Committee roles and responsibilities

Key facts on the roles and responsibilities of PTA committee members.

Committee structure

The key elements of the structure of the PTA are the:

  • constitution (governing document)
  • members
  • committee
  • trustees
Constitution

All PTAs 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 audit and general meeting

The NCPTA, in conjunction with its Charity lawyers and the Charity Commission has produced two model constitutions, one for members in England and Wales, the other for members in Northern Ireland.

Members

Depending on the type of association you are, members will include some or all of the following:

  • parents
  • headteacher
  • teaching and non-teaching staff
  • people from the local community
  • grandparents
  • carers/guardians

It is important that the definition of membership is clear in your constitution.  Members are not legally responsible for the actions of the PTA but they do elect the committee who manage the PTA and who are legally responsible.

Committee

The committee is a team of volunteers who are elected at the PTA’s Annual General Meeting (AGM) to manage the PTA on behalf of the members.

There are two types of committee member: Officers and Ordinary (or Other) Committee Members.  Officers have specific roles such as Chair, Treasurer or Secretary.  Ordinary Committee Members work alongside the Officers and play a vital role.

All committee members have equal voting rights, except for the chair of a committee meeting who has a casting vote. (see the NCPTA Good practice – general meetings information sheet)

Trustees

If your PTA is a registered charity all the committee members (Officers and Ordinary) are Trustees of the PTA (charity) and have a legal duty to ensure that the charity acts lawfully and is managed properly.

If your PTA is in England or Wales you can contact the Charity Commission to check if you are already a registered on 0845 300 0218.  Fast track charity registration is available to NCPTA members who have adopted the NCPTA Model Constitution. Further information is available in the NCPTA charity registration pack. The Charity Commission expect that all committee members will have been subject to a recent Criminal Records Bureau (CRB) check.

If your PTA is in Northern Ireland, you can check your charitable status with the HMRC (HM Revenue & Customs) Charities on 0845 302 0203. (see the NCPTA Charity registration –  Northern Ireland information sheet)

Committee roles

Chair

The Chair provides leadership for the committee sets the agenda for meetings and manages meetings in line with the agenda.

The Chair should ensure that issues are properly debated and an agreement is reached.  Some committee members will be better at expressing themselves than others; it is important that the chair welcomes contributions from all members of the committee so that everyone feels involved.

New members of the committee may feel awkward at first.  The Chair should welcome all new members, introduce them to the other members and encourage them to play an active part in the discussions at committee meetings.

Occasionally, personality clashes may arise. The Chair should remain impartial, call the meeting to order without upsetting the parties involved, and make sure that the committee’s decisions are not hindered in any way.

The Chair needs to work closely with the Treasurer and Secretary to ensure that the PTA is run effectively. As a committee officer, the Chair is often one of the people to sign cheques on behalf of the PTA, normally along with either the Treasurer or Secretary.

Key responsibilities:

  • provide leadership
  • sign the approved minutes of the last meeting
  • set the agenda for meetings
  • get to know members of the committee
  • call the meeting to order when it is time
  • agree a date for the next meeting
  • welcome and involve new members
  • close the meeting
  • ask for apologies for absence
  • write the annual report in cooperation with the Secretary
  • follow the agenda and manage the meeting
  • sign cheques for the PTA with one other committee member

Secretary

The Secretary is a key committee member as they are responsible for ensuring effective communication links between committee members and between the PTA and the school.

The Secretary deals with all the correspondence that the PTA receives and helps the Chair ensure that committee meetings run smoothly.  Building up a good relationship with the school Secretary will help make sure that correspondence, sent to the school, is passed onto the PTA promptly. With the agreement of the headteacher the PTA Secretary can usually arrange to leave PTA notices with the school Secretary for distribution with school mailings to parents or for distribution via ‘pupil mail’.

As well as dealing with correspondence, following a committee meeting, the Secretary will need to make bookings and other arrangements for events. Confirm arrangements made by telephone in writing (by letter or e-mail).  The Secretary will make arrangements for the Annual General Meeting (AGM) and help the Chair prepare the annual report. The Secretary may also be involved in co-signing cheques on behalf of the PTA.

Key responsibilities:

  • deal with correspondence
  • write up the minutes of meetings
  • prepare agendas
  • distribute minutes to all the committee
  • call meetings - giving plenty of notice
  • make meeting & event arrangements
  • keep a record of attendance at meetings
  • take notes during meetings
  • ensure that enough committee members are present to make the meeting quorate (this number is defined in your PTA constitution)
  • co-sign cheques as required
  • write the annual report with the Chair

see the NCPTA Information sheet Good practice – general meetings 
see the NCPTA Information sheet Good practice – committee meetings 

Treasurer

A key role for all committee members is to manage and control the funds the PTA raises.  Although all the committee members have equal responsibility for the control and management of PTA funds the Treasurer plays an important part in helping the committee carry out these duties properly.

The Treasurer should record all income and expenditure. This can be a simple accounts book or a computerised system.  The Treasurer should record details of the amounts received and spent and have the details available for every committee meeting plus:

  • the balance of funds
  • committed expenditure
  • income, expenditure and profit from each event held

The Treasurer should report on the current financial position at each committee meeting and this should be recorded in the minutes.  The report should include an update on funds received and spent since the last report.  If the Treasurer is unable to attend a committee meeting, a written report should be sent to the Chair at least one or two days before the meeting.  All financial decisions taken should be recorded in the minutes of the meeting. The Treasurer also

  • liaises with the bank
  • pays money into the bank account and reconciles bank statements
  • advises the bank of agreed changes to the bank mandate, ie those authorised to sign cheques
  • raises and signs cheques with a second committee member co-signing.  The person co-signing must see what is being paid for before signing.  The Treasurer should sign last and keep all original invoices
  • withdraws money to provide a cash float for events
  • monitors funds held on account and discusses with the bank or building society, the use of higher rate investment accounts.  Any decision to use an investment account, including the amount to be put in the account, should be taken by the whole committee.
  • ensure regular payments, for example, NCPTA membership, are made on time to guarantee benefits and take advantage of any discounts

At each PTA event, two people should take charge of monies received and count the proceeds before they leave the event venue. Once both parties agree the total, it should be recorded and then banked or placed in a night safe.  We recommend that funds raised should not be kept at home. The NCPTA subscription linked insurance provides cover for cash to specified limits. 

The Treasurer should also be involved in pursuing charity registration and Gift Aid. Finally, before the AGM, the Accounts will have to be drawn up in collaboration with the Chair and either audited or independently examined as specified in your constitution.

Key responsibilities:

  • maintain the financial records
  • prepare and co-sign cheques as required
  • report income & expenditure at meetings
  • count and bank monies
  • liaise with the bank
  • charity registration and Gift Aid
  • regular and other payments
  • draw up the annual accounts

For more information see Good practice – a guide for Treasurers 

Further Information

Charity Commission:
Woodfield House
Tangier
Taunton
Somerset
TA1 4BL

0845 300 0218

http://www.charity-commission.gov.uk/

The Charity Commission provides a series of helpful booklets and a telephone advice line. 

HMRC Charities:
http://www.hmrc.gov.uk/
0845 302 0203

February 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.