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St. Olave's Parents' Association

St. Olave's Parents' Association


Introduction

The PA (Saint Olave’s Parents’ Association) is a registered Charity. It runs as per the published constitution. All parents of the pupils of the School are considered to be part of it. The PA doesn’t have any paid employees and heavily relies on the parent volunteers to run it and is benefitted by a large number of volunteers who give their time selflessly based on their availability. The PA also has the Chair, Treasurer and Secretary as the three trustees (elected officers) who are responsible for ensuring that the charity is properly run and managed according to the guidelines set in the PA constitution and funds collected and distributed are in line with the charity’s object (which is to benefit the students of the School). These trustees are supported by their assistants and are elected every year at the AGM. Whilst these roles are voluntary and unpaid, they require a commitment of time (10-15 hours per week) to be able to support the PA efficiently.

Chair

  • Ensure that the PA operates in line with our Constitution
  • Communicate with the Head, Senior Leadership Team PA Liaison and Governors to ensure that we understand and support the School’s aims and that the day-to-day cooperation works well
  • Ensure that the PA collects and distributes its funds in line with the PA constitution
  • Chair all PA meetings and track agreed actions
  • Liaise with School to agree on suitable dates for PA meetings and events
  • Consult with members and ensure that PA meetings make decisions on spending
  • Coordinate and approves messages to our members via SchoolComms and otherwise as appropriate
  • Ensure that accountability is assigned to individuals for PA events and activities
  • Speak at Welcome Evenings for Years 7 and 12 every September
  • Maintain our profile in Parentkind and give access to active members
  • Succession planning for key roles
  • Note that these descriptions are indicative, the role of PA trustee and officers is accountable to make the PA successful and as such it may entail to take on other activities as and when needed and also to share the load among one another and indeed in case one of the officer steps away.
  • Treasurer

  • Ensure that the PA operates in line with our Constitution
  • Communicate with the Head, Senior Leadership Team PA Liaison and Governors to ensure that we understand and support the School’s aims and that the day-to-day cooperation works well
  • Ensure that the PA collects and distributes its funds in line with the PA constitution
  • Oversee income and expenditure and maintain accounts
  • Manage the PA’s financial accounts at various providers (banks, PayPal account etc) and ensure that the access is appropriately managed including that the Chair and Secretary have access and are signatories to the account (as one of two)
  • Pay out to the School on pledges made by the PA
  • Maintain good working relationship with the School Finance Manager
  • Collate income and expenses of various events and activities and process expenses claims following established record keeping process and reimburse them via bank transfer or cheque
  • Give updates to each PA meeting and a formal written report to the AGM
  • Prepare and submit accounts, with supporting documentation, to the Independent Examiner
  • File accounts at the Charity Commission
  • Coordinate messages to our members via SchoolComms
  • Note that these descriptions are indicative, the role of PA trustee and officers is accountable to make the PA successful and as such it may entail to take on other activities as and when needed and also to share the load among one another and indeed in case one of the officer steps away.
  • Secretary

  • Ensure that the PA operates in line with our Constitution
  • Communicate with the Head, Senior Leadership Team PA Liaison and Governors to ensure that we understand and support the School’s aims and that the day-to-day cooperation works well
  • Ensure that the PA collects and distributes its funds in line with the PA constitution
  • Liaise with School to agree on suitable dates for PA meetings and events
  • Schedule PA meetings and other events
  • Take minutes of PA meetings
  • Ensure that the schedule of forthcoming events is on the school calendar, PA website etc
  • Prepare the agenda for PA meetings and notify our members via School Comms and the Form Rep network
  • Post agendas and minutes of PA meetings on our website
  • Ensure that PA records are kept in our safe on the School site.
  • Coordinate messages to our members via SchoolComms
  • Note that these descriptions are indicative, the role of PA trustee and officers is accountable to make the PA successful and as such it may entail to take on other activities as and when needed and also to share the load among one another and indeed in case one of the officer steps away.
  • 
    Deputy Treasurer (this could be two roles)
    •	Process and check expenses claims and submit to Treasurer for double-check and payments
    •	Provide forms and instructions for members who need to claim expenses
    •	Administer the Matched Giving scheme
    •	Take cash takings from events to the bank
    •	Provide cash floats for events such as the Fun Day
    •	Regularly advertise easyfundraising via Facebook\Whatsapp groups\schoolcomms
    •	Admin and ensure transfer of money to the PA account
    •	Deputize for the Treasurer if necessary (except as Trustee)
    
    Independent Accounts Examiner –  
    •	The Independent Accounts Examiner should be a qualified accountant and needs to be formally approved by the AGM
    •	After the end of the financial year, review details of income and expenditure and verify incomings and outgoings on the bank account/Paypal account
    •	Examine and formally approve the Treasurer’s accounts
    •	Be available during the year to advise the Treasurer on accounting questions 
    •	Attend the AGM to answer any questions from members
    
    Form Reps Coordinator 
    •	Maintain a group of PA reps for every form or at least every year group 
    •	Communicate key messages to the reps and ensure that they pass on messages to the wider membership (i.e. all parents)
    •	Hold evening meetings of Form Reps three times a year, where Form Reps can channel questions and concerns to the School
    •	Based on the answers received, maintain an FAQ for parents on the School and the PA website.
    •	Form Reps (most reps are now in place but we still need people for 9K, 9M, 9N, 10M, 10N, 11H, 11J, 11K, 11L, 11M, 12P, 12R, 12V, 12Y, 13P, 13T, 13V and 13W)
    •	Maintain an email/WhatsApp group of parents whose sons/daughters are in the same form
    •	Attend Form Rep meetings three times a year and channel parents’ questions to those meetings
    •	Pass on information from the School and the PA to parents
    •	To volunteer, contact Winnie Leong at formrepsto@gmail.com
    
    Refreshments and Uniform Sales Coordinator
    •	Liaise with the Membership Secretary to get updated lists of volunteers
    •	Liaise with the Secretary to find out which events are coming up and need volunteers
    •	Liaise with the School to determine which events need a refreshments service
    •	Recruiting volunteers for each event – about 30 per year
    
    Refreshments Lead
    •	Lead refreshments for a particular event 
    •	Have access to the PA cash safe (using a code)
    •	Inform refreshment stock organiser of any stock issues
    •	Train newer volunteers to help
    
    Refreshments Stock 
    •	Every 2 weeks, check stock levels of drinks\snacks in the PA cupboards in School Kitchen.
    •	Liaise with the Refreshments Coordinator for school events and check with the Lead teacher what is required – re timings\intervals.
    •	Maintain a good relationship with Alston (Catering Manager) to respect that we are using space in his kitchen and keep everywhere clean and tidy.
    •	Buy bulk items from wholesaler, Booker – wine, soft drinks, burgers etc.
    •	Check offers at various supermarkets and buy confectionery as and when
    •	Request cups from Catering Manager as required
    •	If Rugby BBQs have volunteers, check stock in the Pavilion cupboards too.
    •	For Concerts/Shows, obtain an Events alcohol licence from Bromley Council and keep track of the number of licences awarded each year.
    •	Keep all receipts and claim expenses at least monthly.
    
    Graphic Designer – Jim Ward has agreed to serve for another year
    •	Maintain PA logo and letterhead
    •	Produce posters and flyers for PA events, e.g. Mock Tests, Fun Day, Careers Fair etc
    •	Produce PA slides for welcome evenings etc
    •	Liaise with Webmaster on design of web pages
    
    Digital Communications
    •	Own the PA domain
    •	Maintain PA website and PA pages on School website
    •	Design pages along with the Graphic Designer
    •	Liaise with the Secretary to keep calendar of forthcoming events up to date
    •	Post relevant PA announcements, broadcast PA news, photos etc
    •	Own and maintain the PA Facebook site
    •	Reroute questions which come through the site to the right person at the PA
    
    
    Second-Hand Uniform Sales and Charity Donations (two roles)
    •	Collect donations from Veronica Andrews at Reception every couple of weeks)
    •	Sort into which items are resaleable and price\hang up in PA shed
    •	Hold Sales half termly – last day/Fridays of term or at Parents Evenings (helpers are recruited by the Refreshments/Uniform coordinator)
    •	Sort non saleable items and take either to charity shop or donate to the Tag Rugby Trust– contact them every half term to collect donations – approx.. eight bin liners each time
    •	Empty Lost Property cupboard at the end of each term, returning named items to reception and  pricing other for resale
    
    Spruce-Up Day Organiser
    •	Discuss with the School what needs sprucing up, and agree a date (usually in April)
    •	Announce on School Comms
    •	Draw up a list of tasks and allocate volunteers to each task, with timings
    •	Buy equipment and paint where required
    •	Remind volunteers to bring equipment
    •	Liaise with Refreshments team to ensure refreshments are provided
    •	Organize and encourage on the day
    
    
    Doughnut Sales
    •	Announce the event via School Comms (this is currently once a term on a date agreed with David Budds)
    •	Order doughnuts from Krispy Kreme
    •	On the day, collect the doughnuts and deliver them to school by 10am
    •	(The doughnuts are sold by students)
    •	Check the sales amount and bank it
    •	Full written details available from Charlotte Rutter
    
    Quiz Organizer 
    •	Arrange date with school and quizmaster (usually a Saturday in September for y7 quiz) and advertise event
    •	Set up a payment site on Ticket Tailor (written instructions available)
    •	Liaise with the PA Refreshments team to ensure that refreshments can be served
    •	Recruit two other helpers for on the night
    •	Buy quiz prizes and source raffle prizes
    •	Assign teams and bring list on night
    •	Set up tables along with other volunteers, need table numbers and numbered envelopes for Head and Tails game (see quiz box in kitchen)
    •	Organise sign in desk and raffle ticket sales
    
    Quizmaster 
    •	Create and deliver a quiz (Y7 families in Sept and possibly whole school later)
    •	Print and bring answer sheets
    •	Liaise with school IT (Nick Burman) about sound/lighting/laptop
    •	Show one of the volunteers how to do the scoring
    •	As a warm up on the night, run the Head and Tails game
    •	At end of night (before results are announced), draw the raffle.
    
    
    

    Do visit us on our Facebook page:

    For any queries related to the PA, please contact PA officers at contact@saintolavespa.net and not the School.