FORGS Committee Job Descriptions

FORGS Chair

• Liaison with school and committee
• Organise and run meetings
• Ensure accounts drawn up and scrutinised
• Organise AGM
• Give presentations at events
• Co-signatory for cheques

Secretary

• Attends all meetings as scribe and if unable to attend organises appropriate cover for the meeting
• Minute taker - records discussions and ideas as accurately as possible
• Records decisions taken and who is responsible for them
• Responsible for the distribution of minutes as soon after the meeting as possible
• Responsible for keeping previous meeting notes and agendas in one place where they can be referenced later
• If necessary assists the Chair with preparing agenda
• Attends ad hoc school meetings with Chair in order to take minutes
• Co-signatory for cheques

Treasurer

FORGS treasurer provides the following services to the committee.  During term time these responsibilities amount to an hour or so around each event, and a few hours at the end of the year to produce the accounts.

• To monitor and maintain FORGS current account
• To create and maintain spreadsheet detailing expenditure and income
• To bank monies when required
• Countersigning cheques where required
• Pay any outstanding invoices
• Ensure all receipts for expenses are collated and monitored
• Ensure NCPTA insurance paid annually
• Help with events by budgeting and analysing costs
• Provide floats for events
• Create annual accounts for independent scrutineer
• Attend FORGS meetings and advise on income and expenditure
• Approve purchases along with other trustees
• Assist Chair where necessary

Stock Controller

• To undertake stock checks of the FORGS cupboard on a regular basis and report to Chair and treasurer of FORGS, monitoring sell and use by dates in order that they are not exceeded.
• To liaise with any FORGS event organiser to ensure that they are in possession of an up to date stock list in good time to arrange purchase of additional stock for any event.
• Liaise and approve any purchase of stock with event organisers in order to minimise wastage (purchasing of goods is undertaken by individual event organisers, not this role holder.)
• Arrange for stock lists to be up-dated by event organiser after each event and reported back to chair and treasurer.

FORGS Website Co-ordinator

To e-mail RGS website manager with any relevant information from FORGS that needs to be added to the website (email the details and attach documents if required).

This includes:

• Dates of forthcoming events or meetings for the diary
• Information or flyers about forthcoming events
• Requests for help
• Photos for the gallery
• Minutes of committee meetings
• Any other relevant communication, e.g. cancellation notices

Bulletin Co-ordinator

• To receive posts to go in the school bulletin, these are received either from the Chair of FORGS and other committee members or written by the co-ordinator advertising forthcoming events.
• The co-ordinator needs to be happy to write copy and aware of the copy deadline, apart from this it’s a very easy way of being part of the team.

New Role – Publicity Officer

• To speak at school events and at AGM to publicise FORGS
• To draw up e-mail content to mailing list to advertise events, meetings, requests for help etc.

Entertainments Officer

• Attend FORGS monthly meetings with a view to encouraging and initiating social events for students and parents.
• To be an Events Organiser on occasion, whether this be running a Year 7 disco or a larger family event like the World Cup BBQ and screening,
• To liaise with FORGS Website Coordinator & Bulletin Coordinator to publicise events.
• To liaise with Stock Controller & Treasurer before purchasing alcohol/refreshments for events and setting prices.
• To liaise with RGS staff on logistical and health and safety issues, specifically premises manager, Robert Maloney, and school liaison, Lesley Evans.
• To oversee running of Year 7 disco in February, and family social event in summer term. 
• To assist/advise other events organisers.