Committee Roles & Responsibilities

Your PTA committee consists of the following roles: Chair, deputy, treasurer, class rep liaison and a sponsorship co-ordinator.

Chair 

The Chairs work closely with the other committee members to ensure that the PTA is run effectively. The main role of the chair is to lead PTA and AGM meetings and oversee and support the running of the annual fundraising events with the year reps.

Key responsibilities

• Provide leadership.

• Set the agenda for meetings and run the meeting.

• Welcome and involve new members (by attending new parents’ evenings for example).

• Write the PTA’s contribution to the School’s Weekly Web Update (WWU) and half term bulletin.

• Write parent communications in collaboration with the class rep liaison.

• Set pricing for events in agreement with the committee.

• Organise tickets (Tickettailor) for events.

• Liaise with the school as needed for fundraising events.

• Agree PTA financial commitments for the year with Head Teacher and via AGM.

• Set the calendar of fundraising events including cake sales for the year ahead.

• Foster a community between the parent & carers body and the school.

Deputy PTA chair

The Secretary is responsible for the smooth running of the PTA organisation, ensuring that meetings are held and recorded, and facilitating clear communication, both within the committee, and between the committee, the school and the PTA body.

Key responsibilities

• To collate and update committee and class rep photos to include on the PTA website.

• Ensure meeting dates are set for coming year Prepare meeting agenda with the chairs and other committee members

• Attend meetings and present previous minutes for agreement.

• Minute the meeting including attendees, apologies for absentees, items discussed and actions to be taken.

• Circulate agreed minutes to relevant parties and post to the PTA website.

• Update PTA website and social media as required.

• Maintain contact list of key associated bodies ie Parentkind, School, Board of Governors, St. Michael’s Church.

• To assist in the active running of the PTA.

Treasurer

The role of the Treasurer is to manage and control the funds the PTA raises. The treasurer reports on the current financial position at each committee meeting which is recorded in the minutes. The report also includes an update on funds received and spent since the last report.

Key responsibilities

• Liaise with the bank and manage bank account.

• Ensure appropriate insurances are in place (Parentkind).

• Manage sumup machines and card transactions.

• Pay invoices.

• Monitor funds held on account.

• Arrange appropriate licenses for events.

• Maintain the financial records.

• Report income and expenditure at meetings.

• Count and bank monies.

• Charity registration and Gift Aid.

• Draw up the annual accounts.

Class Rep Liaison 

The Class Rep Liaison provides support and guidance to the class reps advising of their duties as reps of the PTA. The Class Rep Liaison can provide a useful conduit of information between the school and classes (eg in time of covid) but the key role is to provide PTA information to the reps.

Key responsibilities

• Keep list of current class reps with contact details.

• Remind current reps to recruit for the following year – usually a reminder can be sent out after the summer fete.

• Send out communications to class reps with requests for the parent body.

• Liaise with co-chairs and secretary re the above.

Sponsorship Co-Ordinator 

The Sponsorship Co-Ordinator role is to maintain, manage and develop sponsorship opportunities and revenue for the PTA. PTA sponsorship includes raffle donations, general donations, in-kind donations, Douglas & Gordon boards, advertising, and other occasional items.

Key duties

• Maintain and develop excellent relationships with our sponsors and local businesses.

• Maintain an internal database of existing and potential sponsors.

• Keep a record of sponsorship approaches and receipts.

• Liaise with class reps regarding obtaining sponsorship for specific events, providing guidance, advice, and information to allow year groups to make appropriate approaches for sponsorship.

• Report to the committee and the PTA body (eg at AGM) on sponsorship income.

• Review overall success of sponsorship activities and advise, if possible, on possible improvements.

• Assist with the organisation and management of event marketing eg flyers, as it relates to advertising sponsors.

• Ensure, in association with the Secretary, that sponsors details are accurate and meet with their expectations, in the knowledge that errors reflect poorly, not just on the PTA, but on our sponsors.