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Shakespeare Infant PTA

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Why join Shakespeare Infant PTA?

 

Our official line is that the PTA offers parents the opportunity to meet other parents and form a link through the teachers to the school. It gives parents the opportunity to play an active part in the school’s welfare, both financially and materially. But basically, we are mums and dads who volunteer our time to raise money for the school and have a bit of fun in the process! 

 

We are a small group of parents that work together for the benefit of school. All of us are working parents and none of us are specialists in fundraising but between us we manage to put on several events throughout the year.  Our regular big events are a Christmas Bazaar, Personalised Christmas Cards, a cake sale in February, and a Summer Family Fun afternoon.   These events are organised 100% by the PTA and without a merry team of volunteers, these events would not be possible.   Throughout the year we also have other fundraising opportunities such as the travelling Book Fair, which helps the school to restock the library, and the sale of pre-loved uniform.  We are always looking for new fundraising ideas to help us raise even more and are willing to listen to anybody’s suggestions.

 

Most schools are dependent on the PTA for funds for certain items and Shakespeare Infant School is no different.

 

Every pound put into the PTA goes back to providing something for your children.

 

However, the PTA runs on a continuous cycle - as children reach their final year and leave, so do the parents. So, we constantly need new volunteers and new faces to ensure the PTA stays up and running – without parent support, there is no PTA.  Taking an active role with the PTA is beneficial for both parents and children but will particularly enhance your child's experience of school. The best bit about contributing to the PTA is the example it sets to your children. They will see you playing an active part in making their education more varied and getting involved illustrates good teamwork and community spirit.  It has also been scientifically proven that children whose parents are involved in their education perform better academically. What have you got to lose?!

 

There are a variety of small ways you can help and be involved - from designing a poster, photocopying and distributing letters in the school, cleaning up after an event, helping out on a stall…so many ways.  Giving up just 30 minutes of your time to help the PTA is invaluable. If everyone could spare 30 minutes a term to help, just think what we could achieve! Attendance at meetings is not essential, but they are often good fun.

 

So what could you gain by being part of the PTA?  Every PTA event is an opportunity to meet other parents in the same situation as you and you will be part of a like-minded network of people who all share a common goal of improving the school for all our children.

Our children are only at school for a relatively short time. PTA events such as the Christmas Bazaar will be remembered fondly by our children for a lifetime and we have the opportunity to create lasting memories.   Being part of the PTA also enables you to get to know a wide range of people that you may not have had the opportunity to talk to otherwise. 

 

So, how can you get involved?  Email us, like our Facebook page or leave your details at the school office. Our meetings are publicised in our newsletters, on the school website and on Facebook, and we welcome new people to come and give us some fresh ideas for the new school year.

 

Whatever you choose you do, you will be most welcome and your support appreciated.

Role of Chair

Main purpose of the role

The Chair directs your meetings, making sure everyone’s views are heard and everyone is involved in the meeting. He or she should make sure all committee members are familiar with the association’s constitution, and their role and responsibilities as a committee member and trustee (all committee members are automatically trustees of the association).

Duties and key responsibilities

  • Prepares for meetings (with the Secretary)
  • Invites committee members, parents and staff
  • Suggests items for the agenda
  • Identifies outstanding items from last meeting
  • Prepares introductions for any new members attending
  • Sets the ground rules for meetings and makes sure they are inclusive and efficient
  • Delegates tasks to other members and volunteers, and checks they are completed
  • Liaises with the school and requests a ‘wish list’ for the committee to agree what to fund
  • Ensures the committee fulfils its role in respect of governance of the association as set out in the constitution, for example holding an AGM, election of committee, working with the Treasurer to ensure annual returns are completed if the PTA is charity commission registered 
  • Ensures any decisions made are clear, fit the objects of the constitution, and by agreement of the committee
  • Writes the annual report for the association (with the Secretary)
  • Can be a signatory on the PTA bank account (along with at least one other committee member)
  • Making sure the association is GDPR compliant

Key skills

  • Confident and assertive –able to control meetings and call to order when necessary, making sure everyone has an opportunity to speak.
  • Ability to remain impartial – make sure contributions are brief and ensure everyone’s views are respected.
  • Calm, friendly and approachable – as the main point of contact for the PTA for the school and parents the Chair must be inclusive and make sure everyone feels welcome.
  • Organised and able to delegate – most PTAs have lots of activities going on and the Chair should make sure the workload is shared and tasks are completed as agreed.

