Conditions of Membership

Our Rules/ Berwick Toy Library Operation Policy


This is a Community Toy Library and is run completely by a volunteer committee.  Berwick Toy Library does not employ any paid staff.

We depend on the co-operation of all members in order for our sessions to run efficiently, keep our toys in good condition and to maintain appropriate safety standards.

By signing up to become a member you agree to abide by the following Operations Policy:


All general members are required to:

  • Pay annual membership fee ($60 for families, $130 for Family Daycare members)
  • Complete at least one rostered duty per term (a $20 charge per duty is payable for not attending a scheduled duty without reasonable notice)
  • Take all reasonable care with items, ensuring that children are supervised and do not have access to writing instruments, scissors etc when playing with items.
  • Review fortnightly newsletter and notify the toy library if it was not received.
  • Return items at the next borrowing session or contact [email protected] in advance if unable to do so items can be renewed. Items may be renewed once only.
  • Clean items prior to returning.
  • Count items prior to borrowing and prior to returning ($5 charge per missing or damaged piece). Note: larger losses or damages will be dealt with individually. Charges will be refunded if missing pieces or toys ‘turn up’ within a reasonable timeframe, at the discretion of the committee.
  • Pay charge of up to $150 per item if lost/damaged beyond repair and needing replacement. This includes returning toys in poor condition with drawing/fading or pieces broken.
  • Pay charge of up to $150 per item for failure to return items when ceasing Toy Library membership.
  • Toys are borrowed for a period of 2 weeks (excluding school holidays). Overdue charges of $5 per fortnight begin to accumulate after 4 weeks on loan.
  • Notify the Session Leader immediately of any broken, damaged or unsafe toys or email [email protected]
  • Notify the Session Leader immediately of any injuries or safety risks observed.
  • Leave any warning labels or stickers intact and notify the Session Leader if these are damaged or removed.
  • Be aware that our Child Safe Policy, Code of Conduct, Statement of Commitment as well as all procedures, policies and the constitution are available to sight at members request.


All general members are invited to:

  • Contribute to and assist with fundraisers
  • Assist with our annual stocktake
  • Attend our quarterly committee meeting or Annual General Meeting
  • Train as a Session Leader (Current Working with Children Check required)
  • Join our committee (Current Working with Children Check required)
  • Assist with processing new toys
  • Provide feedback, suggest improvements or air grievances by emailing [email protected]


By signing up to become a member, you agree to the following:



The BERWICK TOY LIBRARY ("Provider") is pleased to make bicycles and scooters available to subscribers ("the Service").

As a subscriber to the Service you acknowledge that there are dangers and risks inherent with bicycle and scooter riding (the “Activity”) to which any child under your supervision ("Your Child") may be exposed.

The Provider does not provide protective clothing or bicycle helmets and it is your responsibility to ensure that Your Child wears a helmet at all times and is otherwise appropriately attired when participating in the Activity. You agree that Your Child will participate in the Activity at your own risk. You also agree to voluntarily assume responsibility for supervising the Activity and any injury, death or property damage you or Your Child may suffer or cause as a result of participating in the Activity.

To the maximum extent possible at law, you (both in your personal capacity and on behalf of Your Child) agree to release, hold harmless and indemnify the Provider and its respective officers, employees, servants, agents and contractors (the “Indemnified Persons”) against all actions, claims, suits, costs, expenses, demands and damages suffered or incurred by the Indemnified Persons or any one or more of them by reason of, or in respect of, or in any manner whatsoever arising out of, or caused by, your use of the Service or Your Child's participation in the Activity.

You agree that you are subscribing to the Service on the express condition that the Provider:

(a) will, under no circumstances be liable or responsible in any manner whatsoever for any death, loss, accident, damage or injury to you, Your Child or any of your servants, agents, contractors, visitors or invitees or any other person whatsoever (“Related Party”) which may happen as a result of your use of the Service or Your Child participating in the Activity; and

(b) will not incur or be under any liability whatsoever to you, Your Child, or to any Related Party for any loss, damage or injury to or in respect of any of your property or of any Related Party’s property.

The Provider is not liable to you, Your Child or any Related Party in respect of any indirect or consequential loss. For the avoidance of doubt, ‘consequential loss’ means loss or damage arising from a breach of contract, tort (including negligence), under statute or any other basis in law or equity of an indirect or consequential nature including, but without limitation, loss of profits, loss of revenue, loss or denial of opportunity, loss of goodwill, loss of business reputation, future reputation or publicity, damage to credit rating and indirect, remote, abnormal or unforeseeable loss, or any similar loss whether or not in the reasonable contemplation of the parties.


Child Safe Policy

Our organisation is committed to child safety.

We want children to be safe, happy and empowered. We support and respect all children, as well as our session leaders, committee members and volunteers.

We are committed to the safety of all children.

We have zero tolerance of child abuse, and all allegations and safety concerns will be treated very seriously and consistently with our robust policies and procedures.

We have legal and moral obligations to contact authorities when we are worried about a child’s safety, which we follow rigorously.

We have policies and procedures in place that support our session leaders, committee members and volunteers to achieve these commitments.

If you believe a child is at immediate risk of abuse phone 000.

Our session leaders, committee members and volunteers

This policy guides our session leaders, committee members and volunteers on how to behave with children in our organisation.

Children should never be left unsupervised in the care of toy library session leaders, committee members and volunteers. Parents/guardians should always supervise their children at the toy library. Wherever feasible toy libraries should implement the ‘two-person rule’ – ensuring there are two people present when the toy library is open.

All of our session leaders, committee members and volunteers must agree to abide by our code of conduct, which specifies the standards of conduct required when working with children.

