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Role & Function of the Parent Teachers’ Association
Our two main aims are described under Sections A and B:
- To help the school achieve its aims in any way we can – providing the best education possible for all our children
- To liaise with the Principal and the teaching staff
- To represent the views of parents and to provide a forum for consultation with the Principal on relevant issues
- To provide support for parents especially new arrivals in the school
- To provide practical help when required in the school e.g. policy formation
- To facilitate social opportunities for parents at school-based meetings
To help the school/BoM financially when suitable opportunities arise
What are we not about?
- Decision making and management issues in the school
- Professional issues re. teaching and learning
- A channel for/about complaints for other parents
Particular roles within the PTA: Teacher Rep, Chairperson, Secretary. Treasurer, Fundraising Initiator, Religious Instruction Organiser, sub groups.
There are two basic jobs the Chairperson should do:
a) Guide the PTA to achieve its aims
b) Chair the meetings of the PTA
Some of the duties of the Chairperson are as follows:
- Liaise with the Secretary/Clerk on the agenda and meeting arrangements.
- Welcome members and introduce guests.
- Ensure fair discussion and that everyone gets a chance to have their say.
- Stop anyone taking over or dominating discussions.
- Get through the agenda on time.
- Sum up issues, points and decisions.
- Ensure decisions are carried out.
- Work with the Treasurer to ensure that proper financial accounts are prepared for meetings, including the Annual General Meeting.
The Secretary plays an important role in supporting communication between PTA members themselves and between the Parent Forum and the PTA. It is important that the PTA agrees how members of the Parent Forum can get in touch with the Secretary and that these arrangements are well publicised so that all parents know how to make contact.
Some of the duties of the Secretary are to:
- Make arrangements for meetings and prepare an agenda in consultation with the Chairperson.
- Send a notice of the meeting, venue and agenda to all PTA members so that they will receive them in good time for the meeting. Agendas should be sent out for all meetings even if they are held at the same time and place each month.
- Keep a record of everyone attending the meeting and any apologies for absence.
- Let PTA members know about all correspondence received and report any action taken since last meeting.
- Take a minute of meetings, recording decisions and actions to be taken and by whom. This can be a task that is shared amongst members of the PTA to allow the Secretary to participate in discussions.
Provide minutes for all PTA members prior to or at meetings.
Every PTA that intends to raise money should make sure a Treasurer is appointed to handle the money coming in and going out of the group. The Treasurer is responsible for the proper handling of the finances of the PTA, but not the actual raising of money.
The tasks of the Treasurer include:
- Having a clear and accurate book-keeping system that records any money received and how the money is spent.
- Maintaining the bank account. It is good financial practice to require two out of three of the Officers’ signatures on cheques to allow any money to be withdrawn or spent.
- Producing a report for each meeting stating money paid into, or out of, the account since the last meeting.
- Advise on the amount of money available for the group’s work and warn of excess expenditure.
- Prior to the PTA Annual General Meeting (AGM) the Treasurer should arrange for the year’s accounts to be independently checked and agreed with the Chair.
The Treasurer should present the audited financial statement at the AGM and answer any questions on the accounts.
Role of the teacher representative
The teacher representative, will always attend Parent Teacher Association meetings and be there to give encouragement and guidance.
The teacher representative
- Will keep the PTA informed on what is happening in the school and what plans there are for development and improvement
- Can support the involvement of pupils in the activities of the PTA and make the links to learning and the curriculum
- Can provide opportunities for parents to join in school activities and plan with the PTA how this can happen
- Will work alongside the PTA to help you support the school
- Provides a link with other staff in the school and the authority.
Every PTA that intends to raise money should have a fundraising initiator and/or team. As we are a new and developing school, we are trying to build and progress our school resources. Department grants are limited and therefore so are the funds to purchase beneficial educational equipment and resources throughout the school year.
The tasks of the Fundraising initiator/team include:
- Set overall aims/goals of how much you want to raise in the year.
- Discuss and decide on possible fundraising events.
- Organise approximately four major fundraisers during the year (one a term). Example of fundraisers include the car boot sale and the Christmas fair.
- Discuss and decide in what ways you would like to spend money raised within the school – in conjunction with teacher representative
Religious Instruction Organiser/Team
As we are an Educate Together school, all religion classes are taught outside of school. It is the duty of the religious instruction team/individual to assist parents in the organisation of religious education outside of school time
The tasks of the Fundraising initiator/team include:
- Discussion with parents on what religious instruction is required for pupils in the school.
- Organise (instigate the organisation of) a teacher or qualified person to provide religious instruction to pupils.
Link with community members and/or religious organisations in relation to religious festivals and sacraments.
It may be useful to have some sub-groups of the PTA to carry out some specific tasks. If you are setting up sub-groups these should be given a clear remit with someone taking responsibility for organising the group and reporting back to the PTA. Some of the tasks you may consider allocating to sub-groups
- Planning social events for parents, children and staff
- Communicating with parents which might include a newsletter
- Working with staff on new approaches to learning and teaching and how parents can be involved
Links with the community.