MANAGING YOUR PTA – Hotspot
AGM Checklist
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In detail: reports
Keep reports short and to the point and allow time for questions at the end.
CHAIR’S REPORT: An informal introduction which may: l Explain how the PTA is run l Highlight key successes from the past year l Explain how fundraising was affected by Covid l Demonstrate how the PTA has benefited pupils l Thank those who went the extra mile l Reveal what’s planned for the year l Explain how people can get involved and list any specific skills that are needed.
TREASURER’S REPORT: A formal presentation of the accounts for the past year including: l The opening balance of the bank account at the start of the previous year l The amount raised for the year broken down by activity l Any costs incurred during the year l A list of what was bought for the school l Information on how your accounts were examined and by whom l The current bank balance l Appointing an independent examiner.
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CHOOSE A VENUE: You can hold an AGM anywhere, but be mindful of confidentiality and free and easy
access. Or hold it online.
PREP THE VENUE: Make sure there are enough chairs for the amount of people expected. Find out where the
heating and lighting controls are situated. Check facilities work and that volunteers know how to use them.
PRESENTATION: Make sure any tech needed for presentations is working and fully charged. Check you
have enough printouts of documents such as financial statements. If your AGM is online, test the meeting first if you’re not sure how it all works. Check you know how to screen share and post files in the chat.
QUORUM: The minimum number of members required to attend the AGM is called a quorum. Without
enough attendees, decisions made won’t be valid. Your constitution should state how many people are required.
IF NOT ENOUGH PEOPLE COME: Wait and hope more people arrive, call a few loyal supporters and try to drum up extra interest, or postpone until another day.
CLASS REPS: If you’re struggling for attendees, ask all class reps to come along and bring two people each.
MINUTES: The secretary should take minutes that correspond with the agenda items. Keep the minutes
brief and record decisions made alongside actions agreed. Recording your online AGM can be helpful for accuracy, but make sure everyone knows about, and consents to, the recording. Ask attendees to put their names in the chat box and request cameras be switched on.
VOTING: Every member at the AGM has one vote on each issue. If voting is tied, the chair will usually have
the casting vote. Typically, voting is by a show of hands but can be by ballot, if secrecy is required.
POSTPONEMENT: If you need to postpone, adjourn or cancel because of Covid-19, follow the rules in your
constitution. If there’s nothing specified, agree on a course of action and record the reasons. See
gov.uk/guidance/ coronavirus-covid-19-guidance-for-the-charity-sector for more information.
AFTERWARDS: l
Send new committee details to the school and your
supporters, with photos if possible. l
Declaration form l
Encourage new committee members to ask questions and
make it clear how they should go about it. l
the new trustee(s) l
Ask new committee members to complete a Trustee Update the Charity Commission website with details of
Update details on social media and any other schemes l Find out how to do a harmonious handover at
pta.co.uk
pta.co.uk AUTUMN 2021 29
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