Livingstone Road, Poole, Dorset, BH12 3DX

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01202 747966

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Branksome Heath Junior School

Opportunity - Excellence - Partnership

Livingstone Road PTFA 

INTRODUCTION

The Livingstone Road Parent, Teacher and Families Association is a friendly, lively and dynamic group of parents, carers and school staff, all committed to supporting our school and its pupils by raising funds. It works on behalf of Sylvan Infant School and Branksome Heath Junior Schools.

Some members are full-time parents, some work part-time and some work full-time. None of us are experts in fundraising but we all play our part in working together as a team.

The PTFA depends and relies upon parent, carer and teacher involvement and any help and time you can spare will always be appreciated.

If you are interested in supporting the PTFA, the following information aims to provide parents and carers with an overview of how our PTFA is structured and the roles individuals play.  The Annual General Meeting is held in the first new term of the school year and it is at this meeting we look back at the results of our events and fundraising in the previous year and look forward at what our goals and ideas might be for the coming year. Most importantly, committee members are elected for the coming school year. Without the required committee members in post the PTFA would not be able to continue.

 

 PTFA Newsletter February 2016

 PTFA Survey 2016

 

ROLES, RESPONSIBILITIES AND STRUCTURE

The Key Elements of the Structure are: 

  • Constitution
  • Members (every parent & carer of a pupils(s) at Sylvan Infant School and Branksome Heath Junior School is automatically a member of the PTFA, as are all School staff)
  • Committee (a team of volunteers elected at the Annual General Meeting to manage the association on behalf of its members)
  • Trustees (as a registered charity all elected committee member, Officer and Ordinary, automatically become Trustees)

This point becomes relevant if we achieve charity status and this is dependent on a define set of criteria set out by the charities’ commission.

Volunteers

Volunteers are parents, carers and school staff who support PTFA events and activities but who are not members of the PTFA committee.  Volunteers are an invaluable resource and help in a variety of ways such as manning stalls or setting up for events.

 

Committee

The committee is a team of volunteer parents, carers & school staff who manage the association of behalf of the members. The committee are elected at the Annual General Meeting (AGM).

 

There are two types of committee member:

  • Ordinary – Ordinary members work alongside the Officers organising fundraising events and vote on how funds will be spent. Some ordinary members take on additional supportive roles such as overseeing school uniform orders, publicity of events or purchasing stock.
  • Officer - Officers have specific roles such as chair person, treasurer or secretary.

Chair Person

The Chair provides overall 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. New members of the committee may feel nervous at first. The Chair should welcome all new members, introduce them to the other members and encourage them to play an active part in the discussions.

The Chair needs to work closely with the Vice Chair(s) Treasurer and Secretary to ensure that the association is run effectively. The Chair can be a signatory for the association's bank account, along with either the Treasurer or Secretary or other elected committee members.

Key responsibilities:

·         provide leadership; ensure the Committee fulfils its role in respect of governance of the association

·         set the agenda for meetings, liaising with the Secretary

·         ensure the agenda is followed and that all business is covered

·         call the meeting to order when it is time

·         welcome and involve new members

·         ask for apologies for absence

·         sign the approved minutes of the last meeting

·         agree a date for the next meeting

·         close the meeting

·         prepare and write the annual report, liaising with the Vice Chairpersons and Secretary

·         sign cheques for the PTFA with two other elected committee members.

 

Vice Chair Person(s)

The Vice Chair provides further leadership for the committee, and works very closely with the Chair person, Deputising for the Chairperson when necessary and sets the agenda for meetings and manages meetings in line with the agenda.

The support provided by the Vice-Chair(s) is invaluable. The Vice-Chair(s) 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.


    Key responsibilities:

·         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. 

·         to draw up annual PTFA programme in consultation with the Chairperson.

·         provide leadership; ensure the Committee fulfils its role in respect of governance of the association

·         set the agenda for meetings, liaising with the Chairperson and Secretary.

 

·         to chair meeting in the absence of the Chair 

·         to lead parent and wider school community engagement in PTFA (class representatives, use of local contacts and skills).

·         prepare and write the annual report, liaising with the Chairperson and Secretary.

