RUN A PTA – AGM anxiety
3. WHO SHOULD COME
TO THE AGM? The committee’s elected officers, along with their co-officers and deputies, usually attend the AGM. Even if the headteacher doesn’t regularly attend PTA meetings, try to guarantee their attendance at the AGM. Your meeting must be quorate, meaning
that there are enough attendees present to meet the minimum requirement for the meeting to be considered legal. Without a quorum, the meeting will not be able to make any decisions. Review the governing document to determine the specific requirements for your group. Claire Champness, chair of the Friends of South Malling School, says: ‘My two requirements from the AGM are that we are quorate and no one asks a question I can’t answer.’
4. WHEN SHOULD YOU
HOLD YOUR AGM? Refer to your constitution to check any specified time limits. Most PTAs hold their AGM at about the same time each year for consistency. However, certain factors – such as the availability of key individuals and the preparation of essential documents – may impact the timing. Gauge the energy levels within your school community. Holding the AGM early in the autumn term can be advantageous as it aligns with the start of the academic year, providing a fresh beginning and the opportunity to engage and potentially recruit parents of the new starters.
5. HOW CAN YOU ENCOURAGE
MORE PEOPLE TO ATTEND? It’s the million-dollar question with any PTA event but getting people to attend the AGM can be even more difficult because of the perception that it’s a long, dry meeting. Reassure supporters that you will keep the formalities brief and emphasise the importance of good governance to the association and its beneficiaries (the children). Ask the headteacher to mention in the school newsletter why the PTA is so necessary. Let everyone know that the meeting will be brief and that you will provide refreshments, such as cheese and wine, or tea and cake. Another way to boost attendance is to organise
a free accompanying event, particularly if it’s one that also provides childcare. If you are holding your AGM in good weather, a barbecue or bring- your-own picnic may be good options. Otherwise, try some indoor games. Catherine A Almond, committee member at The Willows PTFA, says they plan to entice people to attend their next AGM by offering bingo as an incentive. Keep the cost in mind and avoid locations such
as the pub that require money. Holding it at the school means everyone knows where to go and may help ensure the headteacher’s attendance. To further increase participation, encourage
attendees to bring a friend along. Em Kuntze, chair at East Harling Primary School PTFA, says: ‘We make sure every committee member brings along one person. That’s it. Reach out personally and explain that without their attendance you won’t be quorate… it could even be partners of committee members at a push!’
FIND OUT MORE AT
gov.uk/government/ publications/charities- and-meetings-cc48/ charities-and-meetings
Let everyone know that the meeting will be brief and that you will provide refreshments
48 AUTUMN 2024 School Fundraising
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