Starting a PTA

A step by step guide to setting a PTA up and running a PTA.

Starting a PTA is a very good way to bring together parents, teachers and others to raise money and to support the school.   It provides an opportunity for everyone to work together towards a common goal and is open to all parents and teachers even if they only have a small amount of time available to get involved.

Usually, a PTA is formed to fundraise for the benefit of the pupils at the school. Another important role for a PTA is as a way for parents to become more involved with their children’s school. Working in partnership with the school, a PTA can help to develop strong links between home and school.

Type of association

The type of home school association you choose will depend on who the members will be. Members of a Parents’ Association (PA) are parents, carers and guardians of pupils currently attending the school. In a Parent Teacher Association (PTA), members include all parents, carers and guardians plus teaching and non-teaching staff at the school. Membership of a Friends’ Association includes all of the above plus any other people wishing to offer support, e.g. past pupils, grandparents and members of the local community (as deemed appropriate by the committee). 

Whatever type of association you decide to form, your school will benefit from the additional funds it will raise and the increased opportunity for parents to be more involved in school life.

PTA activity varies from school to school and may include: -

• raising funds to help the school provide extra resources for the pupils
• runnng social events for parents and children; providing an opportunity for people  to meet and get to know each other
• providing support for school trips and outings and other special events
• running after-school clubs for sport, music or drama
• organising meetings to inform parents about education issues, especially when changes are taking place

The wider the range of activities the more chances you have of getting people involved.

Getting Started

Step 1 – informal discussions

Start by canvassing parents to see what level of support exists and try to enlist a few who will commit themselves to forming a PTA. It is also important to speak with the headteacher to seek their views as their support is vital.  Emphasise the benefits of having a PTA and focus on particular goals that will appeal to the parents and staff at your school. 

It may be useful to suggest starting with a specific fundraising target, for example, raising funds for new sports equipment, computers, playground equipment, extra-curricular clubs etc.  Making a success of a one-off fundraising project will increase confidence and help to get a PTA started. 

Step 2 – a steering group

Once you have identified some initial support, the next step is to set up an informal steering group to move the process of starting a PTA forward. The steering group will need to think about the following: -

• the type of association e.g. PTA or PA
• a first public meeting – AGM (Annual General Meeting)
• adopting a constitution
• registering as a charity

Ideally, the steering group will comprise of parents, headteacher, a teacher and perhaps a governor so you can discuss ideas about the purpose of the PTA and your objectives as you plan for the AGM.  If the headteacher is not involved at this stage remember to keep them informed of progress. 

You may wish to choose an acting secretary, a treasurer and a chair from those in the steering group.  These are all informal roles at this stage but will enable you to move forward with setting up your PTA. 

Step 3 – a constitution

Your PTA will need a constitution. This is a document which establishes the fundamental rules by which the PTA is governed and describes: -

• the aims of the PTA and its powers 
• its membership
• the size of the committee and how members are elected 
• the need for an annual general meeting and independent examination of the accounts

NCPTA member associations in England and Wales can download a copy of the NCPTA model constitution, approved by the Charity Commission, which also allows PTAs to apply for fast track charity registration.

There is also a model constitution for PTAs in Northern Ireland. PTAs seeking charitable recognition will find that this constitution is accepted by HMRC (HM Revenue & Customs) Charities Division.

Both model constitutions reflect current good practice and have been adopted by many thousands of successful PTAs, throughout England, Wales and Northern Ireland. A constitution will help the PTA by giving everyone involved an understanding of the parameters within which the PTA will work and clearly defining the aims of the association.

Step 4 – planning an AGM

You need to hold an Annual General Meeting (AGM) to formally launch the PTA. This is a very important event for the school, so try and make it as interesting to the parents as possible. Send a letter to parents inviting them to the PTA launch/AGM and emphasis the benefits, of parental involvement, for the pupils at the school.

Ask the headteacher to give a short talk about what they hope the PTA will achieve. Endorsement and encouragement from the headteacher will encourage parents to get involved.

Publicise the AGM as widely as possible and remember to include the local community, particularly if you are launching a Friends group. Recommended good practice is to give parents 21 days written notice that the AGM will be held.  In addition to a letter place a notice on the school notice board, or create a PTA notice board, as a way of promoting the PTA launch.

At the AGM, don’t be too disappointed if only a few parents turn up.  Even if you do not get as much initial support as you expected, don’t give up.  People are often reluctant to be involved in something new.  If you and a few others are committed to the idea you will find that involvement will increase once your fundraising and social activities commence and parents can clearly see the benefit of having and supporting a PTA.   

