Conducting PTA Meetings

When planning a meeting, consider the goal of the meeting and how the meeting can be structured to accomplish that goal. The president and the executive board plan the meeting ahead of time and:

• Prepare the agenda and distribute written notice to members (See: Sample Agenda Fig. R-2).
• Make the necessary preparations.
• Attend the meeting to demonstrate their commitment.
• Start and end the meeting on time.
• Give members an opportunity to participate in the decision making at the meeting.
• Streamline minutes and financial reports. Duplicate, distribute or post, wherever possible.
• Use surveys to evaluate the meeting to improve future meetings.

When conducting business at the meeting, be aware of which individuals are voting members. The privilege of making motions, debating, and voting is limited to eligible members. Eligible members are those whose dues are paid and have been members for at least the previous 30 days. Only eligible voting members count toward the quorum. It is the responsibility of the secretary to have an updated membership list.

It’s also important to be proactive in setting a welcoming and inclusive environment at association meetings for families from all neighborhoods. This might include organizing and providing:

• Greeters at the door
• Handouts/signs in home languages and translators
• Name badges
• Door prizes
• Babysitting
• Snacks and social time before or after the meeting
• Board members scattered among participants
• Time in the agenda for questions and discussion

You may consider study groups, grade-level gatherings, special information sessions, or work parties (e.g., to prepare materials). The most important consideration is whether or not the planned meeting will increase involvement in the organization and ultimately serve the goals of the PTA.