We are pleased to announce that the PTA was ratified at the Board Meeting .

• Chair - Maylee Hyde 

• Vice-Chair - Sheila Marie S. Borbajo

• Secretary - Lindsay Mowad

• Treasurer - Sasi Kamalraj

• General Member - Amber Olefse

• General Member - Heather Williams

• General Member - Cristina Correa

• Teacher rep -  Mohsin Shabir

• Teacher rep - Kirsty McDonagh

• LSA rep (sharing ) - Nabiha Al Ghadani, Bushra Al Jaradani

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PTA Purpose 

The PARENT TEACHER ASSOCIATION (PTA) is a voluntary organisation within the PDO School community.

 

The PTA Purpose is:

1. To help build positive and robust relations between parents, school leadership and the wider community.

2. To direct parents with individual concerns to the Senior Leadership Team or School Management.

3. To help the school provide even better educational experiences by sponsoring cultural, social and specific fun sporting activities with the aim of enriching each child’s school memories in liaison with the Headteacher or Deputy Headteacher.

4. The PTA can act as a resource for the parents to suggest ideas for committee consideration.  Please refer to the PTA appendix document.

5. To organise and run events that support and enhance school provision, such as support nominated charities and events, e.g. International Market Day in agreement with school Senior Leadership Team.

6. To consider suggestions from staff, parents and children on how best to utilise PTA funds.

7. To organise and run social events for PDO School children, parents and staff in order to raise funds for specific projects and/or charitable fund-raising. All activities have to be coordinated with school Senior Leadership Team.

 

It is not the purpose of the PTA to raise or discuss individual pupil, group or parent concerns relating to operational running of the school. Such matters must be raised through the appropriate channels, following school guidelines or guidance in the Parent or Staff Handbooks. School management, governance and operational procedures all fall outside the remit of the PTA.

The PTA meets its goals by having fun whilst fundraising. It coordinates a range of social activities throughout the school year (International Market Day, Movie Night etc.). These funds are used to make charitable donations and to provide an Omani band on National Day, Party Night for the Year 6 Leavers and other fun experiences throughout the year.

 

PTA and Committee Membership

All parents of children at PDO School and all school staff are automatically members of the PDO School PTA. All activities are open to all members. The PTA relies on the support of its volunteers. The more people who get involved, the more that can be achieved.

The coordinating committee is formed every year at the AGM during the Autumn Term, where parents and community members are nominated to the Committee roles, which are as follows:

• Chair

• Vice Chair

• Treasurer

• Secretary

• Along with a further (up to) 6 Committee Members of which 3 will be school staff. 

• These positions shall be for example: Communications Liaison, Activities co-ordinator, Logistics co-ordinator, New parent liaison. All 10 members will have voting rights.

The maximum number of Committee members will be 10, of which 3 will be school staff as a minimum. If at any time the number of Committee members is less than 5, the PTA is deemed to be in suspension until the minimum number of members is again met. The Headteacher and, or the Deputy Headteacher need to be present at all official committee meetings.

The constitution of the committee should attempt to reflect the international nature of the school and there should be some parental representation from the different communities, preferably in line with the statistical makeup of the student community. The Committee shall try to ensure that each year at the AGM that the candidates for election to Committee are representative of the school community accordingly.

All PTA Committee Members shall serve for one year and are eligible for re-election at the AGM. A committee member may be re-elected for a second term of office, but cannot stand for election for a third consecutive year.

 

Committee Member Roles & Responsibilities

It is the role of the Chair to provide leadership and governance for the PTA committee, to set the agenda for meetings and manage meetings in line with the Agenda.

Duties of the Chair include:

• Provide leadership to the PTA ensuring long-term vision remains appropriate and that shorter-term goals are met.

• Set the Agenda for meetings

• Encourage attendance at and participation in PTA meetings.

• Ensure committee roles and fundraising event roles are recorded and tasks accomplished.

• Play an active role in reviewing the school’s wish list of spending with the Head Teacher and the PTA treasurer.  

• Act as a liaison point with any charities being supported and ensure that business is completed in an accurate and timely manner.

• Act as a primary contact point between the Head Teacher, school office and the PTA for communication.

• Transfer any notifications and updates on behalf of the PTA to the school secretary to publish.

• Write the annual report for the PTA in cooperation with the secretary.

• Ensure PTA loan items are checked regularly and that a diary of loans is kept and returns are timely in keeping with agreements.

 

It is the role of the Secretary to ensure that the PTA runs smoothly. The Secretary provides a link between Committee Members and the PTA, and between the PTA and the School. The Secretary deals with all correspondence received by the PTA.

 

Duties of the Secretary include:

• Dealing with correspondence

• Prepare the agenda for each meeting with the Chair

• Call meetings, giving at least 10 days’ notice

• Keep a record of meeting attendance

• Take notes during meetings

• Write up the minutes of meetings

• Distribute minutes to all the Committee, at least 10 working days before the meeting

• Make meeting and event arrangements, giving adequate notice (at least 10 days)

• Write the Annual Report with the Chair, to be sent to the Senior Leadership Team for distribution to the Board on the 1st May. 

 

It is the role of the Treasurer to manage and control the funds the PTA raises. The Treasurer should record all income and expenditure in a spreadsheet, recording details of the amounts received and spent and have these details available for every committee meeting.

 

Duties of the Treasurer include:

• Maintain the financial records and submit to the Board as part of the Annual Report

• Maintain financial plans

• Report income and expenditure at meetings

• Make regular and other payments

• Count and bank monies with a school and PTA member at all times

• Draw up the annual accounts and present the accounts of the AGM

• Ensure transparency of funds including procedures for the deposit and withdrawal of funds

 

Organisation of Meetings

The duration of meetings should be approximately 1 hour. An extraordinary meeting may be called with a majority vote of Committee members, when and if deemed necessary. Meetings will be booked in advance and will be held in the school building.

All members of the committee (i.e. All parents of learners in PDO School and learners are welcome, by invitation, to attend these meetings). The Head Teacher/Deputy and the Chair/Vice Chair of the PTA will meet 10 days prior to a meeting to finalise the agenda. The Secretary will email the agenda to all committee members, as well as those who have expressed an interest in joining the committee, 10 days in advance. This agenda will also be signposted through the school newsletter or messaging service. As soon as possible after the meeting (no longer than 10 days) the minutes will be circulated to the committee members.

Circulation to the wider community can only be done once the minutes have been ratified as a true and accurate representation of what was agreed. Minutes are consolidated and updated at the beginning of the following PTA meeting. Once agreed, by the quorate meeting, the minutes can then be circulated to the wider community.

 

Failure to attend

If a member of the PTA committee fails to attend three consecutive meetings without apologies, or fails to perform their duties, the position shall be declared vacant. Notification will be sent advising the post holder and the position shall be advertised in the school community.

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Appendix – AGM FAQ

 

Voting

Each Committee Member has a single vote and simple majority decides; no proxy votes, must be those present; in the case of ‘hung vote’ defer to PDO Board for resolution.

 

PTA Communications and Reports to the School Leadership & Board

Any publications being sent from, or on behalf of the PTA or anything bearing the name of PDO or PDO School should first have the full agreement of the Senior Management Team (Headteacher and/or Deputy Headteacher).

PTA is responsible for communicating PTA planned activities and charitable events.

 

Budget and Finances

To meet traditional PDO School event expenditure, we estimate 800 OMR will be needed annually.

The PTA will be responsible for scrutinizing and obtaining Ministry approval which may be required to raise funds.

 

Dissolution

In the unlikely event of dissolution, all funds will be transferred to PDO In Country Value Department to support local projects.

 

Additional comments related to PTA Terms of Reference feedback:

 

Purchases

1. PTA agrees on event and items needed

2. Nominated member completes purchase request

3. Purchase Order Request signed by Treasurer and PTA member receiving funds

4. Funds handed over

5. Purchase made, receipts and change returned to Treasurer and Purchase Request Form noted and signed off by both parties

6. Treasurer records in accounts.

Funds can be raised from social events like bingo, movie night, own clothes day. Some events may need Ministry approval. It is the responsibility of the PTA Committee to seek Ministry approval as documented previously.

 

PTA Appendix - What can the Parents ask the PTA to support with?

 

Example 1:

A group of children have been entering general knowledge competitions such as “Math Olympiad”, a global competition. Can the PTA open this up to children at PDO School?

Answer: No, this is curriculum based, please refer to the Headteacher or Deputy Headteacher to open this for students.

 

Example 2:

Family Beach Cleaning days. PTA member suggest the families of PDO School become involved in a Beach Cleaning Day. It would be possible to advertise this through the School. Teachers and PTA could collaborate for this to take place and PTA take full control of the organisation of the event.

Answer: Yes

 

Example 3: 

Parents would like the school to be a focal point for donations of clothes for victims of a disaster in Pakistan.

Answer: Yes

 

Example 4: 

The Dutch community are organizing a week of walking activities to support healthy lifestyles and strengthen links between different families and cultures.  Can the PTA promote this through the school?

Answer: Yes

Example 5:

Can the PTA help with school productions?

Answer: Yes, the PTA can help with refreshments, but not with the teaching of drama or any educational aspect of the production.

 

Example 6:

Can the PTA help distribute food to classes at specific school events, such as International Day?

Answer: Yes, providing the individual teachers are agreeable. Often teachers are well organised and communication and time needed to guide helpers is far more challenging. Teachers sometimes request no help as they find this easier. All teachers are different and PTA support will be allocated by school leadership to classes requesting support (often the younger classes).