How to spend money raised by the PTA.

Owain_Moneysaver

lindos90 wrote: »

Its sometimes a crazy system isnt it! I would have thought though, that the PTA, as a registered charity would not be tied into buying from particular suppliers, even if the school is?

yes, if the PTA donates a thing they can buy it where they want (provided the school is willing to accept it); if the PTA donate money there school is limited how/where it can spend it.

Whiteknight

lindos90 wrote: »

My questions are:

Should there ideally be a remit for what this money is spent on?

How do other PTAs decide how the money is shared out/spent?

Any advice welcome!

Does the PTA have a constitution or other similar document that was created when it was formed. This would normally have details on what the money can be used and spent on, however even this might not be clear.

lindos90

Whiteknight wrote: »

Does the PTA have a constitution or other similar document that was created when it was formed. This would normally have details on what the money can be used and spent on, however even this might not be clear.

Hi whiteknight, thats the problem I think, it was always very informal before and I doubt very much if this was the case, I think when the reformed pta happens, there should be some kind of 'constitution' document, thats a very good idea, I will suggest this!

Sallys_Savings

I've been treasurer for 2 different schools and the playgroup of the PTA.
It was in our constitution that we would have the accounts looked at by a qualififed accountant each year, this was to ensure everything was ran smoothly. We were able to get someone who did this for free for years.
We would use the money for "extras" like extra toys for playtime....trim track etc but would also dip in for some items if the head teacher requested and there wasnt enough in her budget to cover something.

FatVonD

How about putting some aside as a hardship fund to pay for school trips if a child's family might not otherwise be able to afford for them to go?

Savvy_Sue

nickj wrote: »

Our biggest acheivement was to equip all classrooms with projectors and interactive whiteboards . the school purchased one set , i think they payed £2k for the projector and another £1k for the board , one of the parents found a supplier that could provide both for £1k

I hope they also got a good deal on lightbulbs for the projectors: someone was telling me they were £250 each at their school! :eek::eek::eek:

paddyrg

FatVonD wrote: »

How about putting some aside as a hardship fund to pay for school trips if a child's family might not otherwise be able to afford for them to go?

Actually, I'd advise against this. It is a great idea in so many ways, but the cost and logistics of managing it will be extreme. Who has to decide which trips the fund can be used for? Then which kids are eligible? What prevents abuse (and we all know some people will try at some stage)? What if little Torquiil's family apply because they're feeling hard up, and have even had to let the gardener go down to 3 days a week? Is it means tested? What do you count for means testing? Benefits? Working Tax Credits? Who is worthy? What appeals process will you have?

Ok, I am exaggerating slightly just to underline the message, but for a fund that runs at a capitalisation of a couple of grand, it sounds like waaaaaaaayyyy too much work to get it set up fairly and administer it objectively and consistently. Better to just not get involved.

edsks

As much as it may be exciting to spend the money of what parents might want (from their suggestions) the best value will be spending the money on what the school (i.e. the learners) need. So, I feel that it is important to strike up a discussion with the governing body to enable that the money is spent on "value-added" items/services which contribute to the needs of the learners (rather then their or their parents' wants). It is my understanding that the school fund in which money raised by the PTA will be paid into, should be properly audited annually, but becuase it is "school money" then ultimately it does come under the responsibility of the governing body - although any "responsible" governing body will ensure that PTA and other significant groups' views are taken into account before it makes final decisions about how to spend the money.

mum2one

I'm the secetary of the PTA at my daughters school, due to lack of numbers and other issues, were being a "Friends of...."which enables grandparents etc or if a child has gone to secondary school then the parent can stay on.

What we generally do fundraising
Car Boots - Mar to Oct £5 per car. and have a drinks table, and bacon butties.
Hoping Nov - Feb - Indoor table top sales £5.00 per table

Discos, Halloween, Xmas, end of year - charge £1.50 per child that covers the disco, snack such as hotdog + drink.

Christmas Fayre - usual stalls, tombola, bric a brac, games, and drinks etc. we have a prize raffle (beg local businesses)

Summer Fayre - outdoor activity (fairground stalls, victorian swingboats, the company that comes in give us a set fee.

For spending - Generally say anything upt0 £100 the chair can get, but in reality theres not a fair distrubtion of funds.

We support buying library books, paying coaches for trips, and xmas have spent £1 per child on a present for santa for ks1 and nursery children.

This time we've implemented a system where the year that is living, get a memory book of the school, brought water bottles for every child.

If the pta raises over 5k per year, then you can apply throu the charity commission and request a charity reg number, (useful website, has lot of info, and leads you through every step), if you raise under 5k a year, you can apply direct to the tax office for a charity number (info on charity commission site)

What I would suggest is either look for something that can be used for everyone, ie a big spenditure, or each class has a budget and can choose items that they need.

I know for us, I find it unbelievable how the money has been spent over the years, as the PTA have been expected to contribute to the shortfall from the goverment, and the money has been raised for the kids for the kids, not to fix a playground or kit out a kitchen etc.

Good luck with it all x

lindos90

edsks wrote: »

It is my understanding that the school fund in which money raised by the PTA will be paid into, should be properly audited annually, but becuase it is "school money" then ultimately it does come under the responsibility of the governing body - although any "responsible" governing body will ensure that PTA and other significant groups' views are taken into account before it makes final decisions about how to spend the money.

Thats quite interesting. I will certainly raise this, as my undrstanding was that the money was 'PTA' money and did not belong to the school or the governing body finances. The PTA is/was regisitered as a charity and the money could be accessed from a sole bank account by three 'signees' who were parents. (I understand at least two had to sign to write a cheque or take cash out for obvious reasons). As far as I know, the governers never attended, contribited or requested anything..perhaps this lack of comms was partly to blame for its ineffectiveness and demise?