Label P LB J20

Treasurer: Furzedown Primary School

Joyce Rosemond, Furzedown Primary School, London (480 pupils)

Your PTA

  • How many people are there on your committee? 4 members
  • How long have you been Chair? 10 months
  • When is your busiest time of year? It has to be the summer fair! I am tasked with organising licenses, gathering information to provide floats, keeping our spreadsheets up-to-date, and making sure all the floats are returned, counted and finally banked. Who knew coins could be so heavy!
  • When is your quietest time of year? Inbetween events. At the moment my role as Treasurer is only busy just before and after an event.

Tips and advice

  • What's the best piece of advice you received before taking on the role? Keep the income and expenditure from events up-to-date.
  • What advice will you pass on to your successor? It's not as hard as you think. Keep your records updated. The mandate takes a while!
  • What do you wish you'd known before becoming the Treasurer? Again, that it's not as hard as I first thought it would be. I haven't needed any prior experience.
  • What have you personally gained from being Treasurer? A lot! I have gained more confidence in knowing I can take on a challenge and succeed, and learnt not to be afraid to try or fail.
  • What is the best thing about being Treasurer on the PTA? Getting to meet more parents at the school and from the community.
  • What do you think makes a good PTA Treasurer? Someone who is approachable.

Challenges in the role

  • What challenges have you faced? The bank mandate was a challenge and did take a few months to complete, as the bank mislaid the original forms. It was also a challenge to learn what official paperwork is required to keep all events legal.
  • What is the most daunting task you have to undertake? The summer fair, as the scale of it is enormous.

Handling money at events

  • What are your responsibilities during bigger events, like the summer fair? Organising a TEN, withdrawing money from the bank for floats, and asking stallholders to sign out floats and sign in returned floats. I also have to keep a spreadsheet detailing the positions of stalls, the names of people running the stalls, entry charge, prices, total takings, float given, expenses and net profit. When the event is over, I bank the money, and transfer this information to the income and expenditure spreadsheet ready for the AGM.
  • How do you go about obtaining and distributing the floats for stalls at a big event? I contact each stallholder and request information on their stall price list to organise the correct denominations. I then go to the bank with a float request. The floats are placed in individual containers clearly labeled with the name of stall, date of event, float amount, where to return the float and my mobile number if any problems arise.
  • What procedures do you have in place for the safe-handling of money at events? I usually attend the event either as a helper or participant. The floats are returned directly to me or a member of the committee. On rare occasions the money is kept in the school safe. Two people always go to the bank to deposit or withdraw money. The money is usually counted and banked as soon as possible.
  • What is your process for counting after an event? All the committee and parents want to know how much an event has raised, so it is never a problem to arrange a counting session! After an event the money is taken back to my house, and at least six parents or committee members come over and help count and verify. This information is inputted to the spreadsheet, and all the money is bagged ready to take to the bank the next day.
  • What are the logistics behind taking cash from an event to the bank? As the money is counted at my home, it's kept in a safe place there and banked at the earliest opportunity.

Making and receiving payments

  • How do you handle expenses? We have an expense form, which needs to be completed and receipts must be attached. It is then checked and signed by myself.  A cheque is written, signed and countersigned by the Head and returned to the person.
  • How does the school go about requesting funds? The Headteacher and the PTA both have a wish list - each item is explained, and confirmed if it is possible and achievable within our remit. These items are either voted to go ahead or dismissed at the AGM.
  • How do you go about giving money to the school? The money raised is spent on items voted for at the AGM. The PTA is either invoiced directly from the company or the school - this is paid via cheque.
  • Do you have a lot of interaction with the school bursar? Yes, we have a very good relationship, which I think is vital, and a great respect for each other's role.
  • Do you use online banking? Yes, but only to check statements.

Stepping down

  • How long do you intend on being Treasurer for the PTA? Three years.
  • How long did you plan on being Treasurer when you started, and has this changed since taking on the role? The previous Treasurers all stayed in the role for three years so I think I will be doing the same.
  • Do you intend on having your successor shadow you in the role, before you step down? It would be very helpful for them to shadow one event, just to have the hands-on experience of going to the bank, sorting floats, and inputting the information.

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