PTA

HUGH SEXEY PTA

Dear Parents,

The PTA is for parents interested in supporting the school and provides an opportunity to work together, with a common purpose organising fundraising and social events.

Previous events include discos, refreshments at the Year 8 production and a summer fete. 

Joining the PTA may be a daunting thought for some, but rest assured, we are human and friendly!!

The main roles of the PTA Committee are

1. The Chair – vacant
2. The Treasurer – vacant
3. The Secretary  - vacant
4. Communications Officer - vacant and

Hugh Sexey PTA .

PTA Roles and Responsibilities

Committee Role – Chair

The Chair provides leadership for the Committee, sets the agenda for meetings and manages

meetings in line with the agenda.

The Chair should ensure that issues are properly debated and an agreement is reached. Some

committee members will be better at expressing themselves than others; it is important that

the Chair welcomes contributions from all members of the committee so that everyone feels

involved. New members of the committee may feel nervous at first. The Chair should welcome all

new members, introduce them to the other members and encourage them to play an active part

in the discussions.

If occasionally, disagreements arise, the Chair should remain impartial, call the meeting to order

without upsetting the parties involved, and make sure that the committee's decisions are not

hindered in any way.

The Chair needs to work closely with the Treasurer and Secretary to ensure that the association is run effectively. The Chair can be a signatory for the association's bank account, along with either the Treasurer or Secretary or other elected committee member.

Key responsibilities:

• provide leadership; ensure the Committee fulfils its role in respect of governance of
• the association
• set the agenda for meetings, liaising with the Secretary
• ensure the agenda is followed and that all business is covered
• call the meeting to order when it is time
• welcome and involve new members
• ask for apologies for absence
• sign the approved minutes of the last meeting
• agree a date for the next meeting
• close the meeting
• write the annual report, liaising with the Secretary
• sign cheques for the PTA with one other elected committee member
• get to know committee members

Committee Roles – Secretary

The Secretary is responsible, with the Communications Officer, for ensuring that there are effective communication links between committee members, the association (parents) and the school. The Secretary deals with all correspondence and helps the Chair ensure that committee meetings run smoothly, builds a good relationship with the nominated school contact they ensure that correspondence, sent to the school, is passed onto promptly. With the agreement of the Headteacher, the Secretary can usually arrange to leave PTA notices with the school Secretary for distribution with school mailings to parents.

As well as dealing with correspondence following a committee meeting, the Secretary will need

to make bookings and other arrangements for forthcoming events. The Secretary will make

arrangements for the Annual General Meeting (AGM) and help the Chair prepare the annual

report. The Secretary may also co-sign cheques on behalf of the association, along with the

Treasurer, Chair or other elected committee member.

Key responsibilities:

• • deal with correspondence
  • prepare agendas
  • call meetings - giving plenty of notice
  • keep a record of attendance at meetings
  • take notes during meetings (shared responsibility with the Communications Officer)
  • ensure that enough committee members are present to make the meeting quorate
  • write up the minutes of meetings (shared responsibility with the Communications Officer)
  • distribute minutes to all the committee
  • make meeting & event arrangements
  • co-sign cheques as required
  • write the annual report with the Chair

Committee Roles – Treasurer

A key responsibility for all committee members is to manage and control the funds the

association raises. Although all the committee members have equal responsibility for the control

and management of funds the Treasurer plays an important part in helping the committee carry

out these duties properly.

The Treasurer should maintain a record of all income and expenditure. This can be done in a

simple accounts book or using a computer based package. The Treasurer is responsible for

handling the money raised at events, making approved payments and making arrangements for

counting of money at events,

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 any income and

expenditure since the last meeting and the current balance. If the Treasurer is unable to

attend a committee meeting, a written report should be sent to the Chair in advance of the

meeting. All financial decisions taken should be recorded in the minutes of the meeting.

The Treasurer operates the bank account, reconciles the bank statements and liaises with the

bank regarding changes to the bank mandate and list of authorised signatories. The Treasurer

should retain the cheque book and arrange for all payments to be authorised by a second

signatory ensuring regular payments, for example, PTA-UK membership, are made on time to

guarantee benefits and take advantage of any discounts. The person co-signing must see what is

being paid for before signing and once processed the original invoices should be kept by the

Treasurer.

At each event, two people, the Treasurer and another committee member should take charge of

monies received and count the proceeds before they leave the event venue. Once both parties

agree the total, it should be recorded and then banked or placed in a safe overnight.

The Treasurer should also be involved in pursuing charitable status and Gift Aid. Before the

AGM, the Accounts will have to be drawn up in collaboration with the Chair and either audited or

independently examined as specified in your constitution.

Key responsibilities:

• maintain accurate and detailed financial records
• present a financial report at each meeting
• liaise with the bank
• make approved payments
• consults with the bank or building society regarding interest rates
• count and bank monies
• prepare and co-sign cheques as required
• provide and account for cash floats at events
• charity registration and Gift Aid
• pay agreed expenses
• prepare annual accounts and liaise with the independent examiner of accounts
• ensure the committee has agreed appropriate procedures for the handling of financial matters

Committee Roles – Communications Officer

The Communications Officer is responsible for helping the Secretary ensure that there are effective communication links between committee members, the association and the school. The Communications Officer deals with building up a good relationship with the parents in the volunteer group and keeping them updated with plans and events being run in school. The Communications Officer is responsible for preparing a termly newsletter for circulation to parents and posting on the School PTA webpage.

As well as sharing preparation of minutes following a committee meeting, the Communications Officer will need to liaise with the Secretary to ensure publications are agreed with the Chair before circulation.

The Communications Officer may also co-sign cheques on behalf of the association, along with the

Secretary, Treasurer, Chair or other elected committee member.

Key responsibilities:

• communicate at least termly with parental volunteers via newsletter
• communicate times and dates of meetings - giving plenty of notice
• take notes during meetings (shared responsibility with the Secretary)
• write up the minutes of meetings(shared responsibility with the Secretary)
• distribute minutes to volunteer parents
• help the Secretary make meeting & event arrangements