Check this page for any letters that we have sent home regarding trips, school clubs or other important notices.
Apologies for absence
Welcome from Headteacher
Aims and objectives of the group
Approval of AGM Minutes (distributed prior to meeting)
Declaration of any conflicts of interest
Notification of AOB
|7:10-7:15||Adoption of constitution (PTA UK model constitution)
|7:15-7:30||Election of Officers and Committee members (Trustees)
|7:30-7:45||Appointment of non-committee roles, eg
Gift Aid Co-ordinator
Fundraising Opportunity Co-ordinator
Key contact for PTA UK, who will register for members only part of pta.org.uk
|7:45-8:00||Appointment of an Independent Examiner of Accounts for the year ending 31st December|
|Signatories for Association bank account|
|Events and fundraising calendar|
|Date of next meeting|
|Any Other business (please notify in advance)|
The PTFA is a registered charity and has to adhere to the charity commission regulations. The constitution details how the charity must be run to make sure that it is fulfilling it’s legal obligations.
As a registered charity, all the elected committee members (Officers and Ordinary) automatically become Trustees of the association (charity) and have a legal duty to ensure that the association (charity) acts lawfully and is managed properly.
More details on the role of a trustee are available from the Charity Commission:
Updated to the PTA-UK model constitution which has been approved by the Chairty Commission. Once agreed at this meeting, the minutes from this meeting need to be approved at the next meeting and minuted. The minutes and the new constitution can then be sent to the Charity Commission.
All parents and carers are automatically members of the association. The school governors are also members as Friends of the association who are also working to support the school and the children.
There is a wide variety of help and support available to members and the committee. PTA-UK are a national PTA organisation with advice and support on all aspects of running a PTFA.
Membership also includes public liability insurance which is necessary to run events. We have included a lot of advice here that they provide on their website.
All members (committee members, helpers, parents etc) can have a login to the site to access all of the support. There are samples and templates availale for a wide variety of events, and support available by phone an email on any topic related to the PTFA.
To register as a member, visit the following page: https://www.pta.org.uk/register_member.aspx
The PTFA has traditionally run with a main committee running all events. The workload on those committee members is increasing with changes to legal and financial requirements, as well as the changes in our families lifestyles. Many parents work during the day making it difficult to make every meeting and be part of the core committee.
We have a very supportive parent body who have lots of ideas about how we can fundraise.
The suggestion is that the workload for events, activities, and fundraising opportunities is spread out across more roles, each requiring less time, and that can be run independently reducing the need for long meetings and allowing more volunteers to get involved.
All roles can be shared between multiple persons so feel free to stand as a group for a role. Please consider if you could take on any of these roles, or if there is something else you think you could help with do let us know. If there is anything you would like to set up or start that isn’t mentioned here it can always be added.
Other than the core committee roles, all others are simply suggestions and can be filled or not as the members decide. They do not have to run for whole years, and new ones can be created at any time to suit the needs.
It can be difficult for parents to make every meeting, but there are many ways that people can get involved and help from home at times that suit their lifestyles.
The Chair directs the general meetings, making sure everyone’s views are heard and everyone is involved in the meeting. They 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).
Although all committee members have equal responsibility for the control and management of PTA funds, the treasurer has an important role, making sure these duties are carried out properly.
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 submit the Charity Commission annual return.
As one of the three key committee roles, it’s best practice to have the role of Secretary filled. If you are finding it hard to recruit, you could consider splitting the duties between two committee members.
The Secretary supports the Chair to build effective communication links between the school and the association and maintains accurate records (see below).
The support provided by the Vice-Chair is invaluable. Deputising for the Chair 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.
Main Purpose of the Role
To support the chair in all aspects of their role, to ensure that the business of the PTA is conducted in accordance with the wishes of the representatives of the PTA and to uphold the constitution of the PTA.
A vital role within the PTA is promoting and communicating work of the PTA. The publicity officer must be an excellent communicator both in writing and in person.
Main Purpose of the Role
To communicate and promote the work of the PTA. To ensure all parents, carers, and members are kept up to date with events and activities
Gift Aid allows charities to claim up to 25% of donations back from HMRC. This is a fantastic way for the PTFA to increase the amount of money it can raise at no cost to the parents or the school. More information on Gift Aid and the HMRC requirements can be found online https://www.gov.uk/donating-to-charity/gift-aid
Examples: Discos, Film Nights, Summer Fair, Christmas Fair, Jumble Sale, Running Club, Raffles, PTA-UK Main Contact, Quiz Night, Race Night, Bake Off,Catering, Bar…
To manage an event or group of events, sharing the workload for events across a selection of volunteers. Members may volunteer to co-ordinate a single event, or multiple events such as discos which are run multiple times per year.
Seeks sponsorship, gifts in kind, and other contributions from businesses in the local community
To co-ordinate and promote other fundraising opportunities such as match funding.
To support the treasurer during a specified event
To co-ordinate events and communicate with all members of the class.
In the case of bad weather or other emergency school closure we will inform parents as soon as possible via the School Gateway and text message. The School Gateway message will come through to your app on your phone, and text messages to the number that we have on file. This message will be sent out to all primary contacts on our system.
We may also use twitter as a way to share information quickly.
Hertfordshire County Council also have a list of school closures. If possible we will also update their system:
Please find attached an update to the school menu. Starting next week (16th January which will be week 3) we will be offering a jacket potato option on Mondays, Tuesdays, and Thursdays. This is in addition to the current menu. The price for the meal will remain the same. This will be the white band option.