee meetings To provide the new secretary with a permanent record of discussions, decisions and actions taken by the management committee
Dates of meetings agreed by the outgoing committee To inform the new committee members of meeting dates which have been agreed
Past annual reports To provide the new secretary with a history of activities undertaken by the organisation and the issues
AGM information (including blank nomination To inform the new secretary of the date and format of the AGM
Correspondence from parents To inform the new secretary of resolved and outstanding issues
Newsletters (past and current) To inform the new secretary of the type and format provided to parents