PTFA Chair role

The PTFA Co-Chairs direct our committee’s meetings, making sure everyone’s views are heard, and that everyone is involved in the meeting. They make sure all committee members are familiar with the association’s constitution, model policies if applicable, and their role and responsibilities as a committee member (and trustee as we are registered as a charity). The PTFA Chair also holds the casting vote where there is tied vote.

We have Co-chairs who are both equally responsible for fulfilling the role and take it in turns to chair meetings.

Duties and responsibilities of the PTFA Chair

• Prepares for meetings (with the Secretary) 
• Invites committee members, parents, and staff to PTFA committee meetings 
• Suggests items for the agenda 
• Identifies outstanding items from the last meeting 
• Prepares introductions for any new committee members attending 
• Sets the ground rules for meetings, and makes sure they are inclusive and efficient 
• Delegates tasks to other committee members and volunteers, and checks they’re completed 
• Liaises with the school, and requests a​‘wish list’ for the PTFA committee to use when deciding which projects to fund 
• Ensures the committee fulfils its role in respect of the governance of the association as set out in its constitution – for example, holding an AGM, electing committee members, working with the Treasurer to ensure annual returns are completed
• Ensures any decisions made are clear, fit the objectives of the association, and are made by agreement of the committee as per our PTFA’s constitution
• The PTFA Chair cannot make decisions alone: all decisions must be made by the whole PTFA committee
• Writes the annual report for the association (with the Secretary)
• Writes the Chair’s report for the AGM
• Can be a signatory on the PTFA bank account (along with at least one other committee member)
• Makes sure the association is GDPR-compliant.

Key skills

• Confident and assertive – able to control meetings and call them to order when necessary, making sure everyone has an opportunity to speak
• Able to remain impartial – ensures contributions are brief and that everyone’s views are respected
• Calm, friendly and approachable – as the main point of contact for the PTFA for all members, the PTFA Chair must be inclusive, and make sure everyone feels welcome
• Organised and able to delegate – most PTFAs organise a lot of activities. The PTFA Chair should make sure the workload is shared and that tasks are completed as agreed

The PTFA Treasurer makes sure all committee members carry out their duties in relation to the control and management of PTFA funds. Our association’s committee is collectively responsible for the finances of the association and must therefore formally agree to any spending of funds. However, it’s the Treasurer’s responsibility to ensure all financial transactions are presented and recorded correctly.

The PTFA Treasurer ensures accurate financial records are kept, and that best practice procedures are followed for counting money, banking, and making payments. They keep our committee updated with regular reports and ensure end-of-year reports are completed for the association’s AGM and the relevant Charity Commission’s annual return.

Co-Treasurers are equally responsible for carrying out the role.

Duties and responsibilities of the PTFA Treasurer

• Keeps accurate, up-to-date financial records
• Presents financial updates at each committee meeting
• Manages the PTFA bank account, and holds the association cheque book
• Arranges changes of signatories on the association bank account
• Manages different payment platforms 
• Ensures all bank cards, cheque books, and paying-in books are accounted for and obtained from any individual leaving the PTFA
• Ensures best practice procedures are followed for counting and banking money after events 
• Makes approved payments
• Ensures procedures for making approved payments and claiming approved expenses are followed by all committee members
• Prepares the annual Treasurer’s report for your AGM and arranges an independent examination of the association’s accounts
• Completes the relevant Charity Commission’s annual return
• Manages Gift Aid (or assists the committee member responsible for managing Gift Aid)
• Ensures committee members have read a copy of your association’s insurance policy summary, which should detail cash cover, and that they adhere to any guidelines contained in the document

Key skills

• Basic understanding of bookkeeping – able to maintain accurate records of income and expenditure
• Organised with an eye for detail – big events involve counting a lot of small change. The Treasurer leads the ​‘money’ team, making up floats, and collecting money from various stalls 
• Calm, approachable, and a team player – able to remain calm during busy times.

The PTFA Secretary supports the PTFA committee to build effective communication links between the school and the association. They also maintain accurate records.

Duties and responsibilities of the PTFA Secretary

• Prepares for meetings (with the PTFA Chair)
• Takes minutes at meetings, recording attendance, action points, decisions, and proposals
• Circulates approved minutes, along with a reminder of any actions agreed
• Maintains association records
• Makes sure the association is GDPR-compliant
• Updates trustee details with relevant charity commission (as appropriate)
• May be a signatory on the PTFA bank account (along with at least one other committee member)
• Handles the association’s correspondence 

Key skills

• 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 

Our ordinary PTFA committee members are equally legally responsible for the control of the association, its property, and its funds.

Ordinary committee members have the same voting rights as officers in committee meetings, allowing them to make decisions on behalf of the association.

The roles of ordinary committee members offer a good introduction to your PTFA’s committee for those who wish to be fully involved in the association but perhaps don’t want to commit to an officer role.

There are other informal positions on the committee which can be beneficial to enable people to use their specific skills – depending on the aims and needs of our PTFA.

Second-hand Uniform Coordinator 

Dawn does a super job of sorting through, storing and pricing uniform donations.

​Lotteries Officer 

Gillian manages this role, advertising draws, coordinating ticket sales and prize giving. 

Raffles Officer – vacant

This role involves liaising with local businesses for raffle prizes, services and sponsorships, and coordinating ticket sales and prize giving. 

Communications Officer – vacant

To assist the Secretary, this role may take on the responsibilities of emails, newsletters and social media, as well as promoting the PTFA more widely. 

Events Manager – vacant

From planning, bookings, and licences, to organising volunteer roles on the day, an events manager can help ensure our events go smoothly every time. 

Grants Officer – vacant

Grants can be an incredible source for fundraising, and having a role dedicated to researching and applying for these funding opportunities helps speed up the process. 

Catering Officer – vacant

Food is at the heart of many PTFA events, and dedicating a role to organising and managing event refreshments and catering with external vendors and volunteers can be a lifesaver. 

If you have any skills that you think would support your PTFA please do get in contact with Amy and Karen at hmsptachair@gmail.com

We look forward to working with you to support our children at HMS.