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.
Children should not arrive at school before 8.30 am. Children are still their parents’ responsibility until this time even if they are in the playground. Children may enter the school building from 8.45 am and make their way to their classroom after removing coats etc. Staff are not available for supervision until 8.30 am.
The school gates open at 8:30am.
Class doors open at 8:45am and close at 8:50am. The playground gate also closes at 8:50am. After this time, please take your child to the main office where they can be signed in.
Key Stage 1 have lunchtime 12:00-1:10. Key Stage 2 have lunchtime 12:10-13:10
Hot and cold school meals, with a vegetarian option, are available. If you wish your child to change to, or from, school dinners, one week’s notice is required.
All children in Foundation and Years 1-2 can have free schools meals. From Year 3 upwards, families are charged £11.75 per week for each child. To continue receiving free school meals, families need to receive the following for their child to be eligible for free school meals: income support, job seekers allowance, child tax credit, or be asylum seekers or refugees. For more information, please contact the school office. All applications are treated confidentially and children are not identified.
Lunches are to be paid for at least one week in advance. Lunches cannot be in debt. Payment can be made weekly or half-termly. Payments are to be made via the School Gateway. If your child is absent at the beginning of the morning but will be returning before lunch, please ensure that school is notified by 8.50 am. If you have to withdraw your child during the day, e.g. illness, please notify the office.
If your child brings packed lunch to school, it must be in an unbreakable container, clearly labelled with the child’s name and class. Definitely no glass containers for drinks please.
We encourage healhy eating at school and all of the school meals are planned and prepared by Hertfordshire Catering Ltd to ensure a balanced diet.
We ask that packed lunches brought from home also represent balanced diets.
In order to ensure the safety of our pupils with medical conditions we are unable to allow the following in packed lunches:
Nuts including items containing nuts such as nutella or peanut butter
Sesame seeds and oil
Fruit and drinks
All children in the Foundation Stage and Key Stage 1 are offered a free piece of fruit at morning break. Key Stage 2 children are able to bring a piece of fruit or raw vegetables to eat at playtime. Milk is available free of charge to pupils aged under five years, and water is always available in school.
We have a Breakfast Club available to pupils, please download a registration form from the school website and return to the school office. Bookings are made via the School Gateway.
We do not have on-site wraparound care, but there are a variety of local providers that work with the school:
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:
At the end of Y6, pupils transfer to secondary schools in Hertfordshire.
A summary of the procedures in Herts and the roles and responsibilities of the school and of parents in the process. This details admissions arrangements for all Secondary schools in Herts.
|Further information can be found at www.hertsdirect.org/admissions|
Details of the consortium tests are available on the consortium website: http://www.swhertsschools.org.uk/.
Both websites contain a list of important dates and deadlines relating to the admission process.
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.