Our organisational culture aims for all session leaders, committee members and volunteers to feel confident and comfortable in discussing any allegations of child abuse or child safety concerns. Our Child Safe Policy, Statement of commitment and Code of Conduct is available to all members upon request and read and signed by session leaders, committee members and volunteers.

Any inappropriate behaviour will be reported through appropriate channels, including the relevant government department or police, depending on the severity and urgency of the matter.

Training and supervision

Training and education is important to ensure that everyone in our organisation understands that child safety is everyone’s responsibility.

The Committee will oversee basic training of Session Leaders and ensure there is a thorough understanding of our Child Safe Policy, Statement of commitment and Code of Conduct. Session Leaders will be made aware of where to access these documents as well accident reporting forms and Risk management Procedures. Session leaders to read and sign a copy of the Child Safe Policy, Statement of Commitment and Code of Conduct. This will be kept on file.

All committee members and session leaders will need to provide a copy of their current Working With Children Check (or equivalent) to the Secretary.

Session leaders are to supervise any general members who are volunteering for duty in any session they are leading. Session leaders should also ensure that any members volunteering for duty have sighted our Code of Conduct, Child Safe Policy and Statement of commitment and agree to abide by these.


All personal information considered or recorded will respect the privacy of the individuals involved, whether they are committee members, volunteers, parents or children, unless there is a risk to someone’s safety. We have safeguards and practices in place to ensure any personal information is protected. Everyone is entitled to know how this information is recorded, what will be done with it, and who will have access to it.

Legislative responsibilities

Our organisation takes our legal responsibilities seriously, including:

  • Failure to disclose: Reporting child sexual abuse is a community-wide responsibility. All adults in Victoria who have a reasonable belief that an adult has committed a sexual offence against a child under 16 have an obligation to report that information to the police.
  • Failure to protect: People of authority in our organisation will commit an offence if they know of a substantial risk of child sexual abuse and have the power or responsibility to reduce or remove the risk, but negligently fail to do
  • Any personnel who are mandatory reporters must comply with their duties.

Risk management

In Victoria, organisations are required to protect children when a risk is identified (see information about failure to protect above). In addition to general occupational health and safety risks, we proactively manage risks of abuse to our children.

We have risk management strategies in place to identify, assess, and take steps to minimise child abuse risks, which include risks posed by physical environments (for example, any doors that can lock), and online environments (for example, no staff or volunteer is to have contact with a child in the organisation on social media).

Regular review

This policy will be reviewed every two years and following significant incidents if they occur. We will ensure that families and children have the opportunity to contribute. Where possible we do our best to work with local Aboriginal communities, culturally and/or linguistically diverse communities and people with a disability.

Allegations, concerns and complaints

Our organisation takes all allegations seriously and has practices in place to investigate thoroughly and quickly.

We work to ensure all families, committee members and volunteers know what to do and who to tell if they observe abuse or are a victim, and if they notice inappropriate behaviour.

We all have a responsibility to report an allegation of abuse if we have a reasonable belief that an incident took place (see information about failure to disclose above). We have both Accident Reporting forms and Serious Incident Reporting forms to guide information gathering.

If an adult has a reasonable belief that an incident has occurred then they must report the incident. Factors contributing to reasonable belief may be:

  • A child states they or someone they know has been abused (noting that sometimes the child may in fact be referring to themselves)
  • Behaviour consistent with that of an abuse victim is observed
  • Someone else has raised a suspicion of abuse but is unwilling to report it
  • Observing suspicious behaviour.

Code of conduct


All volunteers, general members and committee members of BERWICK TOY LIBRARY are required to observe child safe principles and expectations for appropriate behaviour towards and in the company of children, as noted below.


All personnel of BERWICK TOY LIBRARY responsible for supporting the safety, participation, wellbeing and empowerment of children by:


  • adhering to BERWICK TOY LIBRARY’s child safe policy at all times / upholding BERWICK TOY LIBRARY’s statement of commitment to child safety at all time
  • taking all reasonable steps to protect children from abuse
  • treating everyone with respect
  • listening and responding to the views and concerns of children, particularly if they are telling you that they or another child has been abused and/or are worried about their safety or the safety of another
  • promoting the cultural safety, participation and empowerment of children with culturally and/or linguistically diverse backgrounds (for example, by having a zero tolerance of discrimination)
  • promoting the safety, participation and empowerment of children with a disability (for example, during personal care activities)
  • ensuring as far as practicable that adults are not left alone with a child
  • reporting any allegations of child abuse to BERWICK TOY LIBRARY’s Child Safety Officer KATE MILES / leadership, and ensure any allegation to reported to the police or child protection
  • reporting any child safety concerns to BERWICK TOY LIBRARY’s Child Safety Officer KATE MILES/ leadership
  • if an allegation of child abuse is made, ensure as quickly as possible that the child(ren) are safe


Members and volunteers must not:


  • develop any ‘special’ relationships with children that could be seen as favouritism (for example, the offering of gifts or special treatment for specific children)
  • exhibit behaviours with children which may be construed as unnecessarily physical (for example inappropriate sitting on laps. Sitting on laps could be appropriate sometime, for example while reading a storybook to a small child in an open plan area)
  • put children at risk of abuse (for example, by locking doors)
  • engage in open discussions of a mature or adult nature in the presence of children (for example, personal social activities)
  • use inappropriate language in the presence of children
  • express personal views on cultures, race or sexuality in the presence of children
  • discriminate against any child, including because of culture, race, ethnicity or disability
  • have any online contact with a child or their family (unless necessary, for example providing families with e- newsletters)
  • ignore or disregard any suspected or disclosed child abuse.


By observing these standards you acknowledge your responsibility to immediately report any breach of this code to


If you believe a child is at immediate risk of abuse phone 000.

I agree to adhere to this Code of Conduct: