HT trying to take over PTA funds

[MamaJR315]

Our PTA is a registered charity, however a the end of the last school year when most of the committee were leaving we told the school that unless we got more members we would have to disband completely (we have very few helpers). We have had a few meetings since the start of term and have got a new chair, new vice chair (me) and a new treasurer. So the HT came in to the meeting today and told us she has decided that the cheque book will be left in school, and her the DH and the 1 teacher on the committee will be the signatories. Me and the Chairperson have had a chat and aren't really very happy about. We agreed that the money in 'our' account isn't there for the taking whenever she feels like it. Surely if the school wants us to pay for something, we should be asked and a cheque can be given by the treasurer? What I'm asking is how do we approach the HT to say the cheque book should be retained by the treasurer and not the school? As we are a registered charity are there laws we have to follow?
TIA for any advice x

As a registered charity you must have a constitution which should set out financial controls/procedures. You should also have a process for making decisions about what the money is spent on. As the committee you are legally responsible for the proper running of the charity so shouldn't/can't just give control to the Head.

Who are the current signatories? They cant just change everything without changing the paperwork at the bank. Surely the new signatories are decided by everyone at the PTA meetings, not just 1 person. I am treasurer on our PTA account and the cheque book is held at the school but they wouldn't dream of writing a cheque without my input (and signature). Took ages to get signatories changed too with all new signatories having to fill in paperwork and visit the bank with ID.

Your understanding is correct. A PTA (respect a registered charity) is a separate entity from the school. You are running with the school name so need a relationship with the school. Typically the PTA would ask the school (via the HT) if there is anything they want fundraising for. Then the PTA decide what they want to raise funds for from the list. This might be for one item or a program over the year. The money belongs to the charity until they gift it to the school or gift equipment they bought with it. Your HT is overstepping the mark. The money doesn't belong to them.

www.parentkind.org.uk/For-PTAs/Start-a-PTA

Your constitution will tell you who the signatories can be. Ask the bank for a new cheque book if you don't want to ask.
Don't bring it up with them, just raise it at your next meeting, with prearranged support saying the signatories and cheque book were queried so it was checked and it's x. Also the way funds are paid over might be in there too. We'd do an end of year transfer for a particular need.

Your HT can't do this. Check out Parentkind for more information on the PTA constitution and rules around running one.

Also, it is a total PITA trying to change signatories so good luck with that - you can't have three members of staff anyway. The treasurer should be presenting accounts etc at an AGM so there's no way spends can be approved without them knowing

As others have said, this isn't for the HT to decide.

In general I don't think teachers should be signatories on PTA accounts, it muddies the waters.

I'd do nothing and hope the HT doesn't raise it again.

If they do, then say, 'thank you for your suggestion but I have checked and as a registered charity separate from the school it is best practice that the PTA office holders are the signatures' (or whatever). (i.e. I'd pretend it was a suggestion not an order).

it is possible for the PTA-head relationship to break down: our old one stagnated because the head refused to permit the PTA to run events which effectively shut it down. The school wants to internally run events which it now does.
I sent a letter to the governors informing them of my concerns about this: but as a parent you can’t make the Head engage.
however, it is NOT the head’s right to have access to spend PtA money as the charity you have is fiscally seperate.

Can you call an EGM of both the current committee and the general members? I think you need to talk re strategies from here.
The simplest solution is to inform the head of your seperate nature and see if she’ll play ball.

If not then you may need to spend the balance in a way agreed by all and wind up the charity and the PTA . Then school can do what they want but it’s not free-for-all on the PtA balance.