Love it or loathe it, the AGM is an essential part of the PTA year. Follow our quick guide for an effortless meeting
What is it?
Unlike regular meetings, the AGM is about how your association is run. Once a year, all members are invited to fi nd out what's been happening and review how things are done. The chair will usually highlight achievements and indicate plans for the year while the treasurer reports on where funds came from and how they've been spent. The AGM is also when members vote for a new committee and make any amendments to the constitution.
THIS TERM: AGMs and handovers Give notice
KNOW
DID YOU
To call an AGM, you need to give notice to all members of the association. Not sure exactly who that is, or how much notice to give? It’s all written in your constitution. Alongside details about when and where, the
notice should explain what the meeting is about, give the order of business and ask for any additions to the agenda. Committee members usually stand down at the AGM, although they can seek re-election. Make it clear how nominations for election to the committee should be made. Notice can be given in a variety of ways: a letter in book bags,
an email, posts on social media or a poster on the PTA notice board. Experiment with a combination – demonstrate you’ve tried to reach all members. If it’s being held online, ask people to contact you for the link rather than making it public.
6 WAYS TO
Sell it 1
2 3
for afterwards.
4 5
seems like a great idea, but having to buy a drink might put people off.
6
Tie the AGM in with a PTA event, such as a family disco or picnic.
Make the event free to attend and keep it simple by asking everyone to bring their own food and drink.
Avoid holding an AGM anywhere that requires money – the pub
Combine the AGM with a school event, such as parents’ evening, if they are being held face-to-face.
If your AGM is online, promote the benefi ts: members can attend
from home and no childcare is needed. Specify if a glass of wine is appropriate!
Ask your head to attend and to sing the PTA’s praises in the school newsletter beforehand.
Explain that the meeting will be kept brief and plan some fun
YOU’LL NEED Agenda
● Welcome: a short hello. ● Apologies for absence: list those who aren’t able to attend and have sent apologies. ● Approve the minutes of the previous AGM: circulate the minutes and seek approval ● Matters arising: anything outstanding from last year’s AGM. ● Chair’s report: an informal report on the year. The chair’s report isn’t a requirement, but is useful for members, especially anyone new. ● Treasurer’s report: a formal report on the association’s fi nances. ● Adoption of the accounts: Agreement that the accounts give a fair view of the PTA’s fi nances. ● Committee elections: Voting for positions on the committee. If there are no nominations, you can ask at the AGM if anyone would like to stand.
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