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PFA AGM Agenda


Annual General Meeting Agenda

Wednesday 14th September 2022

7:30pm Christ Church Junior School Hall

All parents and carers are welcome to join the PFA at anytime. The more members there are, the more events can be run and ultimately, the more money we raise for the school which hugely benefits all of our children. If you wish to discuss any of the roles or responsibilities, please email ccfederationpfa@gmail.com or feel free to ask during the meeting.


  1. Welcome & Apologies

  2. Minutes of AGM 2021

  3. Treasurers Report for academic year 2021/22

  4. Election of Officers (more information on roles and responsibilities are outlined on the next page)

· Chair

· Vice Chair

· Treasurer

· Vice Treasurer

· Secretary

· Vice Secretary

Note; all roles must be filled in order for the PFA to operate in academic year 2022/2021


  1. Election of Year Reps

1 for Nursery

2 for Infants

2 for Juniors


  1. Events for the academic year 2022/23

    • Christmas cards

    • Film Night

    • Christmas Fair

    • Bags2School

    • Activity Night

    • Quiz Night

    • Bookfair – October 2022

    • Mother’s Day/Celebration cards

    • Garden Party

    • Leavers Parties


  1. DBS checks

  2. Funding requests

  3. Any Other Business

  4. Date of next AGM

  5. Date of next PFA Meeting








Post responsibilities


Chair

Someone who is organised and has some project management skills would be a good chair.

· Chair PFA meetings

· Compile meeting agendas and advertise meetings

· Ensure events/activities are appropriately organised and managed by event coordinators

· Coordinate helpers for school activities as requested by school

· Ensure all activities for Garden Party are appropriately organised and managed by activity organisers

· Overall project management of Garden Party activities

· Coordination of printing of letters etc.


Commitment required:

· Prep for PFA meetings- approx 1-1.5 hr per meeting

· Attend PFA meetings each month- approx 1 hr per month

· Liaison with event organisers and general coordination- average 1 hr per week dependent on events

· Attend garden party planning meetings each month- approx 1.5-2 hrs per meeting

· Liaison with garden party event organisers and general coordination- average 1.5 hrs per week, commitment required ramps up in May/June


Vice chair

Ideally the Vice chair should have children in Year 1 or younger, with a view to becoming Chair in the following year.

· Assist Chair and deputise as required


Treasurer

Relatively small amounts of money and minimal events so someone organised and good with spreadsheets would be able to take on the role.

· Responsible for income and expenditure

· Maintaining cash book and bank account

· All financial aspects for events, including preparing floats, counting income, recording expenditure, reimbursement of expenditure and banking income

· brief financial position to each PFA meeting

· Producing profit and loss statement at year end

· Ensuring accounts are audited at year end


Commitment required:

· Prep for PFA meetings - approx 1 hr per month

· Attend PFA meetings each month - approx 1 hr per month

· General recording of income and expenditure - approx 1 hr a week (max) not each week though.


Vice treasurer

Ideally the Vice treasurer should have children in Year 1 or younger, with a view to becoming Treasurer in the following year.

· Assist Treasurer and deputise as required


Secretary

Needs someone with basic computer/word processing skills.

· Write minutes for PFA meetings

· Maintain contact lists and social media

· Review e-mails to PFA e-mail address

· Organise printing of letters and posters as required


Commitment required:

· Prep for PFA meetings- approx 1 hr per month

· Attend PFA meetings each month- approx 1 hr per month

· General administration- 0.5 hr per week max


Vice secretary

Ideally the Vice secretary should have children in Year 1 or younger, with a view to becoming Secretary in the following year.

· Assist Secretary and deputise as required


School representatives

· Point of contact for PFA queries/suggestions/comments/information for parents

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