Terms & Conditions

Conditions of Enrolment

A place in our programme is at the discretion of Baxter’s Buddies.

Once we have received your enrolment online an email will be sent confirming your place.

Only enrolled children, full or part-time/casual will be accepted into Before/After School Care & the Holiday Programme. You are responsible for keeping all contact details up to date at all times.

Collection of Child(ren)

Children must be collected from Baxter’s Buddies no later than 6:00 pm each day. A late fee of $1.00 per minute will be charged from 6:00 pm onwards.

Dropping off Children

Children are not to be dropped off before 7:00 am at the Holiday Programme or before breakfast.

Attendance & Sign In

Children are expected to be at Baxter’s Buddies for every day they are booked unless Baxter’s Buddies has been notified. Payment is still required for any missed sessions once booked. Parents/caregivers must sign the sign-in sheet/tablet/ipad for our Breakfast Club and Holiday Programme and for After School and Holiday Care.

Casual Bookings/Extra Sessions

If you wish to change your bookings during Term time, please understand that is may not be possible due to numbers and ratios.  One weeks notice is required in writing to request a change. Permanent bookings will be automatically carried over to the next term, unless Baxter’s Buddies is informed otherwise.

Extra sessions for permanent and casual bookings need to be requested, at the latest the day before. This is so we maintain the correct carer/child ratio. This request needs to be made via email, text or phone.

Children must be collected from Baxter’s Buddies by 6:00 pm. The parent/caregiver must advise Baxter’s Buddies if their children are being picked up by someone other than themselves prior to pick up.

Unwell Children

Sick children will not be permitted to attend Baxter’s Buddies. Normal fees will be charged.


Baxter’s Buddies should be notified of absences phone/text before 12:00 pm on any day a child will not be attending. Absences will incur the usual fee. If Baxter’s Buddies are not notified before pick up time, then a finders fee of $25 will be charged. We do not wish to search for children unnecessarily. We also need to maintain the correct staff/child ratio.


To operate efficiently Baxter’s Buddies requires that our fees are kept up-to-date. Therefore by agreeing to these terms and conditions, you agree to pay the fees as advertised on our Website within the specified time period.

Fees are as advertised but are subject to change. Whilst Baxter’s Buddies will attempt to give a Terms notice of any change, usually by email and on the website, this may not always be possible. The fees are as listed on our website. Fees are payable weekly in arrears. Invoices are generated every Friday via Xero and payment is due within 7 days. Baxter’s Buddies reserves the right to engage the services of a collection agency if account holders should default on their account. Baxter’s Buddies reserves the right to charge interest on overdue invoices. If you are late with a payment, you will be charged a 10% penalty fee.

If you fail to pay the required fee by the due date on the invoice, your child may be suspended from the programme until full payment is made.

On default of any invoices, the debtor shall indemnify Baxter’s Buddies from and against all costs and disbursements incurred by Baxter’s Buddies in pursuing the debt.

If your child is sick, absent or on holiday, you are still required to pay the full fees to keep your child’s place. Please notify us of any planned absences.

All cancellations must be made in writing to baxtersbuddiesnz@gmail.com.  Programme staff are not responsible for administrative issues and do not take responsibility for cancellations.


Baxter’s Buddies reserves the right to exclude from the programme children whose behaviour prejudices the safety or health of others.

Baxter’s Buddies has a zero tolerance to hitting, bullying or language that is not appropriate. This is a disruption to the programme. If your child has repeated behaviour issues, and fails to follow reasonable directions (for example, being sent to the thinking spot more than once in a term or other defiant behaviour), they may be removed from the programme immediately. No refund will be given.

Contact Details

It is the responsibility of the parents/caregivers to ensure the details we have listed for children are correct and updated as required.

Health and Safety

The programme Manager has permission to arrange any medical treatment if needed, at your cost.

You give permission for staff to use basic first aid and to apply sunscreen when needed.

If your child does not arrive at the meeting point after school, we will:

  1. Go to their classroom and check if they are there
  2. Go to the office and search the playgrounds
  3. Call all the numbers you have provided.

If we still have not located your child, we will call the police and report your child missing.

You agree to always collect your child on time and if you are unable to make it, you will inform the Supervisor of who will be collecting your child.

You will complete a medical consent form if your child requires staff to administer any medication while in our care.

You consent to Baxter’s Buddies discussing your child with any relevant parties for matters relating to their behaviour, health and safety.


I agree to my child/children being transported in the Baxter’s Buddies Vans or Staff Cars.  Complaints/Comments/Queries

Please speak with the Programme Manager in the first instance.  If the issue is not resolved then please contact Lisa Smith via phone or email.

Baxter’s Buddies endeavors at all times to provide a safe and secure environment. Neither Baxter’s Buddies nor the staff employed accept personal liability for any act or omission arising from any activity or session.

If your child/ren damages any property belonging to Baxter’s Buddies or the hall or at an excursion, you may be charged for the cost of repairing or replacing that property.

All and any associated costs & or fees due to Baxter’s’ buddies in the operation and collection and enforcement of the Baxter’s Buddies terms and conditions and their agents, will be met by the parent/caregiver who enrolled them.

Termination of Place

Two weeks notice must be given in writing if you wish to end your child’s place in the programme. If this is not given, then you will be liable for a fee of two pre booked weeks.

Binding Agreement

If at any time you are in breach of any obligation (including those relating to payment), Baxter’s Buddies may suspend or terminate the enrolment and is absolved of its other obligations under the terms and conditions. Baxter’s Buddies will not be liable to you for any loss or damage that you may suffer because Baxter’s Buddies has exercised its rights under this clause.

This is a binding agreement between Baxter’s Buddies and the parents and guardians of the child(ren) enrolled. By enrolling your child you indicate you have read and understood the programme and the information provided and hereby agree to the Terms and Conditions detailed above.

Last updated on 2019-05-31


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