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AGM of the BWS Parents’ Association – 7 pm Tuesday 14 November 2023

Dear Parents and Friends
The Annual General Meeting (covering annual reports, audit of finances and election of officers) will take place in
the Sixth Form Study Room in the Maths Block at BWS starting at 7.00 pm on Tuesday 14 November 2023. 
The AGM will be immediately followed by a normal meeting, to discuss current and upcoming business and we
plan to finish around 9.00 pm or shortly thereafter.

Welcome drinks available from 6.45 pm. 

Members are invited to submit items of business for the AGM for the agenda by Monday 6 November to

Nominations for election of officers are welcome anytime in advance of the start of the meeting (simply send an
email to the address above confirming your name, the role you wish to stand for together with the name and
email address of your nominator and seconder). Alternatively, you can speak to the Chair, Charles Tavener,
immediately prior to the start of the meeting. 

All official Committee roles are elected each year and current role holders may stand for re-election, although the
Chair and Vice-Chair may only hold office for a maximum of 2 years. 
• Chair - standing down
• Vice-Chair   - vacant
• Treasurer  
• Assistant Treasurer  
• Secretary (Minutes) – vacant
• Assistant Secretary (Communications) – vacant

The Treasurer and Assistant Treasurer have indicated that they will be standing for re-election.
Attached is a summary of the key roles but if you have any further queries, please email us your contact details and
one of the members of the committee will be happy to chat with you about what’s involved.

Address: BWSPA, Exeter Street, Salisbury, Wiltshire, SP1 2ED
School website:
Facebook: find us @BWSparentsAssociation. 

BWSPA Committee Roles – summaries of responsibilities  

November 2023  


CHAIR leads the committee, ensuring the PA is run in line with its constitution and according to
the wishes of all members. Maximum term of office is 2 years. 
Typical responsibilities:  
• Setting dates and confirming details of meeting agendas with the President and Secretary (Minutes)  
• Managing meetings according to the agenda and remaining impartial while doing so
• Ensuring meetings are held fairly and contributions from everyone are welcomed
• Writing the annual report for the AGM  
• Delegating tasks to committee members and volunteers and ensuring these are carried out
• Being one of the designated signatories on the bank account  
• Getting to know members and welcoming and encouraging new volunteers  
• Drawing up the annual calendar of events  
• Being the primary link to the school and representing the BWSPA at School events
• Ensuring the Association is registered with regulatory bodies, eg the Charity Commission, and submitting reports
where necessary  


The Vice-Chair supports the Chair in the above role with a view to progressing to the role of Chair to ensure a
smooth transition. Maximum term of office is 2 years. 
TREASURER - manages and controls funds according to the wishes of the committee.
Typical responsibilities:
• Reporting finances at meetings in a clear, concise way that all members can understand
• Preparing a financial report for the AGM  
• Maintaining up-to-date records of all the financial activity  
• Organising floats for fundraising events  
• Ensuring money is kept safely before and during events, and banking takings afterwards
• Reporting income and expenditure information after events  
• Managing Gift Aid claims  
• Completing the Charity Commission annual return and getting accounts audited where necessary
• Managing finances on a day-to-day basis, including making payments, completing banking transactions and issuing
bills and receipts  
• Ensuring bank cards and cheque books are safely stored  
• Implementing procedures for making approved payments and claiming expenses and ensuring they’re followed by
all members  
Assistant Treasurer  
The Assistant Treasurer supports the Treasurer in the above role with a view to progressing to that role in due course
to ensure a smooth transition. 


SECRETARY (Minutes)  
Main purpose of role: To ensure the runs smoothly and efficiently through the preparation and
organisation of the committee's paperwork and communications.
Typical responsibilities:
• Working with the Chair to prepare for and run meetings  
• Preparing and circulating the agenda and reports before meetings and identifying outstanding items from
previous meetings  
• Helping the Chair in planning the AGM and preparing the annual report  
• Taking minutes during meetings, typing them up, distributing them to committee members (once approved by the
Chair and Headmaster) together with an action list and posting PDF copies on the website (via the ITC Network
• Maintaining the records, including minutes and Committee member contact details


Assistant Secretary (Communications)

The Assistant Secretary supports the Secretary (Minutes) and has the following responsibilities:
• Managing the BWSPA email account  
• Liaising with the online account holders (BWSPA website and Facebook page, plus BWS Twitter feed and Insight)
to produce emails, social media posts, posters, flyers and banners • Maintaining the School-based BWSPA
• Liaising with the local press and writing press releases

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