PTFA Role & Mission Statement

PTFA Small
The purpose of the PTFA is to raise funds for items and activities that enhance our children’s education, engaging the wider community in our events.  We aim to achieve this by making the PTFA accessible for everyone to get involved:

We have adopted the PTA-UK model constitution to use as our governing document and framework to guide us in achieving our goals.

We aim to develop effective relationships between the school staff, parents and others associated with the school.

Any projects agreed will be in conjunction with the school development plan and beneficial to the children’s learning.

PTFA Committee roles

CHAIR

Characteristics:

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.

The Chair will ensure that all new members feel welcome and their contributions valued.  The Chair will introduce them to the other members and encourage them to play an active part in the discussions at committee meetings.

To ensure the smooth running of meetings the Chair must remain impartial and make sure
that all parties have a voice and the opportunity to participate in decision-making.

The Chair will work closely with the Treasurer and Secretary to ensure that the PTFA is run
effectively.

Job function:

To ensure that the business of the PTFA is conducted in accordance with the wishes of the
representatives of the PTFA and to uphold the constitution of the PTFA.

Main duties:

  • Provide leadership
  • Sign the approved minutes of the last meeting
  • Set the agenda for meetings
  • Get to know members of the committee
  • Run meetings efficiently and in timely manner ensuring that everyone is able to contribute
  • Agree a date for the next meeting
  • Welcome and involve new members
  • Write the annual report for the AGM

VICE CHAIR

Characteristics:

The support provided by the Vice-Chair is invaluable. Deputising for the Chairperson when
necessary, the Vice-Chair helps to ensure that the Committee and all of the events continue to run smoothly. As with the Chair, leadership, enthusiasm and energy are necessary qualities for this post.

Job function:

To support the chair in all aspects of their role, to ensure that the business of the PTFA is
conducted in accordance with the wishes of the representatives of the PTFA and to uphold
the constitution of the PTFA.

Main duties

  • To chair meeting in the absence of the Chair
  • To draw up annual PTFA programme in consultation with the Chair.
  • To prepare meeting agendas by consulting with the PTFA Chair.
  • To welcome and involve other parents into the PTFA.
  • To lead parent and wider school community engagement in PTFA (class representatives, use of local contacts and skills).
  • To prepare with the Chair the PTFA annual report for the Annual General Meeting.

SECRETARY

Characteristics:

The Secretary ensures that the PTFA runs smoothly and provides a link between Committee Members and the PTFA, and between the PTFA and the School. This requires good organisational and communication skills and being able to stick to deadlines.

Job function:

The Secretary is a key committee member as they are responsible for ensuring effective
communication links between committee members and between the PTFA and the school.
The Secretary deals with all the correspondence that the PTFA receives and helps the Chair
ensure that committee meetings run smoothly. Building up a good relationship with the
school Secretary will help make sure that correspondence, sent to the school, is passed onto the PTFA promptly.

As well as dealing with correspondence, following a committee meeting, the Secretary will
need to make bookings and other arrangements for events. Confirm arrangements made by telephone in writing (by letter or e-mail). The Secretary will make arrangements for the
Annual General Meeting (AGM) and help the Chair prepare the annual report. The Secretary may also be involved in co-signing cheques on behalf of the PTFA.

Main duties:

  • Take the minutes of meetings, type them up and distribute them
  • Ensure that enough committee members are present to make the meeting quorate
  • Sign cheques as required
  • Preparation and distribution of newsletters and other communications to parents

TREASURER

Characteristics

A key role for all committee members is to manage and control the funds the PTFA raises.
Although all the committee members have equal responsibility for the control and
management of PTFA funds the Treasurer plays an important part in helping the committee
carry out these duties properly.

Job function

To maintain up-to-date records of all PTFA financial transactions

Main duties:

  • Day-to-day management of accounts, including issuing bills and receipts on behalf of the PTA and making payments.
  • To prepare and update financial ledgers on a regular basis.
  • To complete banking transactions on a regular basis.
  • To organise floats for fundraising events, collect and reconcile monies raised at these events and report totals raised to the appropriate members.
  • To prepare and report financial statements at PTFA Meetings.
  • To prepare a concise Financial Report for the Annual General Meeting.
  • Charity registration and Gift Aid.

COMMITTEE MEMBERS

Committee Members work alongside the Officers.

Main duties:

  • Attends PTFA meetings
  • Gets involved in planning, owning and running events
  • Runs smaller projects
  • Encourages participation and enthusiasm for the events organised by the PTFA

We would love representation across all year groups. Everyone, including new parents to the school, will be warmly welcomed.

The PTFA is Charity registered, and audited by the Charity Commission:

We are members of PTA UK which offers advice, support and guidance, polices and procedures for best practice.

Provides cover for indemnity insurance for events.

Registered Charity Number : 1024207.