RUNNING A PTA – Committee roles
The chair
JOB DESCRIPTION ● Ensures that the PTA is run in line with its purpose ● Chairs and facilitates meetings in a manner that
encourages everyone to contribute ● Sets the date and agenda for meetings and keeps
the discussion on track ● Delegates tasks to committee members ● Ensures decisions are implemented ● Liaises with the school about fundraising priorities ● Welcomes and motivates new volunteers
FOR THE AGM ● Writes the annual report
SUITS PEOPLE WHO ARE…
✓ Strong leaders ✓ Diplomatic and fair ✓ Enthusiastic ✓ Good delegators
TOP TIP As PTA committees come and go, experience can be lost, work repeated and fundraising activity impacted. Collaborative leadership helps minimise the effects of these changes.
OTHER ROLES
As well as the three main roles, your PTA may also assign other responsibilities, for instance a raffl e co-ordinator or grants secretary. Just because someone has a named role, it doesn’t necessarily make them a committee member or a trustee of your charity. If in doubt, consult your governing documents.
pta.co.uk/running-a-pta/managing-a-pta/other-pta- committee-roles-and-responsibilities/
Share the workload CO-CHAIRS
To spread the responsibility and lessen the workload, some people choose to share the role of chair. Co-chairing is a great solution, especially if both of you are new to the job or if one of you is leaving soon.
pta.co.uk/running-a-pta/managing-a-pta/the- benefi ts-of-co-chairing/
MICRO-VOLUNTEERS
Even if you have planned the perfect fundraiser, you will fall at the fi nal hurdle if no one steps up to volunteer. Micro-volunteering is one way forward.
pta.co.uk/running-a-pta/community-engagement/ micro-volunteering/
The treasurer
JOB DESCRIPTION ● Shares fi nancial information clearly at all
PTA meetings ● Manages the day-to-day fi nances ● Keeps a detailed and accurate record of the
PTA’s fi nancial activity ● Arranges fl oats for events ● Banks the takings from events and fundraisers ● Manages Gift Aid claims ● Makes expense claims and approved payments
FOR THE AGM: ● Prepares a fi nancial report
SUITS PEOPLE WHO ARE…
✓ Confi dent at handling money and budgets ✓ Good with numbers ✓ Methodical
TOP TIP All committee members, not just the treasurer, are responsible for using the PTA’s money in line with its purpose and constitution.
The secretary
JOB DESCRIPTION ● Communicates with the school and committee members, including circulating the agenda before
PTA meetings ● Assists the chair with planning meetings ● Takes minutes at meetings, recording the key
points, decisions made and relevant action points ● Ensures meetings have enough attendees to
form a quorum ● Keeps records ● Shares information
FOR THE AGM: ● Helps the chair prepare for the meeting and takes minutes on the day
SUITS PEOPLE WHO ARE…
✓ Great communicators ✓ Accurate writers ✓ Helpful and motivated
TOP TIP To share the workload, appoint a communications offi cer to assist the secretary with social media, newsletters and event publicity.
26 AUTUMN 2022
pta.co.uk
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