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PTA

 

We are excited to announce that the school is setting up a new PTA to continue raising funds for, supporting and engaging the whole parent community in our vibrant, dynamic school.

The new Parent Teacher Association will be a collaboration between dedicated staff members, and parents and carers to support our school, raise vital funds to purchase new equipment or go towards larger projects, and be the voice of our school in the wider community, to further the opportunities and education of our pupils. All parents and carers of children attending Bishop Chavasse, and all teaching and non-teaching staff at the school, will automatically become members of the PTA.

 

Initial meeting

Those interested in being part of our new PTA met over cake and biscuits on 9th October 2024, with some parents joining via Teams. The Strand room was filled with parents eager to be a part of the exciting new association, with a flurry of ideas shared to help raise money for the school and for charities close to our hearts. There is still opportunity to be a part of the PTA if you wish, either as part of the committee, which will be voted in at the beginning of November, or to help with the arranging of specific events over the school year. One thing, of which I have no doubt, is that we have a truly creative parent body, keen and raring to go on raising funds, making strong links with the school and arranging a plethora of events that will make even more wonderfully special memories for our children and community.

Some key outcomes and requests from last night’s meeting:

  • There are three key roles for the new PTA committee to be filled: Chair, Treasurer and Secretary. Descriptions of what these roles might involve is below, taken from PTA charity Parentkind. Please email pta@bishopchavasseschool.org.uk if you are thinking about putting yourself forward and would like to chat them through. Job-shares very welcome.
  • Other roles include deputy chair(s), fundraising lead, events coordinator, designer, comms.
  • The first AGM for the new PTA on will be on Monday 4th November at 5pm at which we hope to vote in the new committee and agree the governance, constitution and other details.
  • In the meantime, we want to kick-start planning for Christmas! If you would like to be on the Christmas Fair sub-committee, which we hope will meet before half term, please email ASAP: pta@bishopchavasseschool.org.uk. If you would like to help as an Elf or similar at the Christmas grotto on 18th December (during the school day), please also let us know!

First dates for your diaries:

  • Friday 25th October – Own Clothes Day/Preloved uniform sale: bring an item of second hand uniform. There will be second hand uniform sales at 8.45am and 3.30pm.
  • Children in Need – spotty dress or accessory: £1 donation: Friday 15th November 2024.

There will be lots more to come, with great appetite for another parent/staff quiz night and other social occasions. Watch this space!

 

Quick guide to PTA roles

What does a Chair, Treasurer or Secretary do? This short guide will help you get to grips with these vital PTA roles. Whether you’re thinking about becoming a Chair, Treasurer or Secretary, or you’re simply curious to find out what’s involved, here’s a quick guide to the three main PTA roles.

Chair

What’s the main purpose of the role?

To direct the committee’s meetings, make sure everyone is involved and their views are heard. The Chair should ensure all committee members are familiar with the constitution and their roles and responsibilities. The PTA Chair also holds the casting vote if the outcome is tied.

And the responsibilities?

These can vary drastically, depending on the size and needs of the school, but commonly include:

  • Preparing and setting the agenda for meetings
  • Setting the ground rules for – as well as chairing – meetings
  • Delegating tasks to other committee members and volunteers, checking they’re completed and offering support where needed
  • Liaising with the school
  • Ensuring the committee is governed in line with their constitution
  • Ensuring any decisions are made correctly and fit the objectives of the association as set out in the constitution
  • Writing the Chair’s report for the AGM
  • The Chair may also be a signatory on the PTA bank account

 

What qualities does a good Chair usually have?

  • Confidence – with the ability to inspire and guide others
  • Assertiveness – able to manage meetings
  • The ability to remain impartial and be inclusive
  • A calm, friendly and approachable manner
  • Organisational skills – able to manage multiple projects
  • The ability to delegate – so the workload is shared – and tasks are completed

 

The Treasurer

What’s the main purpose of the role?

To ensure accurate financial records are kept and that best practice procedures are followed when counting money, making payments and banking. The Treasurer should keep your committee updated with regular reports and ensure end-of-year reports are completed for the association’s AGM. If your PTA is a registered charity, they will also be required to coordinate the Charity Commission’s annual return.

And the responsibilities?

  • These vary from committee to committee but generally they include:
  • Keeping accurate and up-to-date financial records
  • Presenting financial updates at each committee meeting 
  • Managing the PTA bank account and holding the association cheque book/​debit card 
  • Monitoring and managing online payment platforms 
  • Preparing floats
  • Ensuring best practice procedures are followed for counting and banking money, making payments and claiming expenses by all committee members
  • Making any approved payments on the committee’s behalf 
  • Preparing the annual Treasurer’s report for the AGM and arranging an independent examination of the association’s accounts 
  • Completing the relevant Charity Commission’s annual return if your PTA is registered as a charity 
  • Managing Gift Aid (or assists the committee member responsible) 

What qualities does a good Treasurer usually have?

  • Knowledge of finances
  • Organised
  • Attentive to detail
  • Able to meet deadlines
  • A good understanding of spreadsheets or accountancy software

 

The Secretary

 What’s the main purpose of the role?

Supporting the PTA committee to build effective communication links between the school and the association. They also maintain accurate records.

And the responsibilities?

These vary from committee to committee, but generally include:

  • Preparing for meetings (with the PTA Chair)
  • Taking minutes at meetings, recording attendance, action points, decisions and proposals
  • Circulating approved minutes, along with a reminder of any actions agreed
  • Maintaining association records
  • Making sure the association is GDPR-compliant
  • Updating trustee details with relevant charity commission (as appropriate)
  • May be a signatory on the PTA bank account (along with at least one other committee member)
  • Handling the association’s correspondence

 

What qualities does a good Secretary have?

  • Organised and efficient – keeps accurate records in a format that can easily be handed over to a successor
  • Good listener – able to identify key discussion points, actions, and agreements at meetings to accurately record in minutes
  • Calm, friendly, and approachable – able to communicate confidently with the school and the committee members
 
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