SCARBOROUGH TOY LIBRARY

Transcription

1 SCARBOROUGH TOY LIBRARY Scarborough Toy Library Member Handbook CONTENTS 1. General Information 1.1. Location 1.2. Hours Of Operation 1.3. Membership 1.4. Fees 1.5. Committee 1.6. Constitution 1.7. Library Coordinator 2. What Is Expected From You As A Member Of The Toy Library 2.1. Rosters 2.2. Stock take 2.3. Annual General Meeting 2.4. Following Of Procedures 3. How Is The Toy Library Set Up? 3.1. Categories Of Toys 3.2. Other Labels On Toys 3.3. Numbering Of Toys 3.4. What Can I Borrow? 3.5. How Do I Borrow Items? 3.6. How To Care For Toy Library Toys In Your Home 3.7. Cleaning Toys for Return To The Toy Library 3.8. Battery Operated Toys 3.9. Fines Damaged Or Lost Toys Renewing Toys Tables and Chairs 4. Being On Roster 4.1. Before The Session Starts 4.2. During the session 4.3. What to do if all the pieces are not returned or a toy is damaged or broken 4.4. At the end of the session 5. Scarborough Toy Library Committee 6. Communication

2 1. GENERAL INFORMATION 1.1 Location West Stirling Neighborhood House (Scarborough Beach Rd entrance) cnr Hancock St and Scarborough Beach Rd Doubleview, Hours of Operation Saturday mornings: 9.30am to 11.30am 1.3 Membership Membership is open to families living in the City of Stirling catchment with children 0 years to 6 years We have up to 90 families belonging to the library when full A waiting list is kept of families waiting to join the toy library 1.4 Fees Our fees are as follows: $10.00 initial joining fee for new members (only paid once) $75.00 membership fee for the year (July to June) $50.00 membership fee for the year (valid concession card) There are no additional fees for borrowing toys, however late return of toys, or loss/damage of toys or non attendance for Rosters, Stocktake and AGM will attract a fine (see the section on fines). Existing members who wish to renew their membership the following year must pay their membership fees by the AGM, or their membership will expire. They will join the waiting list if they would like to rejoin but have not paid by the AGM. Please advise us early if you do not intend to renew for the following year. Members may choose to cancel their membership during the year; this allows a family on the waiting list to join mid-year. Pro-rata fees may be reimbursed at the discretion of the committee. Bank Details BSB: Account Number: Account Name: Scarborough Toy Library 1.5 Committee The Committee consists of members who serve to help maintain and run the library operations. Please refer to Section 6 for more information. 1.6 Constitution The Scarborough Toy Library is incorporated by it s constitution. The Constitution is available to review on the notice board. 1.7 Library Coordinator Scarborough Toy Library has chosen to employ a casual Library Coordinator, who coordinates the Saturday sessions with the help of members on roster.

3 2. WHAT IS EXPECTED FROM YOU AS A MEMBER OF THE TOY LIBRARY 2.1 Rosters Members are required to do 2 (two) rosters each year (July to June). Each library session will be staffed by the Casual Library Coordinator, and two or three members. Rosters are Saturday morning, am. It is expected that you will complete at least one roster in the first half of the year (ie July-December). The roster coordinator will monitor rosters and if you have not completed at least one roster by December your membership may be suspended until a roster has been completed. If you have not completed two rosters by the end of the year your membership will be cancelled. You can select suitable roster times by filling your name in on the Roster Timetable. If you do not place your name on the list, the Roster Coordinator will allocate you a roster and inform you of the date. If you cannot attend your appointed roster it is your responsibility to find a replacement. If you forget to turn up on roster, or have not organised a replacement, you will be fined as follows: First time $10.00 Second time $20.00 and/or your membership will be cancelled The rosters is currently paper based and held at the library, with an online version planned to be launched in FY Stocktake All members are required to contribute a few hours towards the annual stocktake of toys in the toy library. This entails all toys being recalled to the toy library and then systematically checked for completeness, thoroughly cleaned and commented on. Stocktake is scheduled to occur the second week of the October School holidays (subject to change) and members are able to indicate which session suits them best. If you are unable to attend stocktake you may nominate a friend or family member to attend in your place. A fine of $30.00 will be imposed if you do not attend stocktake, and your membership may be cancelled. 2.3 Annual General Meeting It is a condition of membership that members attend the Annual General Meeting which is held in July or August. Important operating issues are discussed and voted on at the AGM. If you cannot attend, you must apologise in writing to the president a week before the meeting date or a fine of $30.00 will be imposed. 2.4 Following Of Procedures All members are required to follow the rules & procedures set out in this booklet with regard to looking after toys and ensuring the smooth running of the toy library by attending rosters, stocktake and the AGM. This includes prompt payment of fines and being polite and courteous to members on roster. Membership will be reviewed at committee discretion if a member displays a deliberate disregard for the toy library rules or responsibilities. Attendance of rosters and stocktake are a part of toy library membership. If you are having difficulty fulfilling your obligations as a toy library member, please contact a committee member and alternative arrangements can be considered.

