The Friends of Torridon PTA committee diverges from many other PTAs in that we don't have a chair, treasurer and secretary who manage the charity and plan all the activities. We used to, but the workload for our small team was unsustainable. 

We voted to restructure the committee at our AGM in 2023. Since then, we've had a board of trustees who take equal responsibility for the charity's governance. Separately, events are organised by self-appointed leads who take on the event(s) of their choice with no ongoing commitment. 

This structure supports: 

• A more manageable, shared workload that can better align with volunteers' skills and interests 

• Collaborative, transparent, and accountable decision making

• More effective governance

• Opportunities for more volunteers to get involved without the pressure of a year-round commitment

Composition

3+ members are elected after each Annual General Meeting (AGM), which we typically hold in late September. Members may also be co-opted at any time by existing trustees to fill a skill gap or to assist with a specific project or general governance. 

Term

Until the next AGM

Role

Trustees do not have specific roles on the committee; division of labour is agreed amongst trustees based on their areas of interest, skillset, and available time. Board members are equally responsible for all aspects of charity governance, including: 

• Financial oversight

• Compliance with laws, regulations, and best practice

• Strategy

• Risk management

• Reporting and accountability

Responsibilities 

On confirmation

• Sign the Charity Commission’s Declaration of Eligibility and Responsibility

• Become a signatory on our bank account

• Access the PTA email account and Google Drive

As necessary

• Make/approve timely payments

• Count and deposit cash

• Engage in discussion between meetings via WhatsApp, Google Chat, and email

• Support event leads and volunteers

Once per half term

• Meet with the full committee at a time and venue to suit all members

Once per term

• Meet at school with the senior leadership team to discuss funding priorities, ongoing projects, and upcoming plans

• Update financial records 

At the end of the year

• Submit an annual return to the Charity Commission

• Organise an independent examination of the accounts if gross income exceeds £40k

• Organise an AGM

• Recruit and hand over to new trustees

Useful (but not essential) skills and interests

Governance; charity operations; bookkeeping; fundraising; collaborative software, especially Google Workspace

Role

Plan and coordinate the event(s) of your choice with support from trustees and school staff. Execute or delegate tasks as required, including communications, volunteer recruitment and management, supplies procurement, risk management, and licencing. 

Responsibilities 

At least one half term in advance

• Confirm event, date, and venue with the school's senior leadership team and PTA trustees

• Plan task list and communications strategy

Ahead of the event

• Secure appropriate licences/permissions

• Undertake a risk assessment

• Publicise the event through the school newsletter, posters/flyers, email, social media, etc.

• Procure supplies and equipment: check with trustees regarding available PTA/school equipment and confirm a plan for claiming reimbursement or paying directly from PTA funds

• Recruit and brief volunteers

• Confirm details with the school's SLT and PTA trustees

Day of the event

• Direct set up and clean up

• Coordinate volunteers

• Monitor activities and respond to issues

After the event

• Record expenses and take inventory of any leftover stock

• Return any borrowed equipment and organise PTA supplies

• Thank volunteers and participants

Useful (but not essential) skills and interests

Events or project management; volunteer management; communications

If you're interested in joining the board of trustees, running an event, or leading on a special project, get in touch with the trustees at pta@friendsoftorridon.org to arrange an informal chat. We're looking forward to having you on board!