Hold a successful AGM
The 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
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,
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.
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 five committee members, then at least ten members must
Most PTAs will need to give 21 days' notice, not including the
notice day or the day of the meeting, but check your governing
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 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
If you're holding an event to encourage turnout, make sure
you're ready for that too.
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 reflect 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.
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.
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