Who forms the PTA?
The lead roles for 2022-2023 are as follows:
- Allison Duffy
- Supported by many others on the Committee so please join us – there’s always room for more!
- Class Reps – please see your Facebook year groups. There is no limit so please let us know if you'd also like to be a Class Rep.
The main role of the Chair(s) is to lead meetings and oversee/delegate the running of the annual fundraising events.
- Provide leadership
- Set the Agenda for Meetings and run the meetings
- Welcome and involve new Members
- Write regular newsletters in cooperation with the Secretary
- Sign cheques for the PTA with one other Committee Member
- Meet with Mrs Robinson (Bursar) and the Treasurer to agree PTA financial commitments for the year
The Vice Chair supports the Chair in all of the above and deputises for the Chair when necessary.
- Support the Chair in providing leadership
- Chair any meetings that the Chair is unable to attend
- Liaise with the Committee and Sub-Committees organising events
- Prepare Meeting Agendas in consultation with the Chair
- Welcome and involve other parents into the PTA
- Prepare, with the Chair, the Annual Report for the AGM
The Secretary ensures effective communication links between Committee Members, PTA and the School. The Secretary deals with all the correspondence that the PTA receives and helps the Chair ensure that Committee Meetings run smoothly. Building up a good relationship with the School, the Secretary will help make sure that correspondence, sent to the School, is passed onto the PTA promptly. The Secretary can arrange to leave PTA notices with the School office for distribution with School mailings / text to parents.
The Secretary will make arrangements for the Annual General Meeting (AGM) and help the Chair prepare the Annual Report. The Secretary may also be involved in co-signing cheques on behalf of the PTA.
- Deal with correspondence.
- Confirm date of next meeting with committee and publicise to all.
- Prepare Agendas along with the Chair.
- Write up the Minutes of Meetings.
- Distribute Minutes to all the Committee.
- Co-sign cheques as required.
- Write the Annual Report with the Chair.
- Prepare and distribute newsletters and other communications to parents.
- Prepare flyers, posters, tickets, etc. for events and distribute to class reps as necessary.
The role of the Treasurer is to manage and control the funds the PTA raises. The Treasurer should record all income and expenditure, details of the amounts received and spent, and have the information available for every Committee Meeting plus:
- the balance of funds
- committed expenditure
- income, expenditure and profit from each event held
The Treasurer should report on the current financial position at each Committee Meeting and this should be recorded in the Minutes. The report should include an update on funds received and spent since the last report. If the Treasurer is unable to attend a Committee Meeting, a written report should be sent to the Chair, at least one or two days before the Meeting. All financial decisions taken should be recorded in the Minutes of the Meeting.
The Treasurer also:
- Liaises with the bank.
- Pays money into the bank account and reconciles bank statements.
- Advises the bank of agreed changes to the bank mandate, i.e. those authorised to sign cheques.
- Raises and signs cheques with a second Committee Member co-signing. The person co-signing must see what is being paid for before signing. The Treasurer should sign last and keep all original invoices.
- Withdraws money to provide a cash float for events.
- Monitors funds held on account and discusses with the bank or building society, the use of higher rate investment accounts. Any decision to use an investment account, including the amount to be put in the account, should be taken by the whole Committee.
- Ensure regular payments, for example, NCPTA membership, are made on time to guarantee benefits and take advantage of any discounts.
- Arrange appropriate licenses for events.
Maintain the financial records..
- Count and bank monies.
- Charity registration and Gift Aid.
- Draw up the annual accounts.
Ordinary Committee Members work alongside the Officers, contributing ideas, helping to organise events or running smaller projects. They also have an important role to play alongside the Officers of the PTA in ensuring good communication with the rest of the School, encouraging participation and enthusiasm for the events organised by the PTA.
Parents & Carers – Ordinary Members of the PTA
Parents and Carers of children at the School are automatically Ordinary Members of the PTA. The PTA Committee informs them of the events and projects that are due to take place. The Ordinary Members participate in, and benefit from, the events run by the Committee. They may attend PTA Meetings, but they cannot vote on decisions made by the Committee. All parents and carers are encouraged to help out at the fundraising events. Information on help needed is usually provided by Class reps or via email in the run up to events.
Class Reps are a vital link between the PTA, other parents/carers in the class and the school ensuring good communication between them. They may organise stalls and helpers for Summer / Christmas Fairs and spread the requests for help. They may also initiate social events for their Year Group.
They would also aim to keep an eye out for new parents to the School and introduce them to other parents and their Year Facebook Groups.