Step 5 – the AGM

At the AGM there are items of business that you will need to cover and minutes will need to be taken, to record all the actions and decisions taken.  Agenda items to include are: -

1. welcome
2. adoption of the constitution
3. election of the Officers (chair, treasurer and secretary) and Ordinary Committee Members (those who will be actively involved but who do not have a specific role)
4. bank signatories
5. date of first committee meeting

1. Welcome: this should be given by the chair. Use this as an opportunity to: -

• set the scene
• to explain the aims of the PTA
• the items you are fundraising for 
• details of the first fundraising event (if this has already been decided)

Ask the headteacher to add a few words of support and to explain the difference having a PTA will make to the school.

2. Adoption of the constitution: the constitution needs to be formally adopted.  This is done by a majority vote from a simple show of hands. 

3. Election of Officers and ordinary committee members:  you can decide how many Officers your association will have; good practice recommends three - chair, secretary and treasurer plus a number of ordinary committee members.  The size of the committee should reflect the size of the school. A small school might have a committee of five, plus the officers, a larger school, may have ten, plus the officers.

It may help to have a few notes about the role of each of the officers so that people understand what is involved.  Encourage parents to join the committee by offering to support them with advice.

Potential candidates will need to be nominated, either before the AGM or at the event. The election is then a show of hands or, if more than one person has been put forward, a secret ballot. Ordinary committee members can also be voted onto the committee in this way.

At the AGM also ask for additional helpers, to assist with events throughout the year. This may be attractive to parents who do not want to be an active committee member or who feel they only have a limited amount of time. Remember that people are more likely to volunteer if they can see what they are committing themselves too.  Some parents may not wish to be treasurer but are willing to help by looking after money at an event.  Some do not wish to be secretary but may be able to write the occasional letter or make a few telephone calls. 

AGM seating arrangements can either be formal, arranged in theatre style rows, or informal in a large circle.  Circle style seating has the advantage that it is easy for everyone to see each other and establish who everyone is; which is important if people are not familiar with one another.  This style also encourages discussion.

4. Bank signatories: Your banking arrangements need to be formalised.  At the AGM you will need to agree on three or four people who will sign cheques.  Two signatures are required on all PTA cheques; good practice recommends that these are from a choice of three or four named people.

Following the AGM, the bank will require you to submit the minutes of the AGM stating the names of nominated signatories.  There will be forms to sign for specimen signatures.  Visit the bank in advance of the meeting and ask for the relevant forms and information about the procedures.

5. Date of the first meeting: Remember to set a date for the first committee meeting.

Step 6 – finance

PTAs need some money for running costs and it is important to think about how the funds of the PTA are going to be looked after and how decisions will be made about spending any money which is raised.

The PTA should set up its own bank account.  Most banks and building societies offer a charge-free charity or treasurer account specifically for small voluntary organisations like PTAs.  Some people may be reluctant to become involved if they think they will be out of pocket so it is best to be open about the finances and make sure that any expenses, e.g. stamps, are paid out of PTA funds.

Points to remember

Starting a PTA can feel a bit daunting but although it requires commitment and hard work running a PTA gives a lot of fun and satisfaction.

The following suggestions may help you to encourage parents to get involved in the PTA and in school life: -

• try to use personal contact and personally addressed letters of invitation
• have a designated person to greet people as they arrive at meetings.  Established members should always introduce themselves to new members
• try to include as many people as possible in any decision-making.  Allow time at meetings for new or more reserved parents to have their say.  Remember that some people find the school environment intimidating
• make it possible for parents who can not give up regular time for meetings to be involved as and when they can
• never turn away any offers of help from parents and try to make use of all their talents and skills
• always make sure that people are thanked personally, for any special effort they have made, and that their help is valued
• not all parents will be able to attend meetings but are willing to give some time; it is often a case of trying to identify what each individual has to offer
• plan activities that will include all families, including fathers and single parents.  Crèche facilities or a baby sitting circle would be a great help for some

Points to try:

• always have a PTA slot at induction events held for new parents prior to their children starting at the school.  Tell them what the PTA does and provide written information for parents to take away 
• approach the Parent Governors at your school to establish a link between the PTA and the Governing body
• use the school newsletter to keep parents informed about PTA activities
• always let parents know what the funds raised have been spent on 
• have a PTA notice board and keep it updated
• try to have informal seating –  a circle rather than rows of chairs
• let parents know how they can help the PTA and who they should contact with offers of help
• include the PTA in special celebratory assemblies and other appropriate school activities
• include PTA activities and meetings on the school calendar

Further information

For further guidance and support on starting a PTA contact the NCPTA regional adviser for your local area.

March 2007

This National Confederation of Parent Teacher Associations (NCPTA) information sheet aims to provide clear advice but should only be considered as a general guide.

Further information sheets are available from www.ncpta.org.uk. For more specific advice please contact info@ncpta.org.uk or 01732 375460.

NCPTA 39 Shipbourne Road Tonbridge Kent TN10 3DS t 01732 375460 f 01732 375461 www.ncpta.org.uk.

Registered Charity no 1072833. The NCPTA is a company limited by guarantee and registered in England no 3680271.