4 3. HOW IS THE TOY LIBRARY SET UP? 3.1 Categories of Toys All toys in the toy library are stored on the shelves in general categories to assist parents and children in selecting items. The categories are shown on each toy by a colour-coded label. The categories are as follows: CATEGORY INCLUDES COLOUR B First Years Cot toys, baby toys, activity centers, junior ride-ons Red M Construction Bricks, blocks, duplo sets, model towns Orange R Let s Pretend Imaginary play, doctors set, kitchen sets, doll Blue houses, garages A Active Play Outdoor games, ball games, quoits, Light Green skittles, sandpit & water toys D Discovery Craft kits, lacing, magnets, science & Discovery White sets, drawing skills I Music Music related toys, instruments Orange J Puzzles Floor puzzles, wooden jigsaws Yellow G Games Card games, board games, dominoes (mainly Green indoor items) W Reading, Writing and Numbers Spelling, counting games, educational items Fluoro Pink C Costumes Dress ups for boys and girls! White 3.2 Other Labels On Toys To ensure the ongoing quality of our toys, we ask members to use toys INSIDE ONLY (unless toys are definitely for outdoor use). Some toys have labels to remind members they are for INDOOR USE ONLY or BATTERIES REQUIRED, ELECTRONIC. 3.3 Numbering Of Toys Each toy in the library is allocated a unique catalogue number, based on the catalogue it belongs to. For example, a trike may be allocated A140. The catalogue number of the borrowed toy is recorded on the computer. 3.4 What Can I Borrow? Members can borrow FOUR (4) items for a 2 week period. One of the four items must be from the categories: Games, Puzzles; Reading, Writing & Numbers, Music or Dress-ups. 3.5 How Do I Borrow Items? Once you have selected up to 4 items using the criteria above, it is your responsibility to check that the toy is complete and in good order, as listed on the toy s label. For most items, it will be attached to the packaging, however for big, bulky toys such as the ride-ons, this can be confirmed with the Library Coordinator. Do not borrow toys that have pieces missing or appear to be broken. Once you are satisfied the toys are complete and in good order, go to the Library Coordinator. They will record the toys numbers in the computer system against your name. All toys are borrowed for a 2 week period. 3.6 How To Care For Toy Library Toys In Your Home One of the biggest concerns for most members of toy libraries are how not to lose pieces/break items at home. Here are a few helpful hints suggested by members: Pack toys away each evening, accounting for all pieces as per the label attached to the toy. Store packaging out of children s reach to resist damage. Keep toys not being used in a toy bag you ll always know where things are If you are expecting visitors with children, pack toy library toys away pieces have a habit of going home in pockets otherwise. Ensure Inside Only toys do not venture outdoors. Keep outside toys out of the rain/pack away every night. Keep toy library toys at home taking items to the shops or friend s places can be an expensive exercise if you are asked to replace pieces (or the toy!). 3.7 Cleaning Toys Before Returning To The Toy Library

