Bringing Our Community Together

Terms of Reference – Bute House Family Partnership (BHFP)

1. Purpose

The Bute House Family Partnership (BHFP) exists to:

• Help build a safe, welcoming, and inclusive community for all pupils, staff, parents, Governors, and friends of the School

• Support and enhance the education of Bute House pupils by organizing social, cultural and fundraising activities

• Provide additional financial and practical support for the School, as well as selected local and national charities

• Strengthen the partnership between home and the School in line with Bute House’s values and charitable objectives

The BHFP does not have a role in the curriculum, School policies or Governance. These matters
remain the responsibility of the Head, SLT, staff, and Governing Body.

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2. Status

The BHFP operates within the charitable framework of Bute House Preparatory School (a
registered charity).

It is not a separate charity.

All funds raised are held in restricted funds within the School’s accounts and are subject to the annual audit.

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3. Membership

All parents and carers automatically become members of the BHFP when their daughter joins
Bute House.
Participation is voluntary and flexible. Parents can contribute as much or as little time as they are able.

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4. Structure & Roles

a. School Committee Representatives (e.g. Head, DFO, Head of People & Development, PA to the
Head)
● Provide professional guidance, oversight of finance and ensure activities align with the
   School’s ethos and policies

b. Parent Representatives

• A group of volunteer parents (often two per class) act as Class Representatives, liaising between parents and the BHFP

• Additional volunteers form event committees (e.g. Uniform Sales)

c. Core Team (Chairs) serve for a period of two years. Co-Chairs may step down at any time
during their term if circumstances change. At the end of a two-year term they may be
re-appointed for a further period if agreed by majority vote at the annual meeting. New CoChairs may nominate themselves and will be voted for at the annual meeting.

Co-Chairs:

● Lead the BHFP, liaise with the Head and school leadership, chair meetings
● Work with the DFO to monitor fundraising and expenditure
● Support administration, communication, and record-keeping
● Lead and coordinate specific activities

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5. Meetings

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A minimum of three full meetings per year (typically once per term) with Co-Chairs,
Class Reps and School Committee.

Additional sub-committee meetings as required.
An Annual Meeting to review the year’s activities, fundraising, allocations of funds, and to confirm
roles for the following year.

The Head (or representative) normally attends, and Governors may be invited.

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6. Finance & Fundraising

All fundraising proceeds are restricted to:

• agreed School projects that enhance pupils’ education and wellbeing

• the financial support and partnerships programme

• agreed local and national charities

Allocations are agreed at the first meeting of the year.
The DFO has formal oversight, with transparent reporting at BHFP meetings.
Event committees are responsible for accurate record-keeping and handing in funds promptly.

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7. Review

These Terms of Reference will be reviewed annually by the BHFP Co-Chairs in consultation
with the Head and DFO and approved by the Governing Body