 

Role of Treasurer

Main purpose of the role

The Treasurer ensures accurate financial records are kept and best practice procedures are followed for counting money, banking and making payments. He or she should keep the committee updated with regular reports, and ensure end of year reports are completed for the association’s AGM and (if applicable) the Charity Commission annual return.

Duties and key responsibilities

  • Keeps up to date and accurate financial records.
  • Presents financial updates at each committee meeting.
  • Manages the PTA bank account and holds the association cheque book.
  • Arranges changes of signatories on the association bank account.
  • Ensures all bank cards, cheque books and paying books are accounted for and obtained from any individual leaving the PTA.
  • Ensures best practice procedures for counting and banking money after events are in place and followed.
  • Makes approved payments.
  • Ensures procedures for making approved payments and claiming approved expenses are followed by all committee members.
  • Prepares annual treasurers report for AGM and arranges an independent examination of the association accounts.
  • Completes the Charity Commission annual return.
  • Manages Gift Aid (or assists the committee member responsible for managing Gift Aid).

Key skills

  • Basic understanding of book keeping – able to maintain accurate records of income and expenditure.
  • Organised with an eye for detail – big events involve counting a lot of small change. The Treasurer leads the ‘money’ team, making up floats and collecting money from various stalls.
  • Calm, approachable and a team player – it’s a busy role. The Treasurer must be able to remain calm during busy times, and ensure he or she does not work in isolation by communicating regularly with the rest of the committee.

 

Role of Secretary

Main purpose of the role

The Secretary supports the Chair to build effective communication links between the school and the association and maintains accurate records (see below).

Duties and key responsibilities

  • Prepares for meetings (with the Chair)
  • Takes minutes at meetings, recording attendance, action points, decisions and proposals
  • Circulates approved minutes, along with a reminder of any actions agreed
  • Maintains association records
  • Making sure that the association is GDPR compliant
  • Updates trustee details with Charity Commission (as appropriate)
  • Assists the Chair writing the annual report for the association
  • May be a signatory on the PTA bank account (along with at least one other committee member)
  • Handles written and email correspondence received for the association

Key skills

  • Organised and efficient – keeps accurate records in a format that can easily be handed over to successor.
  • Good listener – able to identify key discussion points, actions and agreements at meetings to accurately record in minutes.
  • Calm, friendly and approachable –able to communicate confidently with the school and committee.

 

Role of Committee member

  • All committee members are elected by the members of the association at the AGM and hold their position for one year until the next AGM. They must be members of the Association, whether it be a PTA, PSA, PTFA or Friend Association, to be nominated and elected for the role.
  • The committee is made up of Officers and Ordinary committee members. The Officer roles are usually the Chair, Treasurer and Secretary. All other members elected to the committee are Ordinary Committee members, whether they have titles will be down to the committee to decide.
  • The Ordinary committee members are equally responsible for the control of the Association, its property and its funds as the Officer roles. They are also trustees of the Charity, if your Association is a registered charity and can be signatories on the bank account.
  • As a committee member they have voting rights in committee meetings to make decisions on behalf of the Association.
  • This role is a good introduction to the committee for those who wish to be fully involved in the Association but maybe are just finding their feet and don’t want to commit to an Officer role.
  • Ordinary committee members could be given extra roles to help support the Officer roles, for example managing the Association Facebook page – a Social Media Co-Ordinator, helping new parents become involved in school life or recruiting existing parents to volunteer at events, maybe as a Class Representative.
  • Sub-Committees are often used to organise key events such as the Summer Fun, Pamper Evening or Christmas Gift Sale. A sub-committee always has to have a committee member involved, who can report back to the committee.
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