5 Wipe all plastic toys over with a damp cloth - remove all hand prints, marks and if baby toys, please disinfect. ENSURE ALL ITEMS ARE CLEAN AND DRY. Dirty or wet toys will not be accepted back into the toy library. 3.8 Battery Operated Toys Please check your toy has working batteries on borrowing, and toys will be checked on return that that are operating correctly. It is members responsibility to ensure that the toy has working batteries installed prior to borrowing. The library will provide replacement batteries as required. Generally speaking, battery operated toys must not be used outside. 3.9 Fines Fines are imposed for toys that are returned late, or damaged or missing. These fines are imposed to encourage members to return toys promptly and in a clean and complete state ready for other members to borrow. $1.00 per week for each overdue toy $2.00 for lost packaging/plastic bags $5.00 for lost or broken packaging crates $5.00 for lost or damaged toy parts Please pay your fines promptly or borrowing rights may be suspended until payment is made. If a member accrues excessive fines for overdue or damaged toys, membership may be cancelled at the discretion of the committee Damaged Or Lost Toys If you damage a toy: The exact nature of the damage will be recorded on the toy record on the computer. The toy is then isolated and placed on the DAMAGED TOY SHELF within the toy library, ready to be looked at by the committee at the next meeting. The committee will decide on an appropriate fine/action and will notify you in writing of the outcome. If you lose a piece of a toy: Re-borrow the toy for an additional 2 weeks this becomes one of the 4 items you can borrow, 95% of the time the piece will miraculously reappear. If you still can t locate the piece after the 2 weeks, return the toy to the toy library, the lost piece will be recorded on the computer. The toy is then isolated and placed on the DAMAGED TOY SHELF within the library, and the committee will review at the next meeting. A $5.00 fine is charged for lost or damaged toy parts. If you lose a whole toy: Loss of the toy will be recorded on the computer when you return the item to the toy library. The matter will be discussed by the committee. Replacement cost may be charged. Where damage to toys appears to be the result of deliberate disregard for an STL toy and the rules of borrowing have not been followed, membership will be reviewed by the committee Renewing Toys Toys may be renewed ONCE for a further two week period if desired. The only way to renew toys is to attend the library in person during the Saturday session and advise you would like to renew one or more toys. You can ask another member renew on your behalf. If you do not advise, toys will be considered overdue and fines apply Tables and Chairs The library has a set of tables and chairs suitable for birthday parties, that can be booked and borrowed at no additional fee. The booking sheet can be found in the trolley and bookings are made with a changeover time of 10am. If the party is on a Saturday morning they can be booked for a two week period. A $20 deposit is held on borrowing and refunded on return..

6 4. BEING ON ROSTER Scarborough Toy Library has a paid casual Library Coordinator to help facilitate the smooth running of the library each Saturday. However there may be sessions when the coordinator is not available, and another member will take on this responsibility. Saturday roster times are am, to help set up and pack down the library. 4.1 Before The Session Starts Ensure you arrive promptly at 9.15am to set up. Library Coordinator Role: o Open up toy library, brief other roster members on their duties. o Set up and start up the computers and printer as per the computer manual. o Count cash and record opening balance on daily session sheet. o Note roster member attendance, any fines and other notes on daily session sheet. o Items You Will Need To Run The Roster (found in the wire trolley in the toy library): Computers and Printer: For recording returned and loaned toys and printing receipts Session Sheets: For recording details of who attended roster, moneys collected, problems encountered during the session etc. Money Box: To be counted and recorded in at start of and end of each session Member Rosters: o Set up the waiting room for the session. Arrange the tables and chairs found in the course room store. o Place a selection of large toys outside toy library front door if space is needed in the toy room. 4.2 During the session With the assistance of the returning member, check toy label and ensure all pieces have been returned. Remember to count all pieces against the label description - do not rely on member's word as pieces could have been dropped in the car etc. It is important to check and maintain the quality of the toys in the toy library. If toys have not been adequately cleaned, please ask the member to clean the toys or re-borrow for another week. If this has been missed, please note the member's name on the session sheet so that a committee member can follow this up with them. Ask the member to return checked toys to the appropriate shelf in the library. During quiet times, please help to tidy the library and check toys are on the correct shelves, or other activities as required. Rostered members may borrow from toys that are returned if they want to. Library Coordinator Role: o Record catalogue numbers of borrowed and returned toys on the members computer record. o Apply fines and take payments as required. o Remind members to nominate preferred roster and stocktake times. o Ensure any items to be referred to committee are noted in the session sheets. 4.3 What To Do If All The Pieces Are Not Returned or a Toy is Damaged or Broken Record lost piece on the Missing/Damaged Items note in as much details as possible and attach to the toy. The toy should then be isolated and placed on the Damaged Toy Shelf in the toy library. The Library Coordinator may relabel the toy if time allows. Ensure a damaged toy is noted on the session sheet. Members will not be charged for general wear and tear, but will be fined for breakages. The Committee will assess the toy at the next meeting, and will let the member know if a fine applies. Members must not change details on toy labels so as to maintain the quality of toys within the toy library, label details are only altered at committee meetings, or by the casual Library Coordinator. 4.4 At the end of the session TIDY the library and return toys to the designated category sections on the shelves, ensuring the floor area is as clear as possible. Place all damaged toys or toys requiring repackaging or repairs on the Damaged Toy Shelf within the toy library. Clean up the waiting room and return all tables and chairs to as it was before session (vacuum as necessary). Library Coordinator/Number 1 Roster: o Count the money, ensuring it agrees with the computer financial statement/session sheet balance. o Remember to turn lights off and lock up.

7 5. SCARBOROUGH TOY LIBRARY COMMITTEE Our Constitution requires a Committee be formed to manage the Scarborough Toy Library. Without a committee the library would not be able to operate, and all members are encouraged and welcome to nominate for the committee. The Committee consists of the following members: PRESIDENT VICE PRESIDENT TREASURER SECRETARY BUYER REPAIRER ROSTER COORDINATOR CATALOGUER PACKAGER IT COORDINATOR Chairs monthly meetings, ensures smooth running of library and does regular newsletters Maintains waiting and membership lists, co-ordinates joining of new members Maintains books, pays accounts, deposits moneys, presents monthly report (preferably wi computer) Produces monthly minutes of meetings, newsletters, correspondence Co-ordinates purchase of toys Co-ordinates toy repairs Supervises and maintains rosters Catalogues all toys purchased onto toy library computer. Packages all new toys bought, repairs packaging as necessary. Responsible for ensuring backup of all information is made, library computers are kept up-to-date. Committee Members are elected at the AGM each year, and nominations may be called to fill positions during the year if vacated. The Committee meets every third Tuesday of the month 7.30pm at WSNH. Committee Members have different borrowing and participation rules to general members: Committee Members are able to borrow up to 6 toys for an extended period of up to 5 weeks, usually toys are exchanged at meetings. Overdue fines do not apply. Committee Members are excused from Saturday Rosters. Committee Members help coordinate Stocktake each year, attending two sessions each. Committee Members Contact details are posted on the Scarborough Toy Library Notice Board.

8 6. COMMUNICATION The committee endeavors to keep members updated on all toy library issues through quarterly newsletters and notices, and also posting information on our new website! The main method of communication will be via , so please ensure you let us know if your address changes! The Committee meets once a month to discuss issues and make decisions regarding the running of the library, and is interested in any issues or suggestions you may have regarding toys or the running of the toy library. Comments can be made to the Library Coordinator to be recorded in the Session Sheets/Communications Book or committee members can also be contacted by or phone. New Toy Suggestions are welcome can be noted on the sheet on the Toy Library Notice Board. The FY15 Committee Members are: PRESIDENT VICE PRESIDENT TREASURER SECRETARY TOY BUYER ROSTER COORDINATOR IT COORDINATOR PACKAGER/CATALOGUERS TOY REPAIRER Web: scarboroughtoylibrary@hotmail.com Bank Details BSB: Account Number: Account Name: Scarborough Toy Library