Chair
Main responsibilities include:
- providing leadership
- ensuring the Committee fulfils its role in respect of governance of the PTA
- liaising with the Secretary and Treasurer to set the agenda for meetings
- ensuring the agenda is followed and that all business is covered
- attending and calling all meetings to order when it is time
- writing and presenting the annual report
- leading the AGM meeting
- getting to know Committee members and welcoming and involving new members
- signing cheques for the PTA with one other officer of the Committee
- approving PTA communications
- liaising with the school and other officers of the Committee in relation to PTA activities
- speaking as representative of PTA at various school events (including New Parents’ Evening, Dance Production and Year 6 Prizegiving).
Secretary
Main responsiblities include:
- attending all PTA Committee Meetings (3 per term) and taking the minutes
- keeping register of attendees at Commitee Meetings
- circulating an agenda and the minutes of the previous meeting to all Committee Members
- attending the AGM and taking the minutes
- circulating an agenda and the minutes of the previous AGM
- applying to Bromley Council for ‘Temporary Event Notices’ (TEN) for PTA events that involve the sale of alcohol and/or licensed entertainment (approximately 4-5 per year)
- signing cheques with one other officer of the Committee
- updating PTA’s online Charity Registration
Treasurer
Main responsiblities include:
- maintaining accurate and detailed financial records
- presenting a financial report at each Committee meeting
- maintaining appropriate controls over the level of signatures required for cheques and electronic banking payments
- maintaining cheque book, prepare and co-sign cheques as required
- providing and accounting for cash floats at events
- managing the PTA’s bank account (including reconciling bank statements and liaising with bank regarding changes to the mandate)
- ensuring PTA’s compliance with charity registration requirements and Gift Aid rules
- making approved payments including regular payments
- paying agreed expenses
- consulting with the bank or building society regarding the suitability of higher rate interest accounts
- preparing annual accounts and liaising with the independent examiner of accounts
- making arrangements for counting money after PTA events and banking the monies
- ensuring the Committee has agreed appropriate financial procedures including appropriate approval levels for all expenditure
- reviewing PTA communications wherever collection of money is involved.
