North Hinksey Home School Association

As Officers we think that it is really important that members have confidence it what we are doing. This can be achieved in a number of ways including:

• good communication with each other, trustees and members;
• listening to views and opinions;
• being aware of the risks involved in putting on an event and acting accordingly;
• transparent handling of funds;
• concise and accurate paperwork.

We think it is really important to identify that we are all only human, mistakes will be made. The charity commission website is an invaluable source of reference material and guidance on how to ‘act’ as a charity. They kindly identify that trustees are often volunteers (which we are), whose actions are invariably in the best interest of the charity, and who occasionally might not follow the exact protocol. They look upon this with understanding rather than from a strict legal angle. Another invaluable source of guidance is the NCPTA, their guidance is totally relevant to us as a PTA organisation.

.

These downloadable policies we have written below are our interpretation of best practice, we will do everything we can to maintain these standards. If you can see a flaw in these policies and procedures we ask that you point them out to us so we can review what we do to maintain members confidence.

.

MEETINGS:

• Setting meeting times and dates;
• agendas;
• protocol on meetings and minutes.

.

HANDLING OF MONEY

Select the above document for information on:

Handling cash / cheques for the purchase of HSA products/activities:

• Handling money at small events (e.g. Mufti Day, Cook4Books, Uniform sales).
• Handling larger sums of money at bigger events (e.g. Christmas Bazaar).

.

Spending HSA money:

• on the general running of the HSA (items not formally minuted in HSA meetings);
• reimbursing members that have purchased goods/services for event/activities as agreed at HSA meetings;
• giving money to school for projects and wish lists.

.

ACTING SAFELY AT EVENTS

Officers are expected to assess the level of RISK involved in running all aspects of events as part of our NCPTA public liability insurance cover. All volunteers will be advised to read through any relevant RISK ASSESSMENTS below prior to an event so they are suitably informed about risk levels, preventative measures and actions in case of an incident.

Some basic measures that will in place at all events will include:

• at least two officers (or trustees nominated as such for the duration of the event) are present at an event;
• that parents (or teachers if the event is run during the normal classtime) are aware that they are responsible for their children at all times (an exception to this rule is the school disco);
• that at least one registered St. John Ambulance (or equivalent) first aider is available on site if there are less than 5o attendees at the event; at least two first aiders should be available for larger events;
• that all officers know the school safety evacuation procedure in the case of a fire;
• that all officers know the location of all fire extinguishers and that they understand how and when to use one;
• that anyone responsible for a BBQ or flame based resource has easy access to and knowledge in operating an appropriate extinguisher;
• ensuring that a land line telephone is available in the unfortunate situation that an emergency service is required;
• that food will be stored, prepared and served appropriately - further guidance from the Food Standards Agency;
• that all kitchen/BBQ volunteers know how to self-administer treatment for a minor burn;
• that all kitchen/BBQ volunteers know how to manage a cut wound and understand the importance of using a blue plaster if preparing or serving food so it can be seen if it falls off;
• that volunteers understand the importance of correct manual handling.

.

RISK ASSESSMENTS

• General risk assessment for all events
• Having a stall (e.g. produce sale or raffle)
• Having craft activities for children to participate in
• Offering a digital viewing or presentation (e.g. film night / slide show)
• Storing, preparing and serving food and drink (including BBQs)
• Competitive sports activities (e.g. penalty shoot-out)
• Water-shooter acivities

All documents on this page are written for the sole purpose of the North Hinksey HSA. The North Hinksey HSA accepts no responsibility or legal liability for any other organisation or individual uploading these files.