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HOLD A SUCCESSFUL AGM HOW TO


An Annual General Meeting (AGM) is a key date in the PTA calendar, giving members a chance to review the past year and vote in a new committee. Here’s what you need to know...


OTHER EVENTS DISCO


Set the date: Choose a date that makes it easy for as many members as possible to attend. Avoid school holidays, INSET days and anything the school has planned. It’s a good idea to check the head can make it and that any teachers who regularly attend meetings are available, too.


Choose a venue: Pick somewhere that’s easy for everyone to get to and has enough space for the amount of people you hope will attend. Most PTAs will use the school hall but a cafe or pub might work better for some.


Combine it with another event: To increase attendance, many PTAs choose to hold their AGM alongside another event. Make sure your social event is free to attend so that no one feels excluded based on the cost. Decide how long you would like both the AGM and the social event to last.


CHEESE


AND WINE EVENING


Q&A SESSION COFFEE QUIZ NIGHT MORNING


Form a quorum: A quorum is the minimum number of members that must attend the AGM for it to be valid. Your PTA’s constitution should specify the number of attendees required for your AGM to be quorate and able to make decisions. Ask each committee member and class rep to bring two people. For many PTAs, the number of attendees should be twice the number of committee members or more, i.e. if your association has fi ve committee members, then at least ten members must attend.


Give notice: Most PTAs will need to give 21 days’ notice, not including the notice day or the day of the meeting, but check your governing


‘WE HELD OUR AGM DURING A QUIZ NIGHT’ ‘In recent years we have struggled to get attendance numbers for the AGM and interest remained limited to the same faces. Last year, we discussed the idea of holding a quiz night and thought that holding our AGM on the same night would be the best way to ensure we had the necessary numbers to elect a committee. It worked marvellously. We ran the quiz and hosted the AGM during the break. We used the opportunity to give an overview to all present on what the PTA had contributed to over the year and then held the committee election. We plan to do the same for the next academic year.’ Kelly Wall, vice chair, Greenways Primary School PTA, Greenways, Southend-on-Sea, Essex (882 pupils)


18 AUTUMN 2019 pta.co.uk


FORM A QUORUM


What can you do if your meeting is not quorate?


1. Wait for half an hour to see if more people arrive.


2. Try to contact


members to see if they are free to attend.


3. Adjourn until another time. Check your governing document for


information about reconvening an AGM.


HOW MUCH NOTICE?


Most PTAs need to give 21 days’


notice of an AGM, not including the notice day or the day of the meeting.


IMAGES: PATTONMANIA; AZURE-DRAGON; PAPERKITES; VISIT ROEMVANITCH; AELITTA; JAGRUTIBEN PATEL/ISTOCKPHOTO.COM


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