·         sign cheques for the PTFA with two other elected committee members.

 

Secretary

The Secretary is responsible for ensuring that there are effective communication links between committee members and between the association and the school(s).

The Secretary is responsible for ensuring that there are effective communication links between committee members and between the association and the school. The Secretary deals with all the correspondence that the association receives and helps the Chair ensure that committee meetings run smoothly, building up a good relationship with the school Secretary will help ensure that correspondence, sent to the school, is passed onto your association promptly. With the agreement of the Head teacher, the Secretary can usually arrange to leave PTFA notices with the school Secretary for distribution with school mailings to parents or for distribution via email.

As well as dealing with correspondence following a committee meeting, the Secretary will need to make bookings and other arrangements for forthcoming events, confirming 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 co-sign cheques on behalf of the association, along with the Treasurer, Chair or other elected committee members.

Key responsibilities

·         prepare agendas

·         call meetings - giving plenty of notice

·         keep a record of attendance at meetings

·         take notes during meetings

·         ensure that enough committee members are present to make the meeting quorate (this number is defined in the constitution)

·         write up the minutes of meetings

·         distribute minutes to all the committee

·         make meeting & event arrangements

·         co-sign cheques as required

·         write the annual report with the Chair

·         deal with correspondence

 

Treasurer

Treasurer is responsible for day to day admin of financial records and procedures as well as the banking and handling of money at PTFA events.

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

The Treasurer should maintain a record of all income and expenditure. This can be done in a simple accounts book or using a computer based package. The Treasurer is responsible for handling the money raised at events, making approved payments and making arrangements for counting of money at events,

The Treasurer should report on the current financial position at each committee meeting and this should be recorded in the minutes. The report should include an update on any income and expenditure since the last meeting and the current balance. If the Treasurer is unable to attend a committee meeting, a written report should be sent to the Chair in advance of the meeting. All financial decisions taken should be recorded in the minutes of the meeting.

The Treasurer operates the bank account, reconciles the bank statements and liaises with the bank regarding changes to the bank mandate and list of authorised signatories. The Treasurer should retain the cheque book and arrange for all payments to be authorised by a second signatory ensuring regular payments, for example, PTA-UK membership, are made on time to guarantee benefits and take advantage of any discounts. The person co-signing must see what is being paid for before signing and once processed the original invoices should be kept by the Treasurer.

At each event, two committee members should take charge of monies received and count the proceeds before they leave the event venue. Once both parties agree the total, it should be recorded and then banked or placed in a safe overnight. It is recommended that funds raised should not be kept at home.  Any Monies must be banked at the first available opportunity by the Treasurer. The PTA-UK Policy Insurance Summary provides further details regarding the insurance cover of monies to specified limits.

The Treasurer should also be involved in pursuing charitable status and Gift Aid. Before the AGM, the Accounts will have to be drawn up in collaboration with the Chair and either audited or independently examined as specified in the constitution.

As both schools hold numerous fund raising events throughout the school year and each school has its own specific goals and objectives the monies raised at PTFA events are split as follows:

CHRISTMAS AND SUMMER FAYRES- Any Profit will be split equally between both schools. 50% to Sylvan Infant School and 50% to Branksome Heath Junior School.

INDIVIDUAL SCHOOL EVENTS- Any Profit will be retained by the individual school. For example, if Branksome Heath Junior School hold a Disco and raise 100 pounds they will keep 100% of the monies raised.

There will be one bank account for the Livingstone Road PTFA however funds will be reconciled separately for each school.

 

Key responsibilities:

·         maintain accurate and detailed financial records

·         present a financial report at each meeting

·         liaise with the bank

·         make approved payments

·         consults with the bank or building society regarding the availability of higher rate interest accounts

·         count and bank monies

·         prepare and co-sign cheques as required

·         provide and account for cash floats at events

·         charity registration and Gift Aid

·         pay agreed expenses

·         prepare annual accounts and liaise with the independent examiner of accounts

·         ensure the committee has agreed appropriate procedures for the handling of financial matters

 Please see this download for full structure:

 PTFA Structure Document October 2015