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MANAGING YOUR PTA – Roles and responsibilities


CHAIR


Main purpose of role: To lead the committee, ensuring the PTA is run in line with its constitution and according to the wishes of all members Typical responsibilities: l Setting the dates and agenda for meetings l Managing meetings according to the agenda and remaining impartial while doing so l Ensuring meetings are held fairly and contributions from everyone are welcomed l Writing the annual report for the AGM l Delegating tasks to committee members and volunteers and ensuring these are carried out effectively l Being one of the designated signatories on the PTA bank account l Getting to know PTA members and welcoming and encouraging new volunteers l Drawing up the annual PTA calendar of events l Being the PTA’s primary link to the school, which includes agreeing on a wish list with the school leadership team l Ensuring the PTA is registered with regulatory bodies, e.g. the Charity Commission, and submitting reports where necessary Skills required: l Strong leadership l Enthusiastic l Good mediator


‘It’s important for people to know who you are’


‘Being chair of the PTA is a very challenging but rewarding role. It’s crucial to be enthusiastic – as with any job, you need to enjoy what you’re doing. Organisation and delegation are key, especially when it comes to running events. I think it’s important for people to know who you are – I’m lucky enough to be in the playground every day so I get to talk to a lot of people. If you’re thinking about being chair of


your PTA my advice is to go for it! It’s so rewarding to know that you’ve helped to raise much-needed money for your school. One of the things I’m


most proud of as chair is doubling the teacher allowance to £300 each per year – every child benefits from this as they get rewards, encouragement and more “nice stuff” for their classroom. My three children practically live in


our PTA storage cupboard! They see the importance and result of lending a hand where you can and the hard work that goes into organising an event. Give it your best shot, do it with a smile and you’re winning.’ Kelley Phelan, PTA chair, St Edmund Campion Catholic Primary School, Maidenhead, Berkshire (423 pupils)


TREASURER


‘I feel proud to announce the profit made’ I do have accounting qualifications


‘After supporting the PTFA as a helper and attending meetings for a couple of years, I was asked if I would take on the role of treasurer. My main responsibilities are reconciling bank statements, keeping up-to-date monthly cashbooks, producing termly reports for PTFA meetings and finalising the annual accounts. After events, I bank any cash and


produce an income and expenditure report. I also submit our annual return to the Charity Commission, organise TENs and the lottery licence and renew our insurance. In addition, I run the 300 Club and I am the administrator for our Easyfundraising and AmazonSmile schemes.


22 AUTUMN 2019 pta.co.uk


however I don’t think that’s necessary in order to take on the role of treasurer; I think its important to have organisation skills, to be comfortable with numbers and not be scared of paperwork. To anyone considering becoming


a treasurer, I would say that it’s such a rewarding role. After the post-event number-crunching, it makes me feel very proud to announce the profit made, and to reward everyone’s hard work put into that event. I can honestly say I love it!’ Claire Smith, treasurer, Haslingden High School & Sixth Form, Rossendale, Lancashire (1,600 pupils)


Main purpose of role: To manage and control PTA funds according to the wishes of the committee Typical responsibilities: l Reporting finances at PTA meetings in a clear, concise way that all members can understand l Preparing a financial report for the AGM l Maintaining up-to-date records of all the PTA’s financial activity l Organising floats for fundraising events l Ensuring money is kept safely before and during events, and banking takings afterwards l Reporting income and expenditure information after events l Managing Gift Aid claims l Completing the Charity Commission annual return (if registered) and getting accounts audited where necessary l Managing finances on a day-to-day basis, including making payments, completing banking transactions and issuing bills and receipts l Ensuring PTA bank cards and cheque books are safely stored l Implementing procedures for making approved payments and claiming expenses and ensuring they’re followed by all members Skills required: l Organised l Good with numbers l Confident handling money


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