Minutes of Parents' Meeting with Sydney Institute Management as at 9/5/01
Sue Sieber introduced Graham Devlin and thanked the friends of the Parents for attending the meeting. Graham Devlin apologised for the Director's absence.
2. Main Issues
a) Timetable for tender process
The tender will be made public at the end of May/early June. A Taskforce group was established in mid April. Monica McAuliffe gave her input to the Taskforce group and this was presented to the Board of Management. It was recommended to the Board that the Childcare Centre stays on-campus and it was agreed to go out to public tender.
b) Arrangements for prior access and consultation on draft tender document for Parents' Representative.
A Parent asked if the draft tender document could be made available to a Parent's Representative. Graham Devlin replied, not until the tender becomes a public document.
Graham Devlin went onto explain that the draft tender document confirms childcare will be on-campus. The contract is for 3 years with a 2 year option. The tender document refers to the TAFE Children's Services Operational Manual. Sydney Institute is looking for an external provider for a 50-place centre at Ultimo campus for the term of the contract. The old contract ceases on the 31st of December and the new one begins on the 1st of January 2002. Sydney Institute must advertise in the press at the end of this month.
c) Access to Final Tender Document
A Parent asked if parents would be involved in the consultation with management over who will take the tender?
Graham Devlin replied that he would not object to a Parent Representative in the selection process of the tender. Monica Auliffe will be a part of this selection process. There was a reference to the TAFE Services Operation Manual Guidelines.
A Parent asked about the criteria for the tender process. Graham Devlin replied that the criteria are operating standards such as TAFE NSW Children's Services Operation standards, Dept of Community Services guidelines, etc.
A Parent asked about the Budget. Graham Devlin replied that part of the criteria for the tender is the provision of service. Sydney Institute specifies the service and the standard and the tender provides a cost.
The tender must provide Sydney Institute with a fixed cost for the term of the contract (that is 3 year + 2 year option). Previously Sydney Institute picked up any shortfalls. This will no longer be happening under the new contract.
Michelle Underwood explained that currently KU charges a set fee and that TAFE then picks up the shortfall. This is then charged back to TAFE.
A Parent asked how Parents would be affected under the new contract if Sydney Institute was no longer picking up the shortfall. Graham Devlin stated that Parents would not be affected.
Parent's Concerns
a) Childcare centre remain on-campus
A Parent asked if Graham Devlin could send a letter to the Parents stating that the childcare centre would be on-campus for 5 years. Graham Devlin agreed to provide letter.
A Parent asked when the draft tender would become a public document. Graham Devlin replied in June.
The centre license will need to be renewed in 2002. A government organisation (Department of Community Services - DOCS) assesses licensing requirements.
A Parent asked if UTS could tender. Graham Devlin replied that even if UTS entered the tender process they would have to be on-campus. A Parent can be present to object in committee to tender.
A Parent asked if there were current plans to relocate the childcare centre. Graham Devlin replied no.
b) The Playground
Graham Devlin did say that Sydney Institute is looking at greening the space. They are looking to re-configure the playground area and have asked the advice of a landscape gardener.
A Parent asked what is happening with the playground. Graham Devlin replied nothing as yet. It will not necessarily involve moving the centre.
A Parent asked if the Parents could give Graham Devlin a list of concerns so that it could be used as a checklist against options for the playground area that are being considered.
A Student stated to Graham Devlin that they didn't care about the green space. Alternative green space areas were discussed.
A Parent raised concerns about involvement of parents in public tender. Monica Auliffe gave advice on tender and assisted in selecting KU Children's Services in last tender.
A Student stated that Sydney Institute had not offered parental input to decide on terms and conditions of tender document. Why couldn't the Childcare Reference Group be involved? Why couldn't a panel of student representatives evaluate TAFE tenders?
Graham Devlin explained the strict tendering process. Expressions of interest are very confidential documents. If tender information were to be disclosed this would disqualify the tender selected.
A Parent asked would a Parent Representative be allowed to read the draft tender document if they signed a non-disclosure agreement. Graham Devlin agreed to this but emphasized the fear of disqualification. Graham Devlin explained that the expression of interest is advertised in the press. Once the tender has closed two people open the tender documents. These tender documents are made available to the committee to evaluate/comment on the criteria. There is an open process in the committee but the committee members are bound to confidentiality.
c) Quality
Monica McAuliffe explained that there was a 1 staff to 7 ratio at TAFE childcare centres and that this was better than the DOCS standards of 1-10. Also playground space is calculated at 7square metres per child.
A Parent asked if Sydney Institute was going to install softfall and shade cloth in the playground. Monica Auliffe explained that risk management procedures could be implemented instead.
Risk Management Explanation
A Risk Management procedure is currently being implemented at the childcare centre. This limits the children's activities. For example, the children cannot do activities such as climbing, which is important for their gross motor development. To ensure maximum quality, softfall and shade cloth are required.
Actions
Next meeting to be advised.