Rose Hill Primary School

In addition to the descriptions below, all Committee Members should ideally take responsibility for one ‘in person’ event at school during each academic year to ensure the workload is shared across the Committee (this adds an additional 1-2 hours per week before and on the day of the event).

Chair (2 hours per week)

• Chair all meetings, ensuring all voices are heard and views fed in. When required have the casting vote
• Prepare agendas in advance with secretary
• Invites committee members, parents and staff to PTA meetings
• Liaise with school regarding funding requests, planned events, communications through SchoolPing, and items on Parent Pay.

• Be a signatory on the bank account, and authorise payments as required

• Ensure risk assessments are in place, and appropriate for all in person events

• Ensure the PTA operates according to our constitution and policies.

• Co-writes the PTA annual Chair report.
• Delegates tasks/organisation of events are appropriate.

Vice-Chair (2 hours per week)

• Deputise for Chair at meetings and events when required, and with any of the above

    responsibilities

• Co-writes the PTA annual Chair report
• Be a signatory on the bank account and authorise payments as required

Secretary (1 hour per week)

• Prepare the agenda for meetings in advance with the chair
• Take notes in our meetings, recording attendance, actions points, decisions and proposals
• Ensure meeting notes are in format and style that can be shared, and liaise with school to distribute
• Ensures the PTA is GDPR compliant.

• Updates trustee details with the charity commission
• Be a signatory on the bank account, and authorise payments as required
• Ensure all procedures/agreement documents are kept up to date on the Google Drive

Treasurer (1 hour per week)

• Ensure all financial transactions are presented and recorded correctly.

• Complete and file the annual Charity Commission return
• Set up all bank payments, and arranges changes of signatories on the bank account
• Provide regular reports to our meetings of our bank balance, pre-agreed payments and income and expenditure from events
• Reconcile our bank account as and when required
• Provide an appropriate cash float for events
• Pay income into the bank as appropriate
• Apply for, and be the responsible person for all gambling and alcohol licenses required for events. Ensure all the correct returns are submitted to ensure compliance with licenses.
• Be the lead on ‘My School Lottery’
• Always be audit ready
• Ensure we hold required number of years accounts
• Follow all banking procedures
• Be responsible for updating any changes to bank

Other members of our team undertake the following activities (but these can be combined with the above Committee Roles if required):

• social media updates (to include Facebook and twitter)
• writing and designing our termly newsletter
• organisation of individual events (social and school related)
• buying perishable items for events (drinks, sweets, etc)
• obtaining prizes for raffles and events

Nomination process

The nomination process for the PTA is done around the AGM usually held in October. All positions step down annually and are voted in accordingly.  Any nominations are taken by email rosehillschoolpta@hotmail.co.uk prior to the AGM and on the day.  A vote is taken by all committee members and all other members present.  All nominations must be seconded by another member of the PTA, and nominees must be present at the AGM unless discussed with the outgoing committee in advance.  In addition, a handover is provided and support as needed, so you feel confident to take on each role.