Committee Roles
This section explains the function and duty of each role required for the Friends of St Pius X (FOSPX) committee structure.
Ideally, we would like representation across all year groups and from the wider school community. New parents and community members will be warmly welcomed to the FOSPX.
Chair
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 are considered and 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 and Secretary to ensure that the FOSPX 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 FOSPX along with other designated signatories.
Job function
To ensure that the business of the FOSPX is conducted in accordance with the wishes of the representatives of the FOSPX, to uphold the constitution of the FOSPX 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
- To draw up annual FOSPX programme In cooperation with the Vice-Chair
- 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 for the AGM in cooperation with the Vice-Chair and/or Secretary
- Sign cheques for the FOSPX with at least one other committee member, as required
Vice-Chair
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.
As an Officer of the committee, the Vice-Chair will be one of designated signatories and will sign cheques on behalf of the FOSPX along with other designated signatories.
Job function
To support the Chair in all aspects of their role, to ensure that the business of the FOSPX is conducted in accordance with the wishes of the representatives of the FOSPX Committee and volunteers and to uphold the constitution of the FOSPX.
Main duties:
- To chair meeting in the absence of the Chair
- To draw up annual FOSPX programme in consultation with the Chair
- To prepare meeting agendas by consulting with the FOSPX Chair
- To welcome and involve other member into the FOSPX.
- To lead parent and wider school community engagement in FOSPX (class representatives, use of local contacts and skills)
- To support the Chair to write the annual report for the AGM
- Sign cheques for the FOSPX with at least one other committee member, as required
Secretary
The Secretary ensures that the FOSPX runs smoothly and provides a link between Committee members/volunteers, and between the FOSPX and the school. This requires good organisational and communication skills and being able to stick to deadlines.
Job function
The Secretary is a key committee member as they are responsible for ensuring effective communication links between committee members/volunteers and between the FOSPX and the school.
The Secretary deals with all the correspondence that the FOSPX receives and helps the Chair ensure that committee meetings run smoothly. Building up a good relationship with the School Office will help make sure that correspondence, sent to the school, is passed onto the FOSPX promptly.
As well as dealing with correspondence, following a committee meeting, the Secretary will need to make bookings and other arrangements for events and confirm arrangements made by telephone in writing (by letter or e-mail). The Secretary will make arrangements for the Annual General Meeting (AGM) and help the Chair prepare the annual report. The Secretary may also be involved in co-signing cheques on behalf of the FOSPX.
Main duties:
- Deal with correspondence
- Arrange meetings
- Prepare and distribute agendas
- Take the minutes of meetings, type them up and distribute them within 14 days of the meeting taking place
- Ensure actions are completed following all meetings in a timely manner
- Ensure that enough committee members are present to make the meeting quorate
- To support the Chair and Vice-Chair to write the annual report for the AGM, if requested
- Preparation and distribution of newsletters and other communications to parents
- Ensure the website up-to-date and relevant
- Liaise with the Publicity Officer to arrange adverts, posters and tickets for events, where required
- Sign cheques for the FOSPX with at least one other committee member, as required
Treasurer
A key role for all committee members is to manage and control the funds the FOSPX raises. Although all the committee members have equal responsibility for the control and management of FOSPX 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 FOSPX financial transactions
Main duties:
- Day-to-day management of accounts, including issuing bills and receipts on behalf of the FOSPX and making payments.
- To prepare and update financial ledgers on a regular basis.
- To complete banking transactions on a regular basis.
- To organise floats for fundraising events, collect and reconcile monies raised at these events
- Provide regular updates of totals raised at events at meetings (written or verbally)
- To work with the School Office to ensure money raised at events is locked in the school safe after the event.
- To prepare and report financial statements at FOSPX meetings..
- To prepare a concise Treasurer’s Annual Report for the Annual General Meeting.
- To ensure Charity registration (inc. Gift Aid) remain up to date and we meet all statutory requirements
- To ensure money is banked regularly and accounts are kept as current as possible
Publicity Officer
A vital role within the FOSPX is promoting and communicating work of the FOSPX. The Publicity Officer must be an excellent communicator both in writing and in person.
Job function
To communicate and promote the work of the FOSPX. Create adverts and publicise events associated with the FOSPX, including meetings.
Main duties:
- Work closely with the School Office to circulate information to parents via email, website or text alerts
- Publicising FOSPX events and fundraising initiatives.
- Liaising with the local press and social media platforms to get press coverage of FOSPX events.
- Ensuring posters are displayed around the school and on social media in good time.
- Ensuring all information on FOSPX work is kept current and up to date.
- Preparation of publicity flyers, posters, tickets, etc. for events.
Committee Members/Volunteers
Committee Members work alongside the Officers.
Main duties:
- Attend FOSPX meetings.
- Get involved in planning, owning and running events.
- Run smaller projects.
- Encourage participation and enthusiasm for the events organised by the FOSPX.