CHAIR

Characteristics

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.

The Chair will ensure that all new members feel welcome and their contributions valued.  The Chair will introduce them to the other members and encourage them to play an active part in the discussions at committee meetings.

To ensure the smooth running of meetings the Chair must remain impartial and make sure that all parties have a voice and the opportunity to participate in decision-making.

The Chair will work closely with the Treasurer, Secretary and Family Liaison Officer to ensure that the Friends of Percy Hedley School (FoPHS) is run effectively. As an Officer of the committee, the Chair will be one of designated signatories and will sign cheques on behalf of the FoPHS along with other designated signatories.

Job function

To ensure that the business of the FoPHS is conducted in accordance with the wishes of the representatives of the FoPHS, to uphold the constitution of the FoPHS, and prepare and submit statutory reports to Regulatory Bodies

Main duties:

• Provide leadership
• Sign the approved minutes of the last meeting
• Set the agenda for meetings
• Get to know members of the committee
• Run meetings in an efficient and timely manner ensuring that everyone is able to contribute
• Agree a date for the next meeting
• Welcome and involve new members
• Write the annual report in cooperation with the Secretary/ Family Liaison Officer

Vice-Chair

Characteristics

The support provided by the Vice-Chair is invaluable. Deputising for the Chairperson when necessary, the Vice-Chair helps to ensure that the Committee and all of the events continue to run smoothly.  As with the Chair, leadership, enthusiasm and energy are necessary qualities for this post.

Job function

To support the chair in all aspects of their role, to ensure that the business of the FoPHS is conducted in accordance with the wishes of the representatives of the FoPHS and to uphold the constitution of the FoPHS.

Main duties:

1. To chair meeting in the absence of the Chair

2. To draw up annual FoPHS programme in consultation with the Chair.
3. To prepare meeting agendas by consulting with the FoPHS Chair.
4. To welcome and involve other parents into the FoPHS.
5. To prepare with the Chair the FoPHS annual report for the Annual General Meeting.

Family Liaison Officer (school appointed position)

Characteristics

As part of their role as Percy Hedley Family Liaison Officer they ensures that the FoPHS runs smoothly and provides a link between FoPHS members and the FoPHS, and between the FoPHS and the School.

Job function

The Family Liaison Officer is responsible for ensuring effective communication links between committee members and between the FoPHS and the school.

The Family Liaison Officer deals with all the correspondence that the FoPHS receives and helps the Chair and secretary ensure that committee meetings run smoothly.

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

Main duties:

• Deal with correspondence
• Arrange meetings
• Prepare and distribute agendas
• Distribute the minutes of meetings
• Ensure that enough committee members are present to make the meeting quorate
• Write the annual report with the Chair
• Preparation and distribution of newsletters and other communications to parents
• Preparation of publicity flyers, posters, tickets, etc. for events

Secretary

Characteristics

To work closely with the family liaison officer they ensure that the FoPHS runs smoothly and provides a link between FoPHS members and the FoPHS, and between the FoPHS and the School.

Job function

To work with the Family Liaison Officer to ensure effective communication links between committee members and between the FoPHS and the school.

The secretary supports the chair to ensure that committee meetings run smoothly.

Following a committee meeting, the secretary (or Family Liaison officer) will need to make bookings and other arrangements for events. The secretary will help the Chair prepare the annual report for the Annual general meeting.

Main duties:

(with the support of family liaison officer)

• Deal with correspondence
• Support with the arrangement of meetings
• Prepare and distribute agendas
• Take the minutes of meetings, type them up and distribute them
• Ensure that enough committee members are present to make the meeting quorate
• Write the annual report with the Chair
• Preparation and distribution of newsletters and other communications to parents
• Preparation of publicity flyers, posters, tickets, etc. for events

Treasurer

Characteristics

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

Job function

To maintain up-to-date records of all FoPHS financial transactions.  Due to Percy Hedley being a registered charity, the FoPHS needs to Liaise with the foundations financial team with regards to all fiscal management.

Main duties:

• Day-to-day management of accounts
• To prepare and update financial ledgers on a regular basis.
• To organise floats for fundraising events, collect and reconcile monies raised at these events and report totals raised to the appropriate stakeholders.
• Money raised at school events will be locked in the school safe after the event and then (with support of Family Liaison officer) given to Percy Hedley financial team and logged accordingly.
• To prepare and report financial statements at FoPHS Meetings.
• To prepare a concise Financial Report for the Annual General Meeting.

Student Liaison officer (s)

Characteristics

To work with the FoPHS to ensure effective communication links between committee members and the school council/ students.

Job function

To ensure effective communication links between committee members and the school council.  To represent the views and interests of the students at FoPHS meetings and events.

Main duties:

• Attend FoPHS meetings
• Liaise with school council and Percy Hedley students to ensure their voice and interests are represented by the FoPHS.
• Encourage participation and enthusiasm for events organised by the FoPHS by students

Committee Members

Committee Members work alongside the Officers.

Main duties:

• Attends FoPHS meetings
• Gets involved in planning, owning and running events
• Runs smaller projects
• Encourages participation and enthusiasm for the events organized by the FoPHS.

We want representation across all year groups. New parents to the school will be warmly welcomed.