Friends of the Charter School North Dulwich (FOTCSND): Roles and Responsibilities
Constitution: This can be found on the website but has necessarily been loosely applied recently. Officially only named committee members have voting rights. The quorum for a significant decision (ie with financial implications) is 2 officers and 2 other voting members (ie named committee members).
Role of the Chair: Lead FOTCSND, working closely with secretaries, committee and school staff. Manage decision making process, consulting where necessary with casting vote.
- Meetings
- Agree dates & venue for meetings/AGM & ensure communicated to the Friends and wider school community
- Draw up meeting agendas, consulting where necessary
- Chair meeting
- Sign off minutes of meetings before they are sent out, email with all relevant messages
- Events:
- Help organise / run events
- Support other volunteers taking on events (e.g. over practical issues, recruiting volunteers etc avoid re-inventing the wheel)
- Finances
- Liaise with the Treasurer over FOTCSND finances including reimbursement of expenses, payments to the school
- Account signatory
- Membership
- Work with secretaries / committee to extend membership and active participation in the friends
- Ensure information flows to membership and wider school community as efficiently as possible
- Liaison with TCS
- Meet Head Teacher regularly
- Main point of liaison between Friends/TCS
- Agree dates, ensure they are on the school calendar, alert FOTCSND to any potential clashes
- Communicate with / facilitate communication between FOTCSND and Staff /Headship over proposed events/projects
- Ensure that the FOTCSND pages on the school website including meeting minutes are updated
Secretarial Role: Support the Chair in running FOTCSND
- Meetings:
- Circulate agenda to the mailing list together with relevant information/appeals a week in advance
- Take and write up minutes
- Circulate signed off minutes to the mailing list (including key requests for support etc)
- Liaison with TCS
- Liaise with TCS to obtain new Year 7 emails every September to add to the mailing list
- Liaise with Chair to get comms out to new Year 7 parents at start of school year
- Organise ‘Thank Yous’ for relevant staff after the Xmas Fair and at the end of the year
- Membership:
- Maintain and extend FOTCSND mailing list and smaller ‘group’ lists
- Ensure that everyone is kept informed through FOTCSND communication channels
- Maintain confidentiality on contact details – eg BCC large group emails
- General admin
- Regularly check Friends email account and ensure relevant people kept informed
- Membership of PTA UK (source of useful information/free advice/free insurance) Maintain membership and monitor changes in insurance cover esp in relation to events/Xmas fair
- Organise licensing for events (raffle/alcohol)
Treasurer Manages the finances of FOTCSND
- Day-to-day management of accounts, including issuing bills and receipts on behalf of the Friends and making payments
- Ensure relevant paperwork is collected to evidence spend
- Complete banking transactions on a regular basis
- Organise floats for fundraising events, count and lodge money raised
- Reconcile monies raised at these events and report totals raised to the appropriate stakeholders
- Prepare and report financial statements at Friends Meetings,
- Prepare a Financial Report for the Annual General Meeting to show how funds have been allocated
- Prepare annual accounts for submission to Companies House
- Update Companies House information as necessary as Trustees change
- Update charity registration and Gift Aid
- Work with other officers and designated working groups to maintain an overview of fundraising activity/grant, applications/sponsorship which impacts on Friends financial position.
Wider Committee Members and Supporters : Commit to making a practical contribution to the running of FOTCSND and its activities. Working as sub group with help/ support from core committee. Note: not all these roles are currently filled
- Undertake to attend monthly meetings wherever possible
- Work with other members and volunteers to provide proactive practical support to the FOTCSND
- Communications team (overseen by Chair/ Secretary)
- PR
- Sponsorship liaison - existing sponsors (i.e. Hamptons)
- Manage Twitter feed, share relevant information and build relationships with community
- Facebook group (manage and oversee administrators)
- Facebook page (promoting FOTCSND externally/ building relationships)
- Noticeboard (ensuring up to date)
- Fundraising, Grants and Bids team (overseen by Treasurer/ Chair)
- Identifying opportunities for bids and grants and liaising with school to obtain them
- Identifying new sponsorship opportunities
- Managing Easyfundraising & Just Giving Appeals
- Events team (overseen by Secretary/ Chair)
- Xmas fair coordinator (NB not required 2020-2021)
- Big events co ordinator (Quiz)
- Bar team - running and co ordinating volunteers to run bar at events where requested
- Bar/ snacks stocking
- Gardening and Outside taskforce
- Gardening taskforce co ordinator
- Garden Oasis co ordinator
- Year 7 welcome team
- organising communications to potential and new yr 7 parents
- promoting and providing second hand uniform service
- Organising yr 7 welcome events
- Second Hand Uniform sales
- Year reps
- organising drinks/ building relationships with parents via year groups
- Independent account examiner to check Friends accounts before submission