Auchinloch Primary School and Nursery Class

Parent Council Vacancy – Treasurer

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Dear Parent/Guardian

AUCHINLOCH PRIMARY SCHOOL PARENT COUNCIL

VACANCY – TREASURER

A Parent Council for Auchinloch Primary School was established in accordance with the Scottish Schools (Parental Involvement) Act 2006. Its objectives are to:

  • To work in partnership with the school to ensure a warm welcome which is inclusive for all parents
  • To promote partnership between the school, its pupils and all its parents
  • To develop and engage in activities which support the education and welfare of the pupils
  • To identify and represent the views of parents on the education provided by the school and other matters affecting the education and welfare of the pupils.

The PTA currently have the vacancy of Treasurer. It is essential that this role is filled as per the Parent Council constitution to enable the PTA to continue their work. If the role of Treasurer is not filled, the PTA will dissolve and cease to exist.

This letter is to advise you that as a member of the school’s Parent Forum, you are entitled to put yourself forward for membership of the Parent Council.

If you are interested in becoming a member of the Parent Council and taking on the role of Treasurer, please complete and return the attached reply slip to the School Office no later than Friday 7 October 2016.

Please note that if the number of interested parents exceeds the number of places available then members will be decided by random selection.

If you require any further information, please do not hesitate to contact me.

Thank you for your co-operation in this matter.

 

Yours sincerely

 

Mrs Agnes Lang

Head Teacher

 

 

Auchinloch Primary School Parent Council

 

Reply Slip

 

I would like to express my interest in the vacancy of Treasurer, Auchinloch Primary School Parent Council. I can confirm that I am the parent/guardian of a child/children currently attending the school.

 

Name: _________________________________________________

 

Address: _________________________________________________

_________________________________________________

_________________________________________________

 

 

Signature: _________________________________________________

 

Date: ________________________________________________

 

 

**Please return the completed form to the school office no later than Friday 7 October.**

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Committee Roles – Treasurer

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

The Treasurer should maintain a record of all income and expenditure. This can be done in a simple accounts book or using a computer based package. The Treasurer is responsible for handling the money raised at events, making approved payments and making arrangements for counting of money at events. 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 any income and expenditure since the last meeting and the current balance. If the Treasurer is unable to attend a committee meeting, a written report should be sent to the Chair in advance of the meeting. All financial decisions taken should be recorded in the minutes of the meeting.

The Treasurer operates the bank account, reconciles the bank statements and liaises with the bank regarding changes to the bank mandate and list of authorised signatories. The Treasurer should retain the cheque book and arrange for all payments to be authorised by a second signatory ensuring regular payments, for example, PTA-UK membership, are made on time to guarantee benefits and take advantage of any discounts. The person co-signing must see what is being paid for before signing and once processed the original invoices should be kept by the Treasurer.

At each event, two people, the Treasurer and another committee member 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 safe overnight. We recommend that funds raised should not be kept at home.

The Treasurer should also be involved in pursuing charitable status and Gift Aid. 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 accurate and detailed financial records
  • present a financial report at each meeting
  • liaise with the bank
  • make approved payments
  • consults with the bank or building society regarding the availability of higher rate interest accounts
  • count and bank monies
  • prepare and co-sign cheques as required
  • provide and account for cash floats at events
  • charity registration and Gift Aid
  • pay agreed expenses
  • prepare annual accounts and liaise with the independent examiner of accounts
  • ensure the committee has agreed appropriate procedures for the handling of financial
  • matters

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