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MANAGING YOUR PTA – AGMs


document. Let members know the venue, date, time and expected duration of the meeting. Explain the purpose of the AGM and give the order of business and full names of committee members standing for election or re-election. You might also include the minutes or


YOUR VENUE


PREP


Seating: Make sure there are enough


chairs for the amount of people expected at the AGM.


Comfort: Know where the heating and lighting controls are situated.


Drinks: If you are


offering refreshments, make sure all the


facilities are working properly and that volunteers know how to use them.


Tech: Make sure any


technology being used in presentations is working and fully charged.


Printouts: Make sure you have enough print-outs of any documents required for attendees.


highlights of the last AGM and a reply slip for committee nominations with a return date. Either send copies of the chair’s report and accounts to each member, or make them available at the venue before the meeting. Make it clear how to get an item onto the agenda and be clear about the cut-off date for new proposals. Use all means available to notify members, including the school newsletter, Facebook, noticeboards, letters in book bags, posters on classroom doors, and the school email system.


Compose the agenda: Think about timings and make sure there will be enough time for each agenda item. It’s good practice to circulate the agenda beforehand as part of the notice. The chair should give a report of the past year, highlighting successes, thanking those who have been involved and indicating plans for the year. The treasurer will report on funds raised and how these have been spent. It is usual for all members of the committee to stand down at the AGM, although they can seek re-election.


On the day: Prepare the venue so that attendees will be comfortable, safe and able to see and hear the proceedings. Make sure you have enough printouts of any documents for attendees, such as the treasurer’s report and minutes of the last AGM. It might be useful to have copies of some other documents to hand, such as your welcome pack and constitution. If you’re holding an event to encourage turnout, make sure you’re ready for that too.


THE CHAIR


At the AGM, the chair should make sure all agenda items are covered, that the meeting keeps to time and that one issue does not dominate. Everyone who wishes to speak should be encouraged to participate.


Take minutes: The secretary should take minutes during the AGM. Although they do not have to be a word-for-word record, it is important that the minutes accurately refl ect what happened during the meeting. Minutes should provide a summary of the discussion of each agenda item with any action required and the names of those who will implement the action. They should note the names of proposers and seconders of resolutions and details of votes taken. It is particularly important to have clear records of the committee elections and of any decisions made. The minutes of the AGM are approved at the next AGM but you should distribute them to members as soon as you can.


Voting: Decisions at the AGM will usually be made by a majority of votes cast. For most PTAs, the system will be a show of hands. However, for larger groups, or where there are sensitive issues, a secret ballot might be appropriate.


SAMPLE AGENDA


A typical AGM agenda will cover the following items:


Welcome Apologies for absence


Approve the minutes of the previous AGM Matters arising Chair’s report Treasurer’s report Adoption of the accounts Committee elections Any other business Closing remarks


COUNT THE VOTES SOMEONE TO DESIGNATE


AFTER THE AGM


The minutes of your AGM are the only legal record of proceedings. Although they won’t be approved until the next AGM, the minutes should be distributed as soon as they are available, ideally within a few days. At the next regular meeting, the minutes of the last regular meeting are approved.


PTA+ online


To download a printable copy of this guide go to pta.co.uk/running-a-pta/ managing-your-pta/ successful-agm


pta.co.uk AUTUMN 